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Payments Unit

East Asian Library Invoice Payment Procedure (start date = 09/02/03)

Most East Asian Library invoices must be paid on a generic bib record because there are no CJK records in Unicorn at this time. (Type "BUNCHA EAL" in the full record search to call up these records.)

Invoices are paid as 1-liners on orders with this order # format:
    <vendor code>-EAL

These EAL orders are either linked to a bib record for the vendor
    110    <vendor name>
    245    [EAL payments - fy2004]
or to the generic bib record for EAL payments
    245    [EAL payments - fy2004 - other vendors]        [ID# a5485650]

Many EAL vendors are not set up in Unicorn. Search PRISM for the correct vendor record and send this with your request to AP to verify the new Delphi vendor #. Consult with Chris if you have any questions.

All EAL invoices must be accompanied by their "invoice form" which includes the invoice #s to be paid, PTAs, expense codes, TAX/NOTAX status, and the fund manager's signature. Click here to see the EAL invoice form relating to the following examples using the back button to return (or open the form in another browser window by right clicking and choosing "Open in new window").

Currency on invoice vs. currency associated with the vendor
Vendor bills in USD and vc is associated with USD:  Pay as a 1-liner following standard procedures.
Vendor bills in local currency and vc is associated with local currency:  Pay as a 1-liner following standard procedures.
Vendor bills in local currency but consistently converts total to USD. VC should be associated with USD and invoice should be paid as a 1-liner using vendor's conversion rate. All miscellaneous charges should be re-calculated using the vendor's conversion rate.

Miscellaneous
Input "<inv.#> pmt" in parts field
Receive/load payment line
Send a copy of the 1st page of each invoice to Tim McGuire for EAL's records

EAL BIB Record Template
format:  SERIAL
home location:  TECHSHADOW
type:  UNKNOWN
new call number:  AUTO
class scheme:  ASIS
library:  EAST-ASIA
Enc_Lvl:  5
110:20 <vendor name>.
245:10 [EAL payments - <current FY>]
246:3   buncha East Asia Library payments
246:3   buncha EAL pmts
940      Created for payment -- <initals, date>

EAL Order Template
new order ID:  <vendor code>-EAL
    (e.g., GANNANDO/PY-EAL)
order type:  STANDING
Extended Info NOTE:  Assign correct Expense Code for each payment -- <initials, date>
Extended Info NOTE:  Created for payment of East Asia Library invoices -- <initials, date>
Extended Info NOTE:  Regular fund = <PTA> (<fund name>) -- <initials, date>
    (e.g., Regular fund = 1065032-114-AABNK (JAPANHV) -- bch 09/18/03)
fund ID:  NOFUND
holding code:  EASTASIA-H

Last modified: June 8, 2006