Re: [IUG] [Junk released by Allow List] reconciling invoices to purchase orders

[Teresa Saunders <saunderst at wcsu dot edu>]

for the end part of your questions..
If you've posted your invoices and then go to receive a duplicate item, the
system will tell you that you've already received that item. Then you can
look at that item record and see the order/paid info.



Teresa C. Saunders
Library Technician
Acquisitions & Cataloging
Ruth A. Haas Library
Western Connecticut State University
181 White Street
Danbury, CT 06810
(203) 837-9106
saunderst at wcsu dot edu


                                                                       
             Marlene Pelyhes                                           
             <Marlene.Pelyhes@                                         
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             09/08/2008 03:04          [Junk released by Allow List] [IUG]
             PM                        reconciling invoices to purchase
                                       orders                          
                                                                       
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Hello

I am new to the Mil2007  Acquisition Module.

Our Fiscal Officer would like our technical services workflow to include a
 physical
 check off of items received against the appropriate purchase orders.

We are using B&T TS3 and many times a box of books can include 10 books
with a paper invoice from 10 different carts and those 10 different carts
could
be included in several library purchase orders.   I am still awaiting my
first
electronic invoice from B&T and we will have a period of time where we will
get paper invoices and e-invoices

In any event, how does your library reconcile received items from Mil to
the
library purchase orders?  How do you know when to tell the Fiscal Officer
that a
PO is completed and needs closed.  How do you make sure a double invoice
is not processed?  We received an invoice from a book vendor for books that
were already invoiced on a different invoice number and ended up
cutting a second check for the same books.  The book vendor returned the
check.
However,  our Fiscal Officer wants Tech Services to make sure we do not
send a
duplicate invoice to her again.

Thanks

Marlene Pelyhes
IT and Technical Services Manager
Mentor Public Library


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