Skip to main content
It looks like you're using Internet Explorer 11 or older. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. If you continue with this browser, you may see unexpected results.
Internet Explorer 11 Will No Longer Be Supported as of November 20, 2020. Read More...

Billing Guide: Outgoing Invoices

Outgoing Invoice

After an item is damaged, lost, or there has been an overdue period of 30 days or more, an invoice can be issued.

Generating an invoice:

  • In ILLiad, open the Lending tab
  • Go to the “Item Shipped” queue
  • Sort by “Due Date”
  • Open transaction
    • Double-check to see if item is available in our catalog
    • If still checked out and/or lost, generate an invoice
  • Input information into “Invoice Template”
    • Y:Drive/Billing/Template/Invoice Template
  • Save file under Y: Drive/Billing/Outgoing Invoices/“OCLC Symbol”/ “Folder with Invoice Number”
  • Input information into master Excel file, “Master Outgoing Invoices”
    • Y:Drive/Billing/Outgoing Invoices/Master Outgoing Invoice
  • Put note on record stating the invoice was sent to the borrower. Include invoice type (replacement, damaged, borrowing/lending fee), amount, and the borrower’s OCLC symbol
    • Replacement cost: $66.81 (replacement fee) + $6.00 (processing fee) = $72.81
    • If asked by the borrower, a replacement copy (new and same edition) is acceptable with the $6.00 processing fee
      • Note: Instructions can be found in the Payment Processing tab of this libguide
  • Update OCLC to complete with the ILL number
  • Add flag to transaction in ILLiad - “Lending Invoice Sent”
  • Update ILLiad to “Request Finished”
  • Send invoice to borrower via email with the invoice number in the subject line
    • Invoice Email Template: Y:Drive/Billing/Template/Invoice Email

Searching for overdue items:

  • In ILLiad, go into the Lending tab to click on the Items Shipped queue
  • Check every month for items that have not been returned for the previous month
    • Search catalog for item
    • If overdue, generate and email invoice to institution
  • Also check for items not marked as returned if they have been and are in the catalog