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Fall 2024 IA Invoice Format and Cadence Changes

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Brook Mecham
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Fall 2024 IA Invoice Format and Cadence Changes

As your institution migrates to the Connect+Launch Experience over the rest of 2024, you will experience changes to the format and cadence for your Inclusive Access Invoices.

  • If your institution is tax-exempt, we will require a Tax Exemption Certificate on file. You’ll receive an email from VitalSource’s Finance Department requesting that you provide your certificate. If you are unable to provide the proper documentation and digital content is taxable in your jurisdiction, you will be charged sales tax until we get the proper documentation.

  • Payment Terms will now be Net 30, instead of Net 10. Payment Terms for Voucher Invoices will also change to Net 30, from Net 10. Net 30 means that payment is due within 30 days of when the invoice is received.

  • The Inclusive Access invoicing cadence will change to weekly on Mondays, following the invoice date of a schedule in Connect. It is possible that your institution will receive multiple invoices if you have multiple start dates.

  • These new IA invoices will not be available in the Invoice Retrieval Tool. Instead, we’ll email both a PDF and anc Excel Statement to the identified billing contact for your institution. We’ll also give billing contacts access to the Financial Statement Center in Manage to view and download these statements.

  • The format of IA invoices will change as described below.

  • Student Specific PII will no longer be reported on Invoices due to Privacy Regulations. We’re offering SFTP delivery of a Student Charge File at invoice date to fulfill the need for student-specific data for charging student accounts.

Inclusive Access (IA) Invoice Format Changes

  • A PDF of Course Materials used in the program with Quantity, Price, Total Cost per material, Subtotal and Invoice Total

  • An Excel Backup File that is a line-by-line record of charges and refunds during the invoice period.

PDF Invoice

What’s Different?

  • The VitalSource Logo

  • Student Specific PII will no longer be reported on Invoices due to Privacy Regulations. This includes Student Name and Student ID, course code, and course section. Please see our additional documentation on Student Charge Files to understand how we plan to deliver student-specific data and what will need to do to access these files.

  • Term name, order date, and unique order identifier will not be represented on the PDF, but will be present on the Excel file.

  • Electronic Fund Transfer Banking Information will change.

Invoice Format and Cadence.png

  1. Bill To Customer Name and Mailing Address

  2. Invoice Date

  3. Invoice Number

  4. Invoice Currency

  5. PO Number replaces Voucher Number/Code

  6. Due Date

  7. Item Description: Title Name, ISBN, Publisher, Quantity, Unit Price, Total Price

  8. Subtotal

  9. Sales Tax

  10. Invoice Total

  11. ACH Information

Excel Backup File

Term name, order date, and unique order identifier will not be represented on the PDF, but will be present on the Excel file along with many other transaction-level details. We’ve included a sample file in this packet of information.

IA Invoice excel list.png

 

In addition, IA charges will no longer be included in your Daily Transaction Files. Take a look at our additional documentation on Student Charge Files to understand how we plan to deliver student-specific data and what you will need to do to access these files.

What’s Not Changing:

  • Historical IA Statements will still be available in the Invoice Retrieval Tool. Those generated after the migration will only be available via the emailed statements and on the Financial Statement Center.

  • Voucher Invoices for Student Choice will continue to be posted in the Invoice Retrieval Tool each Monday, and email reminders will still be sent when they are posted. For convenience, we’ll also post these to the Financial Statement Center.

  • A Daily Transaction file with Student Choice purchases will be delivered via the Akademos SFTP.

  • Commission statements will still be emailed to the current recipient(s).

Updated ACH Information for Payment 

VitalSource’s Account Pay To Address and Account Number change. Please make note of the VitalSource banking information at the bottom of the invoice and update your financial systems accordingly. 

Included in this packet of information is a bank verification letter and VitalSource’s W9.

If your institution requires VitalSource to complete any forms or documentation in order to remit payment, please send them to your dedicated CSM or success@vitalsource.com.

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