(1)--------------------------------------------------
Date: Mon, 21 Nov 2005 07:38:51 -0500
From: John Williams (Wichita State U.) <John.Williams_at_wichita.edu>
Subject: RE - Invoice process
If you can tell me who your major vendor(s) is, I may have some
suggestions.
John H. Williams
Public Service Administrator
Acquisitions Manager/Technical Services
316-978-5134
(fax) 316-978-3048
Campus Box 68
Wichita State University Libraries
Wichita, KS 67260-0068
(2)------------------------------------------------------
Date: Mon, 21 Nov 2005 13:51:54 -0500
From: Suanne O'Hanley (Canadian Museum of Civilization )
<suanneoh_at_hotmail.com>
Subject: RE - Invoice process
Hello,
Couldn't you send one copy of the invoice to finance right after
checking items against the packing list, but before receiving and
invoicing in your ILS? While not ideal, at least this assures that you
have received what you have been invoiced for (whether or not you've
ordered it...)
Suanne O'Hanley, Librarian
Canadian Museum of Civilization (Gatineau, QC, Canada)
Date: Mon, 21 Nov 2005 16:47:20 -0500
From: Barbara Dean (Arlington Co PL) <Bdean_at_arlingtonva.us>
Subject: RE- Invoices
We usually do hit the "net 30" target. We pull in a full MARC record
whenever possible on which we base the order record, and our major
vendors do a lot of our processing. Consequently, most materials move
quickly through cataloging and processing once they've been received.
Our county is currently developing a new financial management system in
which it looks like we will have to pay invoices before we've received
the material in our ILS. We are not happy with the idea, but I wonder
if this will be how we do things in the future.
Barbara C. Dean
Acquisitions Librarian
Arlington County Dept. of Libraries
1015 North Quincy Street
Arlington, VA 22201
703-228-5979
703-228-5998 FAX
---Original message:-----
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 Thu Dec 01 2005 - 21:24:41 EST