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Payments Unit

1. Date stamp the invoice and record the number of invoice lines in the statistical category "incoming EDI lines".
2. Retrieve the invoice (which should already have been loaded into Unicorn) using the "add to invoice" command and the vendor invoice #.
3. Review these fields of the EDI invoice. It can not be paid unless it exactly matches the paper copy. Correct and report all discrepencies to Sue-Ellen or Carol Lawrence.
   1. Vendor invoice # (unnecessary if you used this to find the EDI invoice)
   2. Vendor invoice date
   3. Scan to verify line item order is identical
   4. Correct value in vendor tax field if applicable [e.g. YANKEE]
   5. Shipping pro rate line if applicable
   6. Total amount to be paid to vendor
4. Correct all errors which display in red. Either the fund # is not valid or the fund was changed by receiving staff and needs to be prorated. If the fund # is not valid [e.g. DUM999] report it to Sue-Ellen for resolution. If the fund was changed and needs to be prorated, change the prorate field to "Y".
5. Delete all pay lines that have been lined through by Receiving staff. (Only invoice lines displayed in red can be deleted. Removing the value in the amount field should turn an invoice line red.) Follow standard procedures for deletions including listing deleted totals in the extended notes field and completing a deletion letter. Consult the order record for specific information regarding the return.
6. Add "<your initials>/edi" to the extended note field using the "edit invoice" command.
7. Pay the invoice
8. Record the number of lines paid in the statistical category "EDI lines paid".

Paper copies of Harrassowitz and Nijhoff EDI subscription renewal invoices are received in the first class mail. (The first Nijhoff EDI invoice was successfully loaded on 01/29/01.)  Annotate the paper copy of the invoice with "EDI  SUBSCR" in red to alert staff that the invoice should be processed differently from "regular" EDI invoices. Do not pay EDI SUBSCR invoices until cleared by the Payments Manager, Sue-Ellen Johnson, or Carol Lawrence in Systems. The Payments Assistant is responsible for ensuring that the Unicorn invoice record exactly matches the paper copy before approving it for payment. The paper invoice, not the EDI record, is our official record for audit purposes. In addition to the procedure outlined in the previous section, here are the additional steps or differences in procedures when processing EDI subscription renewal invoices:

1. On the paper copy of HARRAS invoices, the invoice # may be preceded by the letters "VG" which are not present on the EDI invoice. "VG" is not part of the invoice # for inputting and audit purposes. (It is a remanent of the older HARRAS database which they confirm will be completely eliminated in a few months.)
2. Since titles have not been verified by receiving staff, every title must be checked against the paper copy to verify that they match. If the titles do not match, consult with your supervisor unless you have determined that it is due to one of the following:
   • A title change has occurred but the order record was not re-linked to the current title. (Re-link line 1 and the order line created for payments to the current title.)
   • The order is for a monographic series and invoice cites the series title. (Verify that the 4xx field of the monographic record matches the series title and volume being invoiced.)
   • The order is for a monographic series and the invoice cites the monographic title. (Verify the series and volume # via SmartPort. Pay on the series record and input "<vol.#> pmt" in the parts field. Annotate invoice with coverage if necessary.
   • The order is a multi-title order on which we should receive the title being invoiced. (Re-link the payment line to the correct bibliographic record.)
3. Use frequency on paper invoice if cited by the vendor to determine TAX/NOTAX status. Otherwise, verify frequency by reviewing information on the "receipt" tab display of the serials control record. (The "pattern" tab display should only be used if the "receipt" tab display is inconclusive.)
4. If the invoice is for subscriptions only, the shipping/handling charges are taxible. Shipping charges for subscriptions are usually included in the yearly subscription fee. You should expect to see shipping/handling charges on a MISC prorate line.

• a title with a call # such as CALL # VARIES, NEWSPAPER, etc.
• a serial who's title has changed but retains the same call # of the former title
• a title for a co-ordinate library has been cataloged with the identical call #. [The title does not have to match SUL's.]

• Library:  SUL
• Type:  UNKNOWN
• Home Location:  TECHSHADOW
• Current Location:  TECHSHADOW
• Call Number:  <autogenerated>
• Copy Number:  1
• 910:  EDIFIX

Line 1 of the recurring order record will have "EDIFIX" in an extended COMMENT field. If "the order" [i.e. line 1] is being re-linked to another bibliographic record care must be taken to ensure that the order link remains unique. Please consult a supervisor if unsure. (see also ANCHORED)

NOTE:  The EDI program will also not "read" call #s past the first "space" of subfield Z causing some unique call #s to be non-unique.

Miscellaneous

• If EDI has created unneeded order records, "zero out" the order line and indicate that the order either was paid elsewhere (another order #) or not paid at all and why; add your initials and date.
• Requests to remove an EDI invoice in its entirety should be given to Peter Kim. DO NOT attempt to remove any invoice using the "delete line" command.
• Use AP Web report to keep track of what has not been paid; old ones can fall through the cracks, and we then need to get a copy of the paper invoice.

Last modified: July 18, 2006