Check the Invoice
Each invoice must be reviewed carefully to make sure that it is both legitimate and correct.
Do we have an active order for the item in Alma?
Does the vendor in Alma match the vendor on the invoice?
For one-time orders, have we received the items on the invoice?
Does the price appear to be correct?
Post the Invoice in Alma
See the procedures on the Invoices page of this wiki.
Prepare the Invoice for Payment by URI Accounting
Stamp the original invoice with the "Approved for Payment" stamp. Initial and date.
On the original invoice, note the chartfield with which the invoice will be paid. (See GDrive for a list of funds and matching chartfields.)
Be sure to clearly highlight if an invoice is to be paid with Foundation (endowment) funds.
------
Check for any credits from the vendor that could be applied to the invoice.
------
Enter the invoice information into the Google Drive invoices spreadsheet for the current FY.
------
Make two photocopies of each invoice after it has been stamped and approved.
Bring the original invoice and one photocopy to Library Administration to be paid.
File the second photocopy. We should keep invoice copies for 2-3 years, then discard them.