processing materials Received on APPROVAL plans

 

1. Checking the Shipment

2. Creating the Purchase Order (with defaults)

3. Receiving the Items

4. Receiving on Approval with Simultaneous Invoice Creation

 

 

 

Step 1

Checking the Shipment

 

• Open 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.

• An 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.

• Stamp the invoice and copy with the date received (rubber stamp available on mail receiving table).

o       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.

o       For music scores, leave the invoice and copy on top of the stacked scores.

o       For audio-visual materials, attach the invoice and copy to the first item on the invoice listing with a rubber band.

• Prepare slips found inside the items for the Collection Development Librarian.

o       For each book, unfold and place the top of the order slip form about 2 inches above the top of the book.

o       For music scores, vendor cards instead of slips are used. Leave them inside the music scores. Make sure they do not fall out while handling them.

o       For audio-visual materials, there are no slips or cards.

 

Step 2

Creating the Purchase Order (with defaults)

 

• Open Voyager Cataloging Module.
• Open Voyager Acquisitions Module.
• Choose correct receiving location.
• Click Tools > Defaults, which brings up the Session Defaults window.
• The first tab that appears is the Purchase Order tab.
• Select the following fields and fill them out with the appropriate information: Order Site, Ship to, Bill To, Currency, and Order Type.
• Click the Line Item Copies/Funds tab.
• Select # of Copies: 1.
• Select the following fields and fill them out with the appropriate information: Intended Location, Ship To, and Commit To Fund.
• Click OK.
• Default setting is complete.
• Click New Purchase Order icon in the List Bar.
• Make sure Quick Line Item on the toolbar says Quick Line Item Off.
• Fill in the appropriate information in the Header tab using the drop-down menus when present or by typing in information.

 

Vendor Section

 

·        Select Code: type in the appropriate Vendor Code.

·        Select Account: choose the appropriate Account.

 

After all pertinent information is provided click Save.

 

• Write the PO number, in red ink, on the copy of the vendor's invoice.
• Highlight the PO number(s) and invoice's total charge on the copy of the invoice.  Do not highlight on the original.

 

Adding Line Items

 

            Refer to: Documentation on searching OCLC to find bibliographic records to be imported.

 

A.  Add Line (Bib Import)

 

• Click Add Line (Bib Import).
• Double click OCLC directory.
• Select appropriate dat file.
• Click Open.
• Select Bib records for import in invoice order.
• Click Delete from file after import.
• Click Import.
• Click Close.

 

B.  Add Line (Bib Search)

 

(If the line item is an add copy, add volume or backfile, and the bibliographic record is already in Voyager)

• Click Add Line (Bib Search).

• Click Title (Staff View).
• Enter title in Search field.
• Click Do Search.
• Click OK: Title appears on Purchase Order.
• Click Save.

 

C.  Add Line (Template)

 

(If no bibliographic record is found in OCLC)

 

• Click Add Line (Template).
• Select Template.
• Enter appropriate information based on the Format.
• Be sure to check name authority for author.
• Click OK.

 

Completing the PO:

 

• Click Details on PO for each line item and input all the information elements needed for each item: Price, Notes, and Type.
• Save the PO.
• Approve the PO by leaving Print Purchase Order unselected (no need to have a printed PO for approvals) and selecting Check for duplicates.

 

Step 3

Receiving the Items

 

• Verify the total PO for accuracy and agreement with vendor's invoice.
• Highlight first line item on the PO.
• Click Details.
• Click Receive/Mark.
• Click inside the upper left square symbol next to the item title. The color changes and the Receive button becomes active.
• Click Receive.
• 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.
• Click OK.
• Repeat last three steps until all line items have been received.
• Prepare appropriate location flags for each item.
• Record statistics of the number of approval items received.
• Pass the material on for processing.

 

Step 4

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:

 

o       When the PO is complete and correct click Approve.

o       Select Check for duplicates and Receive on Approve. Leave Print Purchase Order unselected (no need to have a printed PO for approvals).

o       Click Yes.

o       The PO will be approved and all items received in one step.

o       Refer to Invoice Creation documentation create the invoice.

• Save and Close the Voyager Invoice.
• Save and Close the PO.

 

 

 

MIB, ANC & SB 12/04/01

This page has been visited times since 04/05/05

 

For questions about the content of this page, please contact Maria Isabel Garcia marisabel@mail.smu.edu

This page is maintained by Angela Laack and John Milazzo.

Last updated 12/17/2001