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Princeton University Order Division Documentation
 
Invoicing

Fiscal Year Calendars

Credit Card Invoices

Sorting and Filing

Inputting Details and Adjustments

Deposit Account Invoices

Monographic Invoices
  Create New Record
  Check Price

Processing Approval Invoices

Processing Invoices and Vouchers

Processing Prepays

Processing Returns Letters
  Procedure

Teaching Award Closing

RWI Form (MS Word)

Searching Acquisitions for Invoices
  Complex Search

OnBase

EDI Firm Order Invoices

Documentation Home

Guidelines for Reviewing the Unpaid Invoice Drawer

Invoice search in Voyager

  • Search the invoice by invoice number in Voyager. If found, check bottom line information and date to make sure it matches.
  • If not found by invoice number, search by the purchase order number of the first line of the invoice.If found, check bottom line information and date to make sure it matches. If you have a packing slip in hand, the number may vary from the Voyager invoice number, so check titles and bottom line.

Voyager invoice not found : Firm orders

  • Packing slip in hand : Check OnBase by vendor code. Look for invoices that have no voucher numbers and check to see if any match the titles on the packing slip. If you find the matching invoice, and the packing slip indicates the material is received, print a copy from OnBase and process as usual in Voyager. If no copy is found, and the packing slip is more than 2 weeks old, contact the vendor via email or phone to request that they fax a copy.
  • If copy is found but packing slip does not indicate material is received, check Voyager to see if the material is received. You should only process the invoice if all material is marked Received complete. If not, consult with supervisor to be sure there is no problem item on the invoice.
  • If material is not received, check the date on the packing slip/invoice. Consult with supervisor of appropriate unit to see if we should contact the vendor.

Voyager invoice not found : Continuations

  • Packing slip in hand : Check OnBase by vendor code. Look for invoices that have no voucher numbers and check to see if any match the titles on the packing slip. If you find the matching invoice, and the packing slip indicates the material is received, print a copy from OnBase and process as usual in Voyager. If no copy is found, and the packing slip is more than 2 weeks old, contact the vendor via email or phone to request that they fax a copy.
  • If copy is found but packing slip does not indicate material is received, check Voyager in the Serials check-in history to see if the material is received. You should only process the invoice if all material har been checked in . If not, consult with supervisor to be sure there is no problem item on the invoice.
  • If material is not received, check the date on the packing slip/invoice. Consult with supervisor of appropriate unit to see if we should contact the vendor.

Voyager invoice not found : Approval material

  • Invoice in hand : Check Voyager by individual titles to identify a matching approval order in Voyager Acquisitions. If found, look at the order to see if there is an invoice attached to it. If there is no invoice, check to be sure all lines on the invoice are on the purchase order (there may also be a returns purchase order). Invoices with returns may be slightly delayed so consult with supervisor for further instructions.
  • Packing slip in hand : Follow instructions above to see if material has been processed. If so, check OnBase for a matching invoice. If not, check the date on the packing slip as we may need to consult with staff assigned to that approval plan to locate material or claim a missing shipment.
Very little, if any, should be refiled into the drawer. If after following the above steps you do not find an invoice, consult with your supervisor on futher steps to take