Subscription Acquisitions

EBSCO sends credit invoices which we usually refer to as credit memos. With BearKat Buy, only one credit memo can be used against one invoice and the invoice amount must be more than the credit memo. If we receive a credit memo but don't have an invoice to use it with, the credit memos will be held in a file on the Technical Services drive until a large enough invoice is received with which it can be used. (See the folder: Y:\Acquisitions\BKB PMTS 2016-present\SUB\Invoices-PendingTeriApproval,

Rather than waiting for an invoice that is large enough to cover the credit, it is possible to ask EBSCO to internally apply a credit towards an invoice. If the invoice is not large enough to use all of the credit, EBSCO can send a revised credit invoice showing the remaining balance. This is usually done towards the end of the fiscal year to try to use the credit in the same fiscal year that it was received. However, it is possible to use the credit in the following fiscal year.

If EBSCO applies the credit internally, the invoices should not be entered in BearKat Buy or sent to the unversity's Accounts Payable/Disbursements department.

The invoices should be entered in Sirsi but how they are entered depends on the nature of the credit and order year to which the credit applies.

If a revised credit memo is received from EBSCO, add a suffix like the letter A at the end of the invoice number when using the invoice in Sirsi because invoices must have unique invoice numbers if they are for the same vendor.