ACQNET: RE- Invoice processes (4 replies)

(1)------------------------------------------------

Date:  Mon, 07 Jul 2008 10:23:14 -0400
From: E Jay Harris  <jharris_at_uab.edu>
Subject: RE- Invoice processes?

Paying invoices for library resources is done directly from the desktop
via the campus' online Oracle system.  Invoices are scanned as PDF docs
by library staff and transmitted directly to the campus Financial
Management System; they are linked to the online component for creating,
tracking, approving and issuing checks for Payment Requisitions &
issuing Purchase Orders.  Forms needing to be hand delivered are done by
a library staffer through the library's Document Delivery Service each
weekday.

Sincerely;
Jay

******************************
Jay Harris
UAB Lister Hill Library
Content Management Department
Phone: 205-934-2460
Fax:  205-934-3545
mailto:jharris_at_uab.edu
****************************** 

(2)----------------------------------------------------

Date:  Tue, 08 Jul 2008 10:42:14 -0400
From: Barbara Meehan  <bmeehan_at_tulsalibrary.org>
Subject: RE - Invoice processes?

The acquisitions staff here at the Tulsa City County Library is
responsible for matching up the invoices to the materials and approving
the invoices for payment. We ask the vendors to enclose with the
materials, or to mail the invoices to Acquisitions, not to the Business
Office. Our Business Office only pays materials invoices that we have
approved. So, if an invoice reaches them without our initials, date, and
stamped, "Invoiced on III," then they route it to us.

Usually, the invoices are packaged with the materials. If not, until
both the materials and the corresponding invoice are here, the invoices
that have arrived by mail or fax are put into designated file folders
(A-K books; L-Z media, etc.) where they wait until the materials reach
the front of the receiving line (a queue of materials on trucks in order
that they need to be checked in and the invoices paid). If the materials
arrive without an invoice but with a packing slip, they still are placed
on the line, to be matched up with the corresponding invoice. If the
materials reach the front of the line and the invoice has still not
arrived, then we shelve the materials to wait as we communicate with the
vendor for an invoice.

However, if materials arrive with no invoice or packing slip, and the
shipment is large, we contact the vendor immediately for a copy for the
mailroom to use to check in the materials. We can print Baker & Taylor
invoices ourselves from their Online Customer Support.

I hope this is helpful,
Barbara

Barbara Meehan, MLIS, CG
Supervisor, Acquisitions
Tulsa City-County Library
(918) 596-9103
bmeehan_at_tulsalibrary.org

(3)-------------------------------------------------

Date:  Tue, 08 Jul 2008 10:42:15 -0400
From: Susan Anderson <sanderson_at_mail.ewu.edu>
Subject: RE - Invoice processes?

We process and type our vouchers and attach them to invoices in the 
library technical
services department.  Either a student or technical services staff 
member takes them to accounts
payable and deposits them in an in box on a person's desk that day.

Regards,
Sue

(4)---------------------------------------------------

Date: Thu, 10 Jul 2008 10:03:54 -0400
From: Sarah Pensgard  <spensgard_at_liberty.edu>
Subject: RE- Invoice processes?

We have had trouble getting our invoices to accounts payable in the past
too, so last year we tried a new system. Our university uses network
drives as central storage areas for documents that large numbers of
people need to access from many different locations. I requested that IT
setup a new network drive for library acquisitions people, our
requisition approval chain, purchasing, budgeting and accounts payable.
We setup a folder system that is based on vendor names and requisition
numbers. Now we either scan or create PDFs from webpages and save them
onto this network drive. We put quotes, title lists, invoices, etc. on
this drive. Our accounts payable rep just checks the drive once a week
for new invoices, keeping us up-to-date on our payments.

Sara Pensgard
Resource Management Librarian
Guillermin Library, Liberty University
spensgard_at_liberty.edu



-----Original Message-----
Sent: Sunday, July 06, 2008 5:52 PM
To: acqnet-l_at_listproc.appstate.edu
Subject: ACQNET: Invoice processes?

Date:  Wed, 18 Jun 2008 12:01:14 -0400
From: Amy Faltinek <amy.faltinek_at_ttuhsc.edu>
Subject:  Invoice processes?

I'm hoping the group can help me by telling me how they process their
invoices. Specifically, ours seem to get lost between being received in
the mail at the library and being sent over to accounts payable. Does
anyone have a process they follow so that this doesn't happen?

Any ideas will be appreciated.

Thanks,
Amy

Amy Faltinek, MLS, CAS, AHIP
Unit Assistant Director, Library Acquisitions Preston Smith Library of
the Health Sciences Texas Tech University Health Sciences Center 3601
4th Street, Stop 7781 Lubbock, TX 79430-7781 ph: 806-743-4579
amy.faltinek_at_ttuhsc.edu


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