Improvement to Lost/Replacement invoice functionality
We are so grateful for the Lost/Replacement invoice functionality recently included in Rapido. Currently that feature sends an "e-mail" with invoice information to the invoice recipient. I've been finding that some library's billing departments do not accept this sort of e-mail as an official invoice. When this happens we have to create an off-system invoice pulling in all the information from the original e-mail. This creates more work for both the borrowers and the lenders trying to process the invoice.
Potential Solution:
I propose that in addition to the information in the e-mail, the system generates a PDF invoice that is attached to the e-mail (similar to the process for sending an ALA request) where the information is mapped into a standard invoice template. It should include information about the lender, borrower (including addresses), the request (Identifier, Title, Due date or damage info), cost, processing fee and a place where notes about payment/replacement could be included.
I am attaching a sample template with information we would normally include. Perhaps some of the specific institutional inclusions could be mapped in by settings in configuration.
Sarah Shank
shared this idea
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Martin Patrick commented
We’re one of the trouble makers. Our finance office doesn’t accept the current letters. The requirements outlined by Sarah would meet the needs stated by our finance office: a PDF of the invoice on official letterhead, including an invoice number, a precise explanation of the item being invoiced, and our library name.
However, any library billing us will also need to register for a vendor profile in our ERP system if they don't already have one in order for us to be able to issue a payment. That’s outside the scope of this request I think, but if there was a mechanism for a library to assert that in our partner profile information with a link for a library to do so that would also expedite this.