RE: quantity error in invoice processing

["Seeman, Corey Glenn" <CSeeman at UTNet dot UToledo dot Edu>]

Robert (et al) -- 
 
I am not sure if someone answered this or not.
 
Maybe this is not true, but it seems that partial payments can sometimes lead to headaches down the road!  There are two ideas that I have for this, but they are just based on the way that the system works, not current practice at my library.  We typically purchase only one copy per title so this is not something that we deal with frequently.
 
One, you can key a new invoice (I will assume that you have posted by now) and key only the lines where the wrong amounts were listed.  If the invoice had 70 titles and only two order records had the wrong amount keyed, there would be no reason to key the other 68.  For the order records that have been partially received or the wrong number of copies entered, pay for and receive the correct number of copies.  When you are asked to enter an amount for that line, key in $0.00.  I am not 100% sure that this will work, but it might.  This way, since your finances are correct, it should allow you to close these order records and give them the status "a" for fully paid.
 
Two, you can key a new invoice as above and just put in the amounts of the books.  However, then you would manually adjust the funds to reflect the double payment.  It might look like this:
 
Harry Potter and the Half-Blood Prince -- 40 copies -- $20 each -- Entered in that you received 35, but paid $ 800.
 
New Invoice (use the same number, but add a character or so at the end to remind you that it was an adjustment).
 
Harry Potter and the Half-Blood Prince -- Received 5 copies -- @ $20 each -- $100
 
Then adjust the fund balances for that fund to remove the $100 that was keyed in the invoice to clear out the order record.  If you get to key in $0 for the value, then you would not have to do this.
 
The encumbrances should take care of themselves.  I would check the fund immediately after you post to make sure that it has the correct balance and that everything is hunky-dory.
 
There might be a better way to do this, but clearing out the order record and bringing it to status "a" is important and worth a bit of work to make it happen.
 
Hope this helps and works.
 
Best -- Corey
 
Corey Seeman
Asst. Dean for Resource and Systems Management
University of Toledo
 
corey dot seeman at utoledo dot edu
http://library.utoledo.edu/userhomes/cseeman/
(419) 530-2333
 

________________________________

From: innopac-bounces at innopacusers dot org on behalf of Shortreed, Robert
Sent: Mon 8/29/2005 4:46 PM
To: innopac at innopacusers dot org
Subject: quantity error in invoice processing



Hello:



I would appreciate any suggestions on how you have handled this type of
situation:



-          you enter an invoice with the correct invoice number, date, fund
and total value but the wrong quantity

-          after having posted you discover that you have paid the invoice
incorrectly and authorized payment for the correct total amount but
Millennium reports that you have only partially paid the invoice since the
total number paid is less than the number ordered

-          you can't change the status of the invoice from "partially paid"
to "paid"



Is there any way to amend the total number paid for in the paid statement at
the bottom of the order record without changing the encumbrance /
disencumbrance?  Can we correct the record so that it accurately states that
the total number of items ordered has been received?



Thank you for your suggestions.







Robert Shortreed

Manager of Technical Processing Services

Brooklyn Public Library

Grand Army Plaza

Brooklyn, N.Y.

11238

phone: 1-718-230-2460

fax     : 1-718-230-2097

email  : r dot shortreed at brooklynpubliclibrary dot org





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