2-2 Invoicing Amazon, Pcard, IDO, GOBI, and ProQuest

Purpose: To process invoices in Sierra for Amazon, Pcard, IDO, and GOBI and ProQuest account orders. These invoices will not generate a payment in MaineStreet. This is for financial accounting purposes in Sierra only.

  1. In Sierra, choose “Pay an Invoice” under the “Acquisitions” section of the drop-down menu.
  2. Highlight the payfile you would like to use (Orono uses payfiles 1-3) and click “Select”
  3. Click “New Invoice” at the bottom of the screen
  4. Enter an invoice number. If an invoice number is not provided (Amazon & Pcard specifically), use the format:  AzPcmmddyy. For Gobi and  Proquest, use the invoice number provided on the credit.
  5. At the end of the invoice number add a slash, space, and z:  “/ z” [slash-space-z]. The “z” ensures that this invoice will NOT be sent to Mainestreet for payment. (Also, as an added level of protection, the vendor codes for these accounts – ybp, cou, amazc and pcard – are not linked to a MaineStreet vendor).
  6. Enter the invoice date (or today’s date for Amazon and Pcard)
  7. Enter the first order record number.
  8. A message box may appear stating that the book is a “notify” or requires a gift plate. Make note of these and Click “Ok” to continue (see instructions for “Preparing physical books for Cataloging”).
  9. Enter the invoice price.
  10. Enter a short physical description of the item (cloth, pbk, ebook, dvd, etc. Also note volume numbers if part of a set.)
  11. Click “Return” and continue this process until all order records on the invoice are entered.
  12. Click the “Finish” button at the top of the screen.
  13. Enter shipping charge, if applicable.
  14. Click “Next”.
  15. Do not enter anything in the service charge box. Click “Next”.
  16. Enter the invoice total.
  17. Click “Finish”.
  18. The computed total and the total that you entered should match. If not, the computed total will show in red. Review the amounts that you entered in each line to find the discrepancy and fix until both totals match. Repeat Steps 12-17 after making corrections.
  19. Click the “Finish” button again.
  20. Click “Yes” in the box asking you if you’re sure.
  21. Invoice complete. You will be brought back to the payfile screen.