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Acquisitions Department >>Payment Unit>>Procedures Index
Payments Unit
Deletions
rev20010507
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Policy
We will delete invoice charges for
- material we did not order, regardless of whether or not the unsolicited material was returned.
- material that was not received in the same shipment as the invoice. (Ask vendor to re-invoice us when material is shipped.)
- material for which we have already paid. (Supply vendor with inv#, ck# & date, date cashed)
- material that SUL returned. (You must have material being returned in hand to delete charges. Exceptions: EDI material and Hebraica material can be deleted when receiver has annotated invoice copy.)
- material supplied on an order we cancelled, regardless of whether or not the material was returned.
Exception: If Nijhoff requests that we pay a particular invoice in full and they will send us a credit, we will comply if the invoice has not been paid and can be unlocked. However, the invoice should not be paid until we have the credit memo in hand. The credit memo should be paid on the Friday after the invoice was locked. [i.e. We can't make a payment and accept a credit in the same week unless the payment and credit is on the same invoice.] This is an informal agreement reached with Nijhoff that can be unilaterally cancelled by SUL at any time if it results in a significant loss of productivity due to the increased processing time for Nijhoff deletions. Please keep the Payments Manager apprised of the situation.
Procedure
- When appropriate, warn the vendor that we plan to delete an invoice line unless they can supply required information by email or fax within a couple of days. Situations would include supplying the coverage period for subscription renewals, order #/title information needed to find the material in Unicorn, etc.
- Each deleted invoice line on our audit copy should be annotated in red, usually in the left margin, so that it does not obscure any information on the invoice. Do not continue the old practice of "lining out" the line item as this may result in loss of information.
c/r = considered and rejected
def = returned because material was defective
del = line deleted to facilitate paying the invoice. Request that vendor re-invoice us for this charge only.
dup = returned because material supplied duplicated material previously supplied by the vendor
prev. pd. = charges deleted because they have already been paid on another invoice.
- Invoice line numbering in the Unicorn invoice record should reflect the lines that have been deleted. [e.g., If line 4 of a six line invoice was deleted, the line numbering for the Unicorn invoice record should be: 1,2,3,5,6.] If several line items were paid on one line, it should be clear
- The amount we are deleting should be documented in an Extended Info NOTE field in the following format:
<#> deletion(s) ; shortpay = <$ amount>
<$ amount> does not include any tax owed to the vendor.
- An explanation for each deduction should be send to our vendor and not their bank. If the check is addressed to the vendor, it may be a "lock box" address. [i.e. All mail received at the address is routed unopened to the vendor's bank.] In such cases and when the "pay to" address is the vendor's bank, the deletion letter should be mailed or emailed to our vendor's correspondence address, and not sent as an attachment with the check. You can be reasonably sure of a lock box address if a particular vendor never seems to know why invoices have been shortpaid. Update our Unicorn vendor record in an extended NOTE field when this is the case. [e.g., Send attachments to: <name/address/etc.>]
- A copy of this deletion letter should be attached to the invoice for our audit files.
- If the entire invoice will not be paid for reasons other than it is a duplicate of an invoice that we have already paid, it should be mailed back to the vendor with a letter of explanation. A copy should be filed in our correspondence file.
- Statistics should be recorded in one of these categories: lines deleted or lines processed unpaid.
Related Procedures
For instructions on how to delete a Unicorn invoice payment line see Removing an Invoice Line in Unicorn.
For more information on returns see Returns.
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Last modified:
June 6, 2006 |
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