processing materials Received on APPROVAL plans
1. Checking the Shipment
2. Creating the Purchase Order
3. Receiving the Items
4. Receiving on Approval with Simultaneous Invoice Creation
Checking the Shipment
received packages and verify materials by matching them with the listing
on the vendor's invoice.
The original invoice and one copy are needed for CIP
processing. Make a copy of the invoice if the vendor does not supply it.
Recycle extra copies.
additional invoice copy is needed whenever an adjustment is made on the
total cost (involving returns, duplicates, tax wrongly charged, etc.). The
extra invoice copy is stamped with ENCLOSURE in green ink and
attached to the copy of the invoice, not the original, and placed between
the original and copy.
the invoice and copy with the date received (rubber stamp available on
mail receiving table).
For books, insert invoice and copy in the first book on
the invoice listing; place the book on its spine to help determine the
beginning of each shipment.
For music scores, leave the invoice and copy on top of
the stacked scores.
For audio-visual materials, attach the invoice and copy
to the first item on the invoice listing with a rubber band.
slips found inside the items for the Collection Development Librarian.
For each book, unfold and place the top of the order
slip form about 2 inches above the top of the book.
For music scores, vendor cards instead of slips are
used. Leave them inside the music scores. Make sure they do not fall out while
For audio-visual materials, there are no slips or
Creating the Purchase Order (with defaults)
Voyager Cataloging Module.
Voyager Acquisitions Module.
correct receiving location.
Tools > Defaults, which brings up the Session Defaults window.
first tab that appears is the Purchase Order tab.
the following fields and fill them out with the appropriate information: Order
Site, Ship to, Bill To, Currency, and Order
the Line Item Copies/Funds tab.
# of Copies: 1.
the following fields and fill them out with the appropriate information: Intended
Location, Ship To, and Commit To Fund.
setting is complete.
New Purchase Order icon in the List Bar.
sure Quick Line Item on the toolbar says Quick Line Item Off.
in the appropriate information in the Header tab using the
drop-down menus when present or by typing in information.
Select Code: type in the appropriate Vendor
Select Account: choose the appropriate Account.
After all pertinent information is provided click Save.
the PO number, in red ink, on the copy of the vendor's invoice.
the PO number(s) and invoice's total charge on the copy of the
invoice. Do not highlight on the
Adding Line Items
Refer to: Documentation
on searching OCLC to find bibliographic records to be imported.
A. Add Line (Bib
Add Line (Bib Import).
click OCLC directory.
appropriate dat file.
Bib records for import in invoice order.
Delete from file after import.
B. Add Line (Bib
(If the line item is an add copy, add volume or backfile,
and the bibliographic record is already in Voyager)
Add Line (Bib Search).
Title (Staff View).
title in Search field.
OK: Title appears on Purchase Order.
C. Add Line
(If no bibliographic record is found in OCLC)
Add Line (Template).
appropriate information based on the Format.
sure to check name authority for author.
Completing the PO:
Details on PO for each line item and input all the information
elements needed for each item: Price, Notes, and Type.
the PO by leaving Print Purchase Order unselected (no need to have
a printed PO for approvals) and selecting Check for duplicates.
Receiving the Items
the total PO for accuracy and agreement with vendor's invoice.
first line item on the PO.
inside the upper left square symbol next to the item title. The color
changes and the Receive button becomes active.
- If a
pop-up note about a requester appears with a specific name, prepare
appropriate flag. If the pop-up note contains just the initials of the
faculty member requesting the title, ignore it.
last three steps until all line items have been received.
appropriate location flags for each item.
statistics of the number of approval items received.
the material on for processing.
Receiving on Approval with Simultaneous Invoice Creation
If the PO has all the line items in the same order as the
vendor's invoice and all dollar amounts match, receive all items in one step
and create the Voyager invoice:
When the PO is complete and correct click Approve.
Select Check for duplicates and Receive on
Approve. Leave Print Purchase Order unselected (no need to have a
printed PO for approvals).
The PO will be approved and all items received in one step.
Refer to Invoice Creation documentation create
and Close the Voyager Invoice.
and Close the PO.
MIB, ANC & SB 12/04/01
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Last updated 12/17/2001