Processing Subscription EDI Invoices

Overview

Invoices are loaded into the system as they become available, The system should successfully load all lines with the correct vendor code but will load as Unlinked any line with the incorrect vendor code or that does not have a valid status (for example, a completed order).

Any unlinked lines are generally linked up before the invoice is forwarded to staff for processing. In addition, any general problems that can be seen by looking at the full invoice rather than opening the lines may be noted for correction. For example, lines with standing order fund codes rather than subscription are obvious when looking at the invoice.

Each loaded invoice will have an invoice header note "Forwarded to AFM [date]." This allows us to track invoices that have not yet been approved.

Procedure for Invoice unit staff

Immediately upon receiving an EDI invoice for processing, bring up the invoice in Voyager, update the Bill To field, add account if necessary, and save the invoice. Check the Properties tab to be sure your initials and the date now display. This allows us to track unpaid invoices if necessary.

Follow standard instructions for checking each line of the invoice. If you come across any records you think should be closed, email Carol or Heidi. For example, you may see a line that linked to an old order for which there has been a title change and a new order created.

When you have finished the invoice, go to the invoice header note. Remove the note that is there ("Forwarded to AFM [date].") Put in your initials and the date.

Current subscription vendors

Casalini

Ebsco

Harrassowitz

Swetsinuk

Swetsinus