Firm Order Prepayment (LTS Procedure #98)

Library Technical Services > Procedures & Documentation > Receiving > Firm Order Prepayment

Scope: This document outlines the procedure Library Technical Services, Acquisitions Services Units follows when processing prepayments in Voyager.

Contact: Lisa Maybury

Unit: Monographs Receiving

Date reviewed: 08/22/07

Date of next review: August 2008

: Identification at Point of Order; Identification after Order is Sent to Vendor; Processing Prepayment; Processing Prepayment Using a Procurement Card

Due to accelerated efforts to get material into patron hands more quickly, and to discover different and more innovative ways of ordering, resulting in the increased usage of procurement cards, prepayments have become an effective way of doing business.

A. Identification at Point of Order:

1. You will be advised that prepayment is necessary before a purchase order is created.

2. If you have an invoice, use it. If you cannot obtain one, get the postage charge from the vendor and add it to the Voyager purchase order, photocopy a copy of the purchase order, write on the top “use as invoice”, assign a CUL invoice number following unit instructions and use this copy as your invoice.

3. When the purchase order is printed, the “Purchase Order Totals” on the paper copy of the purchase order must equal the amount of the check that will be sent to the vendor.

4. In the purchase order “Note to vendor” type the instructions “Prepayment enclosed”.

B. Identification after Order is Sent to Vendor:

In response to our order, you will receive an e-mail or phone call notifying us that prepayment is necessary or you will receive a proforma invoice by fax or mail.

C. Processing Prepayment

1. Follow normal procedure for paying an invoice. In the notes field of each line item on the purchase order type ”PREPAID”

2. Change dollar amount in the purchase order to $0.00. This is very important.

3. “Mark” line item for the prepaid title to “mwreview”.

4. Send two copies of the paper invoice to Budget and Accounting in the prepayment folder. One copy of the invoice will accompany the purchase order and/or the check to the vendor.

D. Processing Prepayment Using a Procurement Card

1. If you are using a Cornell procurement card to prepay, the on-line invoice record should be made when the payment is done. Use CUL/PC as the vendor code in the invoice header. In the purchase order line item notes field type “INV=your name)”. This instructs the receiver to give the invoice/receipt to the person who processed the visa payment so they can complete the visa transaction. Follow Cornell’s procurement card record keeping instructions. See http://www.policy.cornell.edu/vol3_12.cfm.

2. Send the paperwork to Budget and Accounting in the “Procurement Card Folder”.