Electronic Serials Invoicing with Innovative

Presenter: Kathy Peters

Accounts Payable, Acquisitions

University of Missouri

Introduction

Overview of electronic invoicing Advantages vs. Disadvantages Setting up electronic invoicing for serials

Overview of electronic invoicing

The “Process data from book/serial vendors” function can be used for:– serials: any continuing order that will be billed on a

per annum or per volume basis using the same purchase order number.

Transfer data into INNOPAC Check invoices received Accept/Reject items Post the invoices

Advantages vs. Disadvantages

Advantages of electronic invoices.– It saves valuable staff time by eliminating manual data entry.– It will prevent many errors associated with manual data entry.– It provides a clear link between the library’s & vendor’s orders.

Disadvantages of electronic invoices.– Print copies of the invoice are still necessary.– It will not eliminate certain types of invoicing errors.– Both library & vendor systems must be maintained.– Technical support may be needed for setup.– The vendor may have additional limitations.

Setting up electronic invoicing for serials

Can the vendor supply electronic invoices files?

The files must meet III specifications. How will the electronic files be transferred? III order number Vendor reference number

Can the vendor supply electronic invoice files?

Ask the vendor if they can supply electronic files. Be sure to mention :– System to be used (Innovative Interfaces Inc)– Material Type (serial)– Account Number (if available)– Preferred Method of transferring data

If the vendor can supply electronic files, confirm that the files will meet III specifications.

The files must meet III specifications.

The vendor must be able to supply a file that meets III specifications.

Innovative can only provide support for files that meet the proper III specifications.

The specifications are available online, but the vendor must register with III.– Acquisitions Contact Manager for III, 800-878-

6600 or 510-655-6200.

How will the electronic files be transferred?

The files can be transferred from the vendor to the library over the phone line, on diskette, on tape, or via FTS.

The library will need to work with each vendor to determine which method to use.

III order number

The vendor must be able to store the III order number in their system.

The III order number must be included in the electronic invoice file.

The order record must be set to allow multiple payments.

The “Create List” function can be used to compile a list of the orders.

– The file can be sent in several formats, depending on the vendor’s technical needs.

Vendor reference number

Store the vendor reference number in the “Ven Title#” field of the order record and matching checkin record.

Use the “Update Vendor ID in attached records” function to transfer the information.– Use an electronic file that contains the vendor

reference number and the III order number.– The ven title# field in the order record and any

checkin record with the same vendor code will be updated.

Summary

The electronic files must meet III specifications. The library and vendor will need to determine

which method to use for transferring files. Reference numbers need to transferred and

stored by the library and the vendor. Order records must allow multiple payments. Checkin records and order records must have

a matching vendor code.

Where to Get More Information

INNOPAC User Manual> Acquisitions> Processing Electronic Invoices at http://laurel.lso.missouri.edu/manual/.

MOBIUS Help Desk– Email: mcohelp@missouri.edu.– Phone: (573) 882-7233– Toll free in Missouri (877) 366-2487 select option 2.– Web: http://mco.mobius.missouri.edu/home/helpdesk/

Kathy Peters at PetersK@missouri.edu.