Re: [IUG] reconciling invoices to purchase orders

["Rees, Joshua" <rees at plsinfo dot org>]

>From a general workflow sense, unless I was in a truly tiny library, I would really hate to try to keep track of all titles from an order and when they come in and/or are invoiced.
 
As Teresa indicated, try letting the system work for you, since it will prompt that the order record has already been paid, can be set to prompt if not received when invoicing, etc.
 
The general point of Edifact ordering and invoicing is to reduce time consuming workflow processes and to make it easier to use the III system to search for things not received, etc.  If you are able to download PO #'s into each order record, you can always do a create list against that PO # to see what has come/not come.
 
For my library, a PO for ordering (especially for TS3) is just something the selector assigns when submitting the order, the Finance department never sees it.  We did have B&T change invoice settings a few years ago so that we would get one invoice per shipment instead of one invoice per PO in the shipment, plus we get a monthly statement from B&T per account (which is what our Finance department prefers).  Thus it is only internal for us to be sure of what has already been paid and what hasn't, which it why we try to be sure to have order records/invoices for everything and have the acquisitions system prompt us if it has already been paid.
 
Hope this helps.
 
------------------------------------------------------------------------
Joshua Rees  Youth Services Librarian   Daly City Public Library, 40 Wembley Drive, Daly City, CA 94015 
            Phone: 650-746-8302                  Email:    rees at plsinfo dot org <mailto:rees at plsinfo dot org>  
"You know you've read a good book when  you turn the last page and feel as if you've lost a friend."
from webshots.com                                  -Paul Sweeney

________________________________

From: innopac-bounces at innopacusers dot org on behalf of Teresa Saunders
Sent: Mon 9/8/08 12:39
To: IUG INNOPAC List
Subject: Re: [IUG] [Junk released by Allow List] reconciling invoices to purchase orders




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



________________________________

From: innopac-bounces at innopacusers dot org on behalf of Marlene Pelyhes
Sent: Mon 9/8/08 12:04
To: innopac at innopacusers dot org
Subject: [IUG] reconciling invoices to purchase orders



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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