Electronic Invoice Storage

Owned by Lewis Day
Last updated: May 05, 2015

Beginning with fiscal year 2015, scanning and retention of all collections-related invoices is part of the invoice payment procedures.

At present, we maintain these files in the Houghton groups directory, but eventually we hope to store relevant material in DRS2 in the hopes provenantial information may be made available through Aleph/Alma

Electronic copies provide for ease of access and retention for these documents. 

The Scanning Process (via Adobe)

  • Open Adobe Acrobat.
  • Create -> PDF from Scanner -> Color document
  • Feed the document(s) through the scanner.  When prompted, select Scan complete (or other options, if reverse side must be scanned).
  • The item is now scanned
  • File -> Save As -> [name the file]

The Scanning Process (via Photoshop)

  • Open Photoshop.
  • File -> Import -> WIA Support
  • WIA Support provides a dialog box with a number of choices.
  • Check the box Open Acquired Image(s) in Photoshop.
  • Uncheck the box Create Unique Subfolder Using Date Today.
  • Destination Folder should be the established location for new images.
  • When these fields are correct, click Start.
  • Select the correct scanner, click OK.
  • In the dialog box What Do You Want To Scan, select Color Picture and click Scan.
  • The item is now scanned.

Saving files.

The file naming convention:  Aleph vendor code, invoice number, invoice date.  Invoice 25 from Boston Really Rare Books and dated August 15, 2014 would be named BOSTONRRB 25 2014-08-15.

The destinations: one or more files under the correct fiscal year, organized by curatorial unit (eg 37082 HYDE, 37116 MODERN 2).

In Adobe Acrobat Pro:

File -> Save As -> [name the file]

In Photoshop (saves images in proprietary format, but they should be saved as .pdf files).

  • Process each image in your Photoshop session: Save As.  Each image should be named using the same file name convention: Aleph vendor code, invoice number, invoice date.  Invoice 25 from Boston Really Rare Books and dated August 15, 2014 would be named BOSTONRRB 25 2014-08-15.
  • Save the .pdf in the monthly folder for the month issued (in our example, it would be saved in INVOICES 2014-08). Also save it in the correct curatorial file (eg HYDE 37082).

After saving.

The paper invoice may now be taken to HCL Financial Services for payment.

If HCL Financial Services, a curator, or the Librarian's Office requires a copy, the electronic file may be sent to them.