CREATING INVOICES FOR STANDING ORDER ANALYTICS

• Create the invoice by using new>invoice, complete the header information and then save the record; copy the voucher number onto the library copy of the paper invoice followed by your initials.

 
• Select the standing order purchase order number (this number should be written on the paper invoice) by PO Select (PO number equals SO______). The Price/Adjustments should say $0.00. This step ties the payment to the standing order record.

 
• Select the analytic(s) purchase order number (this number should also be written on the paper invoice) by PO Select (PO number equals _____). Select the analytics by highlighting them and appending them to the invoice. The SO purchase order should NOT appear on the analytic purchase order. If it does, it needs to be deleted (highlight and then choose Line Item>Delete). If not deleted, the analytic purchase order will never reach the "received complete" status. Pay for each analytic on the individual analytic title under Price/Adjustments by entering the net cost. The Line Item Type Copies/Funds for each analytic should be the same as the Line Item Type Copies/Funds on the SO purchase order.

 
• Continue to pay the invoice and to pull over any other SO's that are analyzed using the method outlined in the steps above, until the invoice is complete.

 
• NOTE: If a SO is not analyzed, continue to pull over the standing order purchase order by itself, describe the part(s) you are paying for in the line item notes and insert the total net cost for the part(s). Invoices will contain both analyzed and unanalyzed titles and can be paid together.

 
• Add on any other costs, such as postage, under Other Charges and save the invoice.

 
• Pass the invoice on for invoice approval.

KM 01/06/2000

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This page is maintained by John Milazzo
For questions about the content of this page, please contact Kris Reed kreed@mail.smu.edu
Last updated 01/21/2000