INVOICES
This documentation is intended for the training of staff who will be paying invoices through the Acquisitions module.
Session Preferences
Set session preferences according to Voyager Acquisition Sessions Preferences document.
Search
- Make sure that the invoice belongs to Northwestern Serials Department.
- Begin the search for the invoice in the Voyager Acquisitions module.
- Check invoice for purchase order (p.o.) number.
- If p.o. number is available, go directly to p.o. Check invoice history tab for possible duplication.
- If invoice needs to be paid, create voucher.
- Click the Invoices tab on the list bar.
- Choose New Invoice.
Figure 1. Invoice List Bar tab and choices.
Create Voucher
Clicking on New Invoice will create a voucher with an automatically generated Voucher ID.
Figure 2. New Invoice with Voucher ID, Status Date, and default Location.
- Write Voucher ID number on paper invoice.
- Use tab to fill in blanks on the screen; the voucher number is created automatically. Type in invoice number, invoice date, amount, and vendor code.
- Check the payment address – address in vendor file should match exactly the address on paper invoice.
- Check the currency type – if foreign, follow the Bank Draft procedure.
Figure 3. Example of Invoice showing number, date, amount, and vendor code.
Add Items To Be Paid
Search for p.o. to add to the invoice as a line item for payment.
- Hit Line Item (on the menu bar at the top of the invoice).
- Choose Add Line from Order .
- Choose Search By PO Number.
- Search For p.o. number (12345).
Figure 4. Search By PO Number for line item to be added to invoice.
- Hit Find Now button.
- Click check box Include Already Invoiced Line Items, then Click Display Line Items.
- Select the Line Item.
- Click Append, and then Close.
- A Line Item will appear on the invoice.
Figure 5. Detailed Line Items on invoice with fields filled in.
- Highlight the line item and click the Detailed Line Item button, which will enable you to enter the dollar amount and enter piece identifier. Save and Close component.
- Save and Close invoice record.
- Place paper invoice original plus copy in tray for Business and Finance staff to pick up.
Apply Credits
- Credit memo must be valid.
- Amount must be less than the invoice amount.
- Follow invoice procedures outlined previously.
- Insert minus sign in front of dollar figure to create negative amount.
- Add credit memo information – date, number, reason for credit.
- Make adjustment to paper invoice.
Sales Tax
Northwestern University is tax-exempt.
- If sales tax is applied by the vendor/publisher, cross out the amount. Write the tax-exempt number on the paper invoice and adjust the total amount. Process invoice as mentioned above.
- If tax-exempt letter is needed, it is available upon request from your supervisor. It must be signed by supervisor and head of department.
Shipping/Handling
- If paying invoice for 2 copies of the same title, split bottom line
total equally.
- If paying invoice for 2 or more copies of different titles, pay each title as listed on invoice. Pay shipping from shipping fund.
Bank Draft Procedure
- Create voucher.
- Click on Notes tab and add note “Memo Voucher.” Always capitalize “M” and “V” for this note.
Figure 6. Memo Voucher note.
- Write Bank Draft on paper invoice.
- Call the Line Item.
- Do not fill in the dollar amounts.
- If invoice is in Canadian dollars, convert to U.S. dollars.
- Add Piece Identifier (for example, v. 54, no.1) to Invoice Piece
Identifier field.
- Add Bank Draft in the Notes field of the Line Item.
- Make 2 extra copies of the original paper invoice and place the total 3 in bin for pick up.
Figure 7. Bank Draft note.
Content Questions? Contact c-grove@northwestern.edu
Technical questions? Contact j-bartlett@northwestern.edu
Last reviewed: 3/27/08
