Acquisitions Department >>Payment Unit>>Procedures Index
Payments Unit
Non-Receipt Invoice Problem Resolution
20010323
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After a thorough search, all non-receipt issues that are holding up the processing of an invoice can be resolved following these guidelines:
Approvals
We age approval invoices for 45 days (a week longer than necessary to be received). Route a copy of the invoice with the missing line items highlighted to the Mono Rec Manager immediately for resolution.
Firm/standing orders (opened by Mono Rec)
- Check Mono Rec's working backlog shelves to determine mail opening date of material they are currently receiving.
- Subtract 7 days from that date to determine the "target" date and compare it with the mail opening date on the invoice you are processing.
- If the invoice mail opening date is earlier than the target date, route a copy of the invoice with a succinct message to the Mono Rec manager for resolution.
- If the invoice opening date is later than the target date, refile invoice with a reminder to check it again when the target date of the Mono Rec working backlog is later than the mail opening date on the invoice.
Serials orders (opened by serials)
Consult with serials receiving staff.
If invoice still can not be processed, route a copy of the invoice with a succinct message to the Serials Operations Manager for a resolution.
Invoices without a mail opening date
All invoices over 60 days old should be brought to the next Pay Unit meeting for discussion and resolution.
No BIB, no order
Consult with order staff.
BIB, no order
Consult with manager of appropriate receiving unit.
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non-receipt
TROUBLESHOOTING, non-receipt
Last modified:
June 8, 2006 |
