Acquisition’s Invoices

The following are the procedures to pay Acquisition’s invoices. If you are having a difficult time finding some of the information on the invoices, please ask your supervisor.

• Retrieve an intercampus mailer from the mail cubby area. Find the ACCOUNTS PAYABLE stamp in the Library Administrative Assistant’s mail cubby. Stamp the mailer. Set this mailer to the right side of your desk.
• You will need to pull the invoices from the tray found near the Interlibrary Loan table. Only take invoices from one fund at a time. Each fund is separated by folders. A sticky note is placed on the top invoice for further clarification. This prevents any future mistakes.
• Make sure there are three copies for each invoice. If the correct number of copies are not there, use the copier to get the correct total. Two copies go to Accounts Payable and one copy stays with us. All packing slips are attached to the Accounts Payable’s copies, with the exception of one item. Baker and Taylor sends return authorization forms with their invoices. This form is attached to our invoice copy. Each invoice packet should appear this way: staple two invoice copies (the packing slips are in the back) together, and our copy is paper clipped behind the first two.
• Open the Excel spreadsheet book that corresponds to the fund you will be working on. The spreadsheets can be found on the computer’s desktop labeled “Funds”. There is a spreadsheet for each fund. There should be 41 lines used for every sheet, and each sheet is labeled by ledge page number (i.e. 225). There is a template that can be used to copy and paste onto a new sheet. Rename each sheet by ledger page number.
• Set out the rubber stamps you will be using to pay the invoices. They can be found in a small white box in the Technical Services Librarian’s office. The stamps you will use include the following: approved date stamp, the Library Director’s signature, and the duplicate stamp. The one stamp that always needs to change and be aware of is the fund stamps. You need to make sure to use the correct stamp for each fund. The sticky note on the invoice(s) will let you know which stamp to use. There are six fund stamps that are used that used to pay invoices with: Library Books, Brunie Books, Brown Music Library, Barnard Her. Bks, Biology Jaeger Bks, and Library Electronic Res. Change the date stamp to show the correct date.
• Each sheet has 12 columns that will be filled in. The first column is where you type the ledger page and the line number. They will be typed in as following: 225-1, 225-2, etc. The B column is for the invoice date found on the invoice. The C column is for the vendor/publisher’s name. The F column is where you type in the invoice number. The G and H columns are where the dates to Accounts Payable and Date Received respectively are entered. The I - L columns are where the following items are entered: net, tax, credit or promo (this mainly pertains to Alibris), and shipping. The M column should have a formula to automatically sum the amounts in I - L. The N column pertains to the printouts used to compare what has been paid to what we sent to Accounts Payable. Enter the required information into the proper locations. Don’t forget to save every once in a while.
• After verifying the total amount is correct in column M, then it’s time to stamp the invoices. Stamp the invoices in the following manner: approved date stamp, signature stamp, fund stamp, and duplicate stamp. The signature stamp will only be used on the first copy of the invoice. The duplicate stamp is only used for our invoice copy.
• Using a black pen, write in rec’d and your initials next to the date stamp on the first copy. Write in the ledger page and line number next to the fund on all three copies.
• Place the Accounts Payable copy on top of the mailer. Place our copy either in front of you or to the left. Make sure to keep both sets separate!
• Check all the invoices to make sure everything is correct before inserting the invoice copies into the mailer. Check the duplicate copies too.
• Drop the mailer into the mail bag.
• Repeat steps 6-11 until invoices all the invoices in that fund are completed.
• Check the invoice folders to see if there are any more invoices that need to be paid. Repeat step 1. Change the rubber stamp to match the fund.
• After all the invoices have been paid and are in the mail bag, then return the box of stamps to it proper place.