Receive the books as normal. Approve/OK paper copy of invoice in same manner as before. It is helpful (but not required) to have the paper copy of the invoice available at point of download.

Click the "Import Invoices" button on the Navigation Bar or choose "Go… Import Invoices… Import Invoices" from the Menu.

Click "Get Shipment".

Select "Firm Order Invoice (EDIFACT)". DO NOT USE THE DEFAULT "APPROVAL/FIRM ORDER INVOICE (MARC)" OR YOU WILL IMPORT BIBLIOGRAPHIC RECORDS AND ORDERS INSTEAD OF MATCHING EXISTING ORDERS TO THE INVOICE.

Type in the vendor code for the file you are planning to download. Click "FTP" button.

Select the vendor's FTP site from the dropdown list. Click "Connect" and logon with Username and Password for that vendor's site. (See the list of usernames, passwords, etc. on the Invoices tab for processing Edifact Invoices.)

Go to the appropriate "Out" folder for the vendor. (Note: each vendor will have it's own folder structure on it's FTP site. Follow the instruction for the selected vendor based on the type of file (invoice) and account (batsf vs. bat).

Once displaying the appropriate folder, select the file you wish to download. Click "←Get". (For Baker & Taylor in the example displayed below: Files with a "last modified" time of PM are order confirmations. Files with time of AM are invoices. On 10/3/2007 Baker & Taylor will begin naming order confirmation files xxx.ORD for order confirmations and xxx.INV for invoice files.) Each vendor will have its own structure for naming files. Most vendors will send an e-mail to seeker@ucr.edu notifying us that an invoice is awaiting download. That e-mail SHOULD contain the name of the file. Check the Downloaded Invoice Log to be sure the file has not already been processed.

Be sure to write on the Downloaded Invoice Log: By Vendor, Date you downloaded the file, file name, Invoice number(s) (some files may contain more than one invoice), and your initials. We will have a SINGLE log that all units will share to ensure each invoice is downloaded only once. The file will be kept on the server until it is paid by accounts unit in case a problem occurs with the invoice prior to payment that might require an invoice to be downloaded again. After processing the invoice, accounts should notate the log that the invoice has been processed so the file can be subsequently deleted from the server. (Some vendors, like BookHouse, use the invoice number as the filename, but not all do. The file name will only appear on this screen, the invoice number will only appear on the next screen after the download has been processed.)

After getting (i.e. downloading) file, a popup notification indicates the process is complete, and the system automatically displays the "Accept/Reject" tab of all invoices in the system.

Possible duplicate invoice (because we downloaded the same file twice) is displayed with blue numbers. To remove a duplicate invoice, highlight the duplicate and click the delete button.

You can view the individual titles within the invoice by selecting a Free Session from the dropdown list, highlighting the invoice you wish to view, and clicking "Select".

When finished viewing invoice line items, click "Close".

If the system was unable to match invoice line items with the Millennium order record, the title fields will be blank. The record number field will have an incorrect number, and the "Action" column will say "Skip". If the record has not matched, or matched incorrectly, you can use the printed copy of the invoice to determine what record should have matched. If you Double Click in the "Record Number" column for the line item in question, the system will display a search window where you can locate the correct record. Once found, click the "Use Order Record" button and that record's information will replace the incorrect information for that line item on the invoice.

(This will be the case for items ordered using Baker & Taylor's Link system. The Purchase Order number entered into the Link system does not map correctly into the EDIFACT invoice. This can be corrected manually for those invoices with this process.)

Put the "OK'd" paper copy of the invoice in the appropriate bin in Accounts Unit. (At least during the initial training stages of using Edifact invoicing, write "download" next to your initials on the TOP copy only of the paper invoice to indicate to accounts that this invoice has been downloaded into Millennium and does not need to be manually keyed.)

Accounts will process the invoice as usual, with the added bonus of not having to add all the line items manually.