Processing Firm Order EDI Invoices

Overview

Invoices are loaded into the system as they become available, typically once a week per vendor. All invoices are coded for the vendor code used for EDI orders - for example, EHARR but not HARR. However the orders on the invoice may be either EDI orders or printed orders. The system should successfully load all lines with the correct vendor code (EAMB, EBNA, EBHB, ECAS, ECOUTTS, EERASFR, EERASNE, EHARR, ETOU, EYBP) but will load as Unlinked any line with the incorrect vendor code (AMB, BNA, BHBL,CAS, COUTTS, FRERASMU, HARR, NEERASMU, TOU, YBP). Thus orders for multipart sets, for example, probably load as unlinked lines.

Any discrepancies in the data load are noted in the Invoice level note.

For example : Invoice 206353 "Invoice amount and calculated total did not match, needs to be compared to print copy."

Receiving staff check the "related invoices" tab on orders for Ambassador, Blackwell's Book Services (both US and UK), Casalini, Coutts, Erasmus (both France and Netherlands), Harrassowitz, Touzot, and YBP. If it is yellow, they bring up the invoice and check for unlinked lines and provide order numbers if necessary. Invoice unit staff check for any notes (as above) and edit the invoice as necessary to match our procedures and policies.

Our aim in this procedure is to pay EDI firm order invoices as quickly as possible, since the vendor is providing us with a service that saves us time and effort.

Procedure for Receiving Staff

Current vendors : EAMB, EBHB, EBNA, ECAMBEIRO, ECAS, ECOUTTS, EERASFR, EERASNE, EHARR, ETOU, EYBP

Any shipment from EAMB, BNA/EBNA, BHBL/EBHB, COUTTS/ECOUTTS, ECAMBEIRO, ECAS, EERASFR, EERASNE (FRERASMU,NEERASMU) HARR/EHARR, ETOU or YBP/EYBP should be checked for an invoice in the system. If the Related Invoices tab on the first order is yellow, there is an invoice loaded. Use the Related Invoices tab link to display the invoice. Check for any unlinked lines; be sure the purchase order number is written on the invoice for any UnLinked lines. It is not necessary to provide purchase order numbers for linked lines (display as Pending before check in and Received Complete after checkin).

Write the Voucher ID number and the vendor code on the invoice (for example , EBNA VID 38819).

If the first order you check does not have the related invoices tab yellow, go to the Invoices tab on the list bar and search for the invoice by invoice number. Check the invoice for unlinked lines as above. If you do not find an invoice, write 0-Voyager and the date.

When everything on the invoice has been received, deliver it to the Firm Order EDI invoices basket.

Procedures for Invoicing Staff

Designated staff member in invoice unit checks the Monograph EDI invoices basket basket daily and processes invoices according to procedure for that vendor. Any notes (as above) must be resolved and may be removed once they are resolved. Invoices not yet loaded should be forwarded to Carol.