Monograph Invoice Payment

Owned by Sara Biondi
Last updated: Sept 26, 2022 by Heather Baker
4 min read

Scope: Describes manual creation of new invoices for payment in Aleph
Contact: Sara Biondi
Unit: Monograph Acquisitions
Date last reviewed: 1/13/2021
Date of next review: 1/11/2022

Note: Before paying an invoice, verify that all items on the invoice are present in the shipment, and are undamaged. If there is an issue or missing item, contact the vendor before proceeding with payment.
Books in a shipment should be in invoice order, with the invoice in the first book of the shipment. (See General Monograph Receipts and Non-Roman Monograph Receipts)

  • Find the vendor code by clicking the 3 dots button here (or type the vendor code in manually)

Aleph screenshot - quick search boxes with the search ellipsis button on the Invoice line highlighted in yellow with

  • Type in the invoice number (do not include spaces, capital letters or hyphens). Hit enter.
    • If this is a new invoice in Aleph, you will see this box; click yes.
    • (If an invoice with this number already exists in Aleph, you will be taken to it.)

Aleph screenshot - dialog box asking to create new invoice, with vendor code and (faux) invoice number.

  • Click on General Invoice in the tree items on the left of the screen.
    • Enter the net amount, shipment amount, and any discounts listed on your invoice.
    • Enter the invoice date as it appears on the invoice.
    • Click Refresh, and verify that the Total Amount matches the invoice total.
    • If correct, click Update to save this total.
    • Confirm that the payment address listed reflects the address on the invoice-in-hand. (Check on "Vendor Info + Payment Address" tab in lower pane of General Invoice.)

Aleph screenshot - invoice navigation tree with General Invoice highlighted in yellow

Aleph screenshot - general invoice header with amounts and dates filled in

Aleph screenshot - vendor payment information tab

  • Click on Line Items in the tree items on the left of the screen.
    • Click Add to create a line item.
    • Type in the order number from the invoice, click OK.
    • Verify that this is the correct title.
    • If this is a numbered volume, add that information in the Note field
    • Enter the net amount and click refresh to calculate shipping costs.
    • Notice if there is a large price discrepancy (higher or lower than the encumbered price). If the invoice price is more than 5% over the encumbered price, you will see a dialog box asking you to confirm.
      • If you are not sure whether the price discrepancy is acceptable, check with the staff member who ordered this material before proceeding.
    • Click Add to add this line item.
    • If the item was not already arrived in Aleph, you have the option to arrive it now.
      • If you choose to arrive the item during the invoice process, the Library Note information will be displayed again.

Aleph screenshot - invoice navigation tree with Line Items highlighted in yellow Aleph screenshot - dialog box to enter purchase order number to create line item

  • When all line items are added, the Total Amounts at the top of the screen should match.
    • If there a small discrepancy, Aleph will resolve it when you click on General Invoice in the tree, but if there is a significant difference, there has been a data entry or mathematical error – check your work.

Aleph screenshot - general total and sum of line items total

  • Click on General Invoice, Tab 2 (Payment)
    • Change the status to R (for firm invoices) or Y (for approval invoices)
    • Change the Approval Dep. to PERKO
    • Click Update

Aleph screenshot - General Invoice header tab 2 with status and approval department options

  • Mark the invoice for payment. In BLACK pen or in Adobe Acrobat (Adobe markup instructions):
    • Write the Aleph vendor code and R3 number (no R3 codes for pcard-only vendors) at the top of the invoice
    • Circle the total price (in USD on international invoices)
    • Circle the invoice number
    • Circle the invoice date
    • Initial and date the invoice in the upper-right hand corner
      Place it (unstapled, use a paperclip if necessary) in the assigned tray near the accounting section.