Accepting and Rejecting Records in a Shipment
You can accept or reject invoice line item from a shipment. When you reject a charge, the options for the order record are:
- It remains in the database.
- It is deleted from the database. (Only order records with a STATUS field value of '1' are deleted. Other order records remain in the database.)
- Its STATUS is changed to '2'.
To change the option used by your system, contact Innovative.
Use a list of rejected approvals to update your profile with the vendor or correct your ordering procedures. To create a list of rejected approvals:
- Change the STATUS field of the rejected order records to '2'.
- Use Create Lists to make a list of the records.
The list can be exported and sent to the vendor via email or FTP.
- Use the list to revise your profile.
To accept or reject charges in an invoice:
- Choose Import Invoices from the Function list.
- Choose the Accept/Reject tab. Sierra displays a list of invoices awaiting acceptance.
If the system finds a potential duplicate, Sierra highlights the invoice number in either red or blue. Numbers highlighted in red indicate a potential duplicate with an existing invoice record; numbers in blue indicate a potential duplicate in the current list of invoices awaiting acceptance.
If the invoice you selected is highlighted as a potential duplicate, Sierra displays the Duplicate Invoice dialog. Note that this dialog does not list record-specific information if the system finds more than one potential duplicate for an invoice. Choose either Continue to display the invoice or Return to Invoice List if you want to stop the invoicing process to investigate the potential duplicate.
If there are no potential duplicates, Sierra displays the invoice.
- Click in the Action column of a row to accept or reject the charge.
NOTES
If the Action column contains the value "Skip", there is invalid data in the record. Records must have valid FUND, LOCATION, and ORD TYPE fields. You can use Edit Group to attempt to correct fund and location data so that the record can be accepted or rejected.
You can edit the FUND, LOCATION, and ORD TYPE fields directly on the Accept/Reject tab. You can also access the order record by double-clicking on the order record number in the table. When you do so, Sierra displays brief bibliographic and order record information. To edit the order record, choose the Edit button located in the middle of the screen (the Edit button on the toolbar is for editing the bibliographic record).
Edits to FUND and LOCATION fields made with the Edit Group option will not display in the editor until after the invoice is processed.
You can view special processing information for each title by choosing the Extended View tab toward the bottom of the screen.
Skip Value
The "Skip" action value means that the order record meets one of the following conditions:
- the record has an invalid FUND field
- the record has an invalid LOCATION field
- the record has no value in the ORD TYPE field
- the record does not exist in the database
- the record has 50 or more PAID fields
The order record might not exist in the database for one of the following reasons:
- The system has not had enough time to create bibliographic and order records (in this case, you will see a number of "Skip" entries in a row). If you suspect that this is the case, exit the Import Invoices function for a few minutes to give the system time to catch up.
- The system was unable to load the incoming record and skipped it.
- The order record has been deleted from the database.
- The order record number in the MARC 935 field of the incoming record was not found in the database (for firm orders).
When you double click on the record number column of an entry marked "Skip", you are offered the opportunity to search for an order record to use.
You can process the invoice as if the line item showing "Skip" did not exist; the invoice total will not be affected since those lines are not included in the calculation.
When you process an invoice, line items that are marked "Skip" because there is no corresponding order record are ignored and you will lose the data stored in those line items. If this data is important, locate the proper order record, or create an order record and assign it to the Skip line item.
If you receive a book in an approvals shipment that is not listed on the invoice, the line item might have had an action of "Skip" when the invoice was processed. Since the title can no longer be added to the processed invoice, create bibliographic and order records and pay for the item using a dummy invoice.