As your institution migrates to VitalSource technology, you will experience changes to the format and cadence for your Inclusive Access Invoices.
- 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 be sent to your billing contact at your institution. The emails will contain both a PDF and and Excel Statement. 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.
- 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 RedShelf did not have one on record for you. 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.
IA Invoice Format Changes
VitalSource Invoices come in two parts:
- 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.
- Bill To Customer Name and Mailing Address
- Invoice Date
- Invoice Number
- Invoice Currency
- PO Number replaces Voucher Number/Code
- Due Date
- Item Description: Title Name, ISBN, Publisher, Quantity, Unit Price, Total Price
- Subtotal
- Sales Tax
- Invoice Total
- 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.