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Princeton University Order Division Documentation

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

Teaching Award Closing

RWI Form (MS Word)

Searching Acquisitions for Invoices
  Complex Search


EDI Firm Order Invoices

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Processing Approval Invoices

I. Basic procedure

  • Search invoice to be sure it is not a duplicate or an invoice loaded electronically.

  • Pull up the approval purchase order and create the invoice by using Order>create invoice. (Check first that the correct currency was used on the purchase order.)  Be sure to change the prompted invoice number and invoice date, and to fill in the total price in the header.

  • Make any changes necessary to accommodate list price, discounts, shipping and binding charges. When the invoice is complete, be sure the Purchase order number(s) and the VID are written on it.

  • Consult the Approval Vendor table for specific instructions for returns, deductions, etc. for any given approval plan. Follow the link from the vendor name.

II. Invoices with returns

If  the returns purchase order has not already been created, create it (see procedure at Approval Returns Purchase Order)

  • Create invoice by using the original purchase order, using Order>create invoice.  Be sure to change the prompted invoice number and invoice date, and to fill in the total price of the books being kept in the header.

  • To add lines to the invoice for the returns, click on Add line from order and search by the returns order number.  Add a line to the invoice for each return, by highlighting the square to the left of the title and using the “Append” button. In the pop-up box, you may correct the list price if necessary.

  • When you have added all lines for the returns, be sure to adjust the invoice for any shipping charges, binding costs, etc. Check to see that your online invoice Total Invoice Amount matches the bottom line on the paper invoice.

  • Go back to the returns lines and add an adjustment credit to each equal to the price of the book, so that the line total is $0. 

  • The line on the invoice should display in Blue since it is not yet received. To receive and mark each book for return, take the following steps:

    Highlight the line and click on Details. Go to the Receive/Mark tab.
    Highlight the blue square at the copy level and click on Receive.
    Highlight the blue square at the copy level again; in the Mark reason drop-down box choose Return.
    Click on Mark
    Click on Save and Close.

    This sends information about the returns to the problem list.

    Note: You must receive the line before marking it for return, or the returns letter will not generate correctly.

  • When the invoice is complete, be sure that both purchase order numbers and the VID are written on it.

  • In OnBase, add a note to the scanned invoice. This should indicate which titles are being deducted and returned. Line numbers, isbns or vendor stock numbers may be used in the note rather than copying all the bibliographic information. Since OnBase stamps the note with date and operator id it is not necessary to include that information in the note. For example:
    Deducting item L00180887 and returning
  • Deducting isbn 0298472329 (p.1) and 1218593721 (p.3) and returning
    In the case of a multiple page invoice, please include page number(s) in the note.

III. Supervisors or designated personnel only:

See Processing Returns Letters and Shipping Returns

IV. Tracking approval returns information

To view returns to a specific vendor, do a purchase order search by vendor code and PO number R?  You can further modify the search with a keyword search on the line item note.  For example, to find information on overlap between plans, you can look for AP-BNA or AP-COUTTS return orders with the keyword Micawber in the line item note.