Invoices

Purpose: To process and record invoices in the URSUS automated system using the Acquisitions Module .

[Note: The UMS accounting interface is run on Wednesday. All invoices should be processed before Wednesday's posting. Invoicing may then resume Thursday morning after notification that System interface procedures are completed.]

Begin by logging onto the Millennium Acquisitions Module:

Window prompt for maoro followed by password

1. Select Invoices icon in left menu bar. 
2. Resulting spreadsheet display will allow you to select a pay file.  Select by highlighting 2 first.  If in use go to 3. Never use 4 (AUGUSTA invoicing only)
3. Window displays with default check boxes for the following options:
   • Local currency
   • Use paid date as date item received
   • Prompt for note for each item line
4. Screen display will now have several windows to key in the following information
   1. Invoice number - (ex. 025226/ ) (Be sure / slash is after every invoice number). If special handling is required, check the account codes list.
      • If the invoice lacks a number, use the account number on the invoice.  This generally applies to smaller publishers.  See for example: o4204207 for the Bangor Daily News.
   2. Invoice date - double click for calendar (ex. 7/28/09).  If invoice does not have date, use date of entry as invoice date.  Note: cannot process an invoice with a date in the future
   3. Order record # (or title) : Enter number stated on invoice if available. If not use a title search to call up the record. In latter case add the order record number to the invoice.
      • If the order record called is full  
      • If there is a change in title
   4. Double click the vendor code value in the fixed field to see the vendor address.  Be sure the address in URSUS matches the billing address of the invoice in hand.  If there is no match, follow directions for: To check existing vendor information in Millennium and MaineStreet for accuracy procedure on the Acquisition wiki.  NOTE: This is especially important to confirm for all direct vendors (i.e.. not purchased through Ebsco, or Harrassowitz.) 
   5. If the value in the vendor field is "none" or if the vendor information needs to be updated, you will need to follow directions for:  Creating/Revising Vendors (In Millennium and MaineStreet) procedure on the Acquisitions wiki. 
   6. Amount (Always use Net amount in U.S. dollars. If the invoice is in a foreign currency, consult the Universal Currency Converter ). Amount cannot exceed $25,000. Invoices over this amount must be brought to the Business Office for processing and "z" coded for nonpayment.
   7. Note field: scroll down order record to view and follow previous pattern of payment entries (ex. VOL 35 1997)
   8. Click enter to move on to next invoice item
5. Repeat steps in 3-7 above for each item on invoice

Totaling the invoice

1. Double check all elements, especially the invoice number (with end slash)
2. Click "Finish" button when all invoice items have been entered on the displayed spreadsheet.  Note: Millennium will prompt if vendor code differs for an item on same invoice, allowing correction on the fly.
3. Prompts will appear for the following information
   1.  Shipping or other charges? If any put the amount in.  Service charges must also be added here.
   2. Services charges or discounts? Long standing glitch in the system.  Do not use this field.
   3. Total of invoice: enter amount stated on invoice
4. Totals should balance. If not, the total will be displayed in red.  Refer to the line items above to check and make necessary corrections.  Note: You can right click the order number cell and select "remove line" option if you need to start over with a given title.
5. Click "Finish" icon once again to complete process with the invoice.
6. Click "New invoice" button to proceed to next invoice
7. When all invoices have been processed, click "Quit" button to exit the payment file.  Essential for posting.

Adding information to paper invoice copies

1. Two copies of invoice are required.  Make photocopies as needed.  Many vendors supply multiple copies.
2. Date stamp invoice and yellow slip
3. Add fund code to our copy of invoice. 
4. On yellow slip write: account number with fund code (ex.5-2-41906-767), total amount, your initials. Staple to original invoice.  If invoice is split between two accounts, add subtotal on separate lines with discrete account numbers.  Total and initial. NOTE: Special fund accounts (i.e.. e.. RA40 all translate to 761 for Acquisitions purposes).
5. Staple yellow slip to lower left corner of front page of ORIGINAL invoice.  Note: If invoice is multiple pages, have last page with totals appear first for easy review in Acquisitions.
6. ORIGINAL copy with stabled yellow slip goes in folder for Acquisitions.  Use separate folders for each account with invoices in vendor and/or publisher A-Z order.
7. Second copy goes to waiting slot on file cabinet for filing.

Adding and deleting boxes when necessary

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If order record is full (max. of 125 payments)

1. If full, notice will pop up on screen with button to create new order record.  All information will be copied from existing to new record automatically. 
2. Close full order record by changing status fixed field to "d". Save and close.
3. Put new order record number on invoice.
4. Return to your invoice session and enter the new order record number for payment.

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If there is a title change

1. If title on invoice and title on corresponding order record bib do not match, first check physical piece to confirm change
2. Open Serials module and search URSUS for new record.  It is very possible the record already exists and that the vendor has used the obsolete order record number on the invoice.
3. If record is not found on URSUS, request record download from Albie.
4. Continue to process the invoice, particularly if multiple items on same invoice so as not to delay payment.
5. When record is available, be sure to FOLLOW UP with transfer of active order record to new bib record.  Note that the order record is locked and cannot be transferred until after posting.

If there is a credit memo to be applied to an invoice, follow the procedures outlined in Credit Memo Processing

If there is a Z invoice to be entered:  Invoices that are paid by Susan C (Business Office), but must be tracked in Millennium for budgeting purposes, are called Z invoices.

1. Follow steps at top of procedure for entering invoice information with one EXCEPTION

2. Enter the invoice number, slash, space, Z (this tells the system not to cut a check for this invoice, but tallies the amount against the corresponding fund in the order record.)

3. The account codes list outlines special handling information

Invoice Browse feature in Millennium Acquisitions

This feature not previously available in the ASCII version of the module allows checking of processed invoices.

• Open MillAcq
• Select Invoice icon from left-hand icon bar
• Select browse invoices
• Type in invoice number in search box

To check amounts for split files, see S:Share/Mono Acq/Dailyposting/FY200x/[month] for compiled information received from URSUS e-mail notification.  Four message are generated from afternoon posting.

Return to the Technical Services Page.

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Created by: Sharon Fitzgerald| Revised: 12/18/2012