Returns: correcting paid invoices

Summary: This procedure provide guidance on the editing of invoices that are already processed as paid. 

Open invoice session

1. Open Millennium Acquisitions (MilAcq).
2. Click on Invoice
3. Highlight any open pay file session (click to highlight)
4. Click SELECT at bottom of screen
5. A pop up box will appear with the following prompts:
   • Use paid date as received date -- leave check-box blank
   • Warn if item has not been received -- leave check-box blank
   • Prompt for note for each line item -- click in the check-box (This makes it easier to add explanatory notes.)
   • Use Currency --
     • If your invoice is calculated using U.S. dollars, the choice that appears will be local currency. Click OK at the bottom of the pop-up screen.
     • If your invoice is calculated using any other monetary unit:
       1. Click on the Local Currency box to open the drop-down menu
       2. Highlight the proper currency code (ex. EUR)
       3. Click on highlighted item
       4. Click OK at the bottom of the pop-up screen
6. Click OK to continue.

Process invoice

1. Enter the invoice number and invoice date in the correct boxes
2. Double check the Use Currency to be sure that it is correct
3. Enter the purchase order number in the Record # box and press enter
4. Move the cursor to the amount box.
   • If you are making a correction for an item which has been paid, the system will send you a message to this effect. Click OK.
5. Enter the amount of the item in the Amount box.
   • If you are returning a title, type a minus sign just after the $ sign in the amount box
6. Click OK.
7. Enter the reason for the correction in the note field.
8. Double check that the Title, # of copies and the fund were supplied by the system. On the tool bar at the top of the page click on the icon that says FINISH
9. The program will present a short series of popup screens:
   1. Shipping Charge (default = $0.00) NOTE: YBP does not charge for shipping
      • If there is no shipping charge, click NEXT.
      • If there is a shipping charge, then enter the amount of the charge in the popup screen and click NEXT
   2. Service Charge   (default = $0.00) NOTE: there is no service charge for YBP
      • If there is no service charge, click FINISH at the bottom of the popup dialogue box
      • If there is a service charge, then enter the amount of the charge in the popup window and click NEXT
   3. Total Amount (subtotal + shipping charge + service charge = TOTAL)
      • Enter the total and click FINISH at the bottom of the dialogue box
      • Look at the left of the column of boxes marked Subtotal, Shipping, Service and Total. If the amounts do not match, an error note will appear. You must correct any errors to continue.
   4. Click the FINISH icon on the tool bar at the top of the screen
   5. Are you sure you want to finish this invoice? Click YES.
10. The next screen lists the line items that you just paid and gives you a choice of two options:
    • New Invoice and Quit.
    • If you have another invoice to correct, choose NEW INVOICE and return to the top of this procedure. If not, choose QUIT.
11. Once you are finished, you may ask the Accounting Assistant to post so you can finish this task, or you can wait and finish after regular posting.
12. After the payfiles have been posted, the transaction ledger will give you a new (corrected) voucher number.

Correct voucher

1. The original voucher must now be altered to reflect the actions taken. You may either neatly hand correct the voucher you've already created or retype the data on a new Voucher Template. See Leah or Huei for help if you're not sure how your actions should be represented on the voucher.
2. A second voucher number will be generated by MilAcq as a result of the invoice processing you've accomplished. Both the original voucher number and the second (corrected) voucher number will need to be shown on the green sheet. After posting, voucher numbers appear on the ledger sheets and on the order record(s) involved.
3. Cross-reference the voucher numbers (both original and corrected) on the ledger, and initial. This will help the Accounting Assistant in case there are questions later.
4. If pink information appears on the posting ledger then the invoice was paid from more than one account. The ledger sheet should reflect purchase orders paid from funds ending in sp (for example, grbsp). It is important to be sure deductions are applied to the correct account. If the voucher correction involves a deduction in the amount paid, consult with Tami to be sure the dollars have been deducted from the correct account.
5. If the correction is needed because a book needs to be returned after the order was paid, you will need to complete an MR streamer to prepare the book for return.
6. If the book was originally received through an approval plan, it will be returned to the vendor using the procedure in place for firm order returns: complete an MR streamer, include the streamer plus 2 copies of the original invoice page, and put the book plus paperwork on the FIRM ORDER MATERIAL RETURNS shelf.