Scope:
Contact: Sara Biondi
Unit: Monograph Acquisitions
Date last reviewed:
Date of next review:
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Invoice Policies for Payments
Invoices
- When no invoice number on the invoice
- Use sales order number
- Use invoice date with your initials (e.g.: if the date is July 12, 2017, it should be 071217 SMW ) (NO SPACES BETWEEN)
Try to use a number that will make it easy for the vendor to determine what is being paid.
- Method of payment (In priority order)
- Check
- Credit card
- Wire ( should ONLY be used
...
- when there is no other way for vendor to be paid) (Has a wire fee)
- *Don't forget to enter your wire invoices in Aleph*
- when there is no other way for vendor to be paid) (Has a wire fee)
NO STAPLES on invoices!!!
Credit Memos
- Credit memo invoice numbers
- CM number is invoice number with "CM" after it ( e.g.: 12567CM)
- Put notes in CM invoice in Aleph or write on the CM why the credit was received
- When returning items, please put information in the return books spreadsheet. It's located under F: Shared/Receipts Management/Books-Coll-Dev and Returns. This is where we look for reasons why we received credits and helps with processing statements.
P-Cards
- Please don't forget to put the budgets, GL and cost centers on the invoices. I really need the GL and cost centers to clear p-card expenses. (e.g.: 1540220 is the cost center and 666300 is the GL).
P-card Statements and expense reports
- Do not have to keep—can discard!
- Expense reports should be put in the tray on Penny's desk on the right side of her computer. Please put them there as soon as you approve as these are now used for payment in ALEPH.