Importing Invoices via FTP (Coutts, Midwest, EBSCO)
EBSCO eBooks Invoices - special instructions
Importing Invoices via Browse (Ambassador)
NOTE: For Firm Orders, these instructions apply for Coutts, Midwest, and YBP invoices.
1. Enter the Import Invoices module in Sierra.
2. Click the orange "Get Shipment" button.
3. Select the Firm Order Invoice (EDIFACT) option and enter the vendor code for the desired invoice.
EXAMPLE: 
4. Click the orange "FTP" button.
5. Select the correct host location for the desired invoice and click the orange "Connect" button.
*NOTE: For Coutts (prq1) and Midwest (mdw1) you must check the "Secure Transfer" box
6. The User name and Password should be saved in the log in screen; click the orange "OK" button. (If the user name and password do not populate, you will need to consult the vendor record for this information.)
7. For Midwest and Coutts, double click to open the "pick-up/" folder. For YBP/GOBI , double click to open the "Invoices/" folder.
8. Find the file name of the desired invoice. Click once to highlight the file and then click the orange "Get" button in the center of the screen.
9. The invoice file will be downloaded and a confirmation will pop up.
EXAMPLE: 
10. Click the orange "OK" button.
11. You should now be at the Accept/Reject Invoice screen. Confirm that the invoice you imported in on the list.
NOTE: If the invoice number is in red, this is a duplicate invoice and should not have been imported under normal circumstances.
EBSCO is now sending us e-mails to Import our invoices for ebook F.O. purchases.
Even thought they are firm orders, we follow the "EDI Serials" instructions:
NOTE: The files that Ambassador sends automatically are usually unusable. When you receive an e-mail with an invoice attached, you may have to forward the e-mail to the Director of Library Client Services (see vendor record for contact information) and request a working file. When you receive a response with an attached file, use this file along with the following instructions.
1. Save the attached invoice file. (You can save it to your desktop or designate a folder for these files.)
2. Enter the Import Invoices module in Sierra.
3. Click the orange "Get Shipment" button.
4. Select the Firm Order Invoice (EDIFACT) option and enter the vendor code for the desired invoice.
5. Click the orange "Browse" button.
6. Navigate to the location of the saved invoice file. Select that file and click Open.
7. You should now be at the Accept/Reject Invoice screen. Confirm that the invoice you imported in on the list.
NOTE: If the invoice number is in red, this is a duplicate invoice and should not have been imported under normal circumstances.
Add note in invoice "Pbk or Hbk=9780123456789"
After paying, *print and confirm that they're OK. Place print-outs in box "Sierra Registers and Summaries to File."
*Save as pdf on LAN in "Collection Management\Reg&Summ15-16" with today's date and notation indicating type of document (Encumbrances=ENC, FUNDS, etc.)