Date: Tue 15 Nov 2005 10:41 AM
From: Vicki Meehan (Clermont County Public Library)
<meehanvi_at_oplin.org>
Subject: Invoicing Process
We are a medium-sized public library with 10 branches. I am writing to
inquire about your process for ensuring that invoices are paid in a
timely manner. Our current procedure is to
1) unpack boxes/check against packing list
2) receive the items in our ILS by manually searching each title and
entering a received date in the order record
3) pay the invoice in our ILS
4) send the invoice over to our accounting office to enter into their
system and cut a check
The problem is that this process is taking longer than the "net 30"
stated on the invoice. Our holdup is largely in the unpacking stage.
Cataloging is backed up, so there are not sufficient carts and space
to unpack more materials. It has been suggested by administration that
our invoices be sent to accounting immediately upon arrival (i.e.,
open box, take out invoice, send to accounting, close box). This means
that nothing would be checked (against the packing list or in our ILS)
to make sure we received what we actually ordered until AFTER the
invoice has been paid. They say that paying "net 30" is far more
important (it's the law in Ohio) than ensuring problems are found before
payment.
So, my questions to you are:
1) Do you routinely hit a "net 30" target for invoices?
2) Do any of you follow a procedure by which you send the invoice
directly to the accounting office for immediate payment, without
checking your ILS first? If so, does this cause a lot of problems with
tracking invoices, processing credits, etc.?
Thank you for any info you can provide.
Regards,
Vicki
Vicki Meehan
Acquisitions Librarian
Clermont County Public Library
Technical Services
2548 U.S. Route 50, P.O. Box 875
Owensville OH 45160
p: (513) 735-7144
f: (513) 735-7140
meehanvi_at_oplin.org
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Received on Sun Nov 20 2005 - 15:35:43 EST