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Acquisitions and Rapid Cataloging
Firm Order Invoices (excluding Yankee)

General notes
Foreign currency guidelines
Creating an invoice in Voyager
Invoice wrap-up

General Notes

  1. See Book Distribution page for specific instructions on routing books.
  2. All books with OCLC copy without LCSH subject headings (except literature) or vendor copy should go on the -OCLC truck in the ARC mail area. Note on the bib slip that there are no subject headings (-subj/OCLC).
  3. Any invoices with a vendor report: make a copy of the invoice and route to Jonathan Seyfried in the ARC department.
  4. Each invoiced book must have a PO#.
  5. Add clarification notes to the line item notes section concerning multi-part/continuation orders, added copies, returns, items sent to the book sale, other special notes, and/or useful tips for possible future troubleshooting.

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Foreign Currency Guidelines

NEVER USE A FOREIGN CURRENCY CODE AND AMOUNT IN THE VOYAGER INVOICE. If you have any questions, SEE A SUPERVISOR.

  1. If a vendor invoice is both in a foreign currency and US dollars, use the US dollars currency and follow normal invoice procedures (below).
  2. If a vendor invoice is only in a foreign currency, follow normal invoice procedures except:
    1. The currency code on the Voyager Invoice will still be for US dollars despite the Vendor Invoice being in a foreign currency.
    2. The Finance office will request a Bank Draft in the correct currency. Thus, to ensure this process: Leave all currency amounts in ZERO ($0) US dollars, including total amounts, total invoice amounts, line item amounts, shipping costs, etc.
    3. Place the note "Memo Voucher: Bank Draft" in the Voyager Header Notes tab.
    4. Place your initials on the Vendor Invoice as normal.

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Creating an Invoice

  1. Click on the Invoice tab of the Voyager Acquisitions module.
  2. Click on the New Invoice button.
  3. In the Header tab section of the Voyager invoice, enter the following information:
    1. the Invoice number from the vendor paper invoice;
    2. the Date from the vendor paper invoice;
    3. the invoice Amount is the total amount from paper invoice (unless the invoice is in a foreign currency, see Foreign Currency Guidelines);
    4. the Locations Bill to: "ACQ DESK NU" (always);
    5. the Vendor Code;
    6. the Currency Code (US$) (see Foreign Currency Guidelines for non-US tender).
  4. Click on Save. See example of saved invoice.
  5. Click on Add Line from Order.
  6. Find the purchase order in Voyager through the search screen.
  7. Click on Display Line Items.
  8. Highlight the Line Item including clicking in the red box.
  9. Click on the ARC button.
    1. Match between the book and bib record: author, title, ISBN, and the date of publication [if there is a later date on the book from the bib record, that is okay (usually), but the date may not be earlier than what is on the record].
    2. If all is okay, write the PO# on the 1st page of the book in the right, upper hand corner in pencil.
  10. Print out a bib slip (using the Cataloger’s Tool Kit).
  11. Go back to the Voyager Acquisitions module.
  12. Click on Append/Receive.
  13. Close window.
  14. Highlight the Line Item (in the Voyager Header section).
  15. Click on Details.
  16. Enter the price of the book from the vendor invoice.
  17. MAKE SURE THE VOYAGER INVOICE HAS THE CORRECT FISCAL YR (under the COPIES/FUNDS tab).
  18. SAVE and close.
  19. Repeat Line Item process (items 5-18 above) if there is more than one book on the invoice.
  20. After entering a line item for each book on the invoice, click on the ellipse by Other Charges in the Header for any shipping charges, etc. (If there is only one book on the invoice, you may skip this step and include any extra charges in the line item price).
    1. Click on Adjust.
    2. Click on Add.
    3. Select Charge type/Shipping.
    4. Select App. Method/Amount. (almost always)
    5. Enter in the amount of the shipping charge.
    6. Enter the fund code (2 options):
      • If all of the books were bought on the same fund code, use that code.
      • If there were different fund codes used on the PO/invoice, use fund code 6690-9.
  21. MATCH Invoice Amount with Total Invoice Amount.
  22. SAVE the invoice. See example of completed invoice.

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Invoice Wrap Up

  1. Staple 2 collated copies of the invoice together for Finance.
  2. Keep one copy of the invoice for your records (if available).
  3. Write on each copy of the Vendor Invoice:
    • Voucher ID # (on the upper right corner), and
    • your initials next to the vendor invoice total amount.
  4. Place the appropriate copies of the vendor invoice (item a above) in the Finance tray.
  5. PLACE ANY NECESSARY FLAGS IN EACH BOOK.
  6. Take the book(s) to their appropriate destinations.
  7. Indicate completed invoices on your individual acquisitions statistics.

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Content Questions? Contact c-grove@northwestern.edu
Technical questions? Contact j-bartlett@northwestern.edu
Last reviewed: 2/27/08