merge pay / complete invoice sections -> emphasize need to close an invoice -> replac...
[sitka/doc/acquisitions.git] / acq / acq-invoices.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-invoices">\r
4 <info>\r
5 <title>Invoices</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
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16 <para>You can create invoices for purchase orders, individual line items, as well as creating blank invoices that charges can be added to. You can also \r
17link entire purchase orders and particular line items to existing invoices. Funds switch from being encumbered to spent when the paid column of an invoice is filled \r
18in and the invoice is saved.</para>\r
19<para>If desired, you can create an invoice for items before you receive them. You are able to re-open closed invoices to make adjustments as well as print out all \r
20invoices.</para>\r
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21</abstract>\r
22 \r
23\r
24 </info>\r
25\r
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26\r
27<section xml:id="creating-invoices">\r
28<title>Creating Invoices</title>\r
29\r
d5a71f04 30<para>There are three ways to create an invoice:</para>\r
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31\r
32<itemizedlist>\r
33<listitem>\r
65782033 34<para><link linkend="create-blanket-invoice">Create a Blank Invoice</link></para>\r
31063226 35</listitem>\r
31063226 36<listitem>\r
65782033 37<para><link linkend="create-invoice-purchase-order">Create an Invoice From a Purchase Order</link></para>\r
31063226 38</listitem>\r
31063226 39<listitem>\r
65782033 40<para><link linkend="create-invoice-line-items">Create an Invoice From Multiple Line Items</link></para>\r
31063226 41</listitem>\r
65782033 42</itemizedlist>\r
31063226 43\r
31063226 44\r
31063226 45\r
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46 <simplesect xml:id="create-blanket-invoice">\r
47 <title>Create a Blank Invoice</title>\r
de0d1fa8 48 <para>You can create an invoice to use for purchases that have no purchase order or to link line items to.</para>\r
31063226 49\r
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50<procedure>\r
51<step>\r
31063226 52<informalfigure>\r
65782033 53<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Invoice</guimenuitem></menuchoice>.</para>\r
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54<para><mediaobject>\r
55<alt>screenshot of invoicing</alt>\r
56\r
57<imageobject>\r
65782033 58<imagedata fileref="media/blanket-invoice-1.png" scalefit="0"></imagedata>\r
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59</imageobject>\r
60</mediaobject></para>\r
61</informalfigure>\r
65782033 62</step>\r
31063226 63\r
65782033 64<step>\r
31063226 65<informalfigure>\r
65782033 66<para>Fill in the top section of the invoice. See <link linkend="invoice-details">Invoice Details</link> for guidelines on filling in this information.</para>\r
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67<para><mediaobject>\r
68<alt>screenshot of invoicing</alt>\r
69\r
70<imageobject>\r
65782033 71<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
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72</imageobject>\r
73</mediaobject></para>\r
74</informalfigure>\r
65782033 75</step>\r
31063226 76\r
65782033 77<step>\r
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78<informalfigure>\r
79<para>There are two options for saving an invoice:</para> \r
80<para><mediaobject>\r
81<alt>screenshot of invoicing</alt>\r
82\r
83<imageobject>\r
84<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
85</imageobject>\r
86</mediaobject></para>\r
87</informalfigure>\r
88\r
89<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
90<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
91</step>\r
92\r
93<step>\r
8870d07d 94<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">Populating Invoices</link>.</para>\r
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95</step>\r
96\r
97<step>\r
8870d07d 98<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">Add Charges to an Invoice</link>.</para>\r
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99</step>\r
100\r
101<step>\r
102<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
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103</step>\r
104\r
105<step>\r
de0d1fa8 106<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
31063226 107</step>\r
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108 \r
109 <step>\r
110 <informalfigure>\r
111 <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
112 items and invoice charges have been added the invoice must be closed. </para>\r
113 <para><mediaobject>\r
114 <alt>screenshot of invoicing</alt>\r
115 \r
116 <imageobject>\r
117 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
118 </imageobject>\r
119 </mediaobject></para>\r
120 </informalfigure>\r
121 </step>\r
122</procedure> \r
123 <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
124 debits linked to an invoice are only marked as paid when the invoice is\r
125 closed.</para></note>\r
126 \r
127\r
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128\r
129</simplesect>\r
130\r
131<simplesect xml:id="create-invoice-purchase-order">\r
9880bf27 132<title>Create an Invoice From a Purchase Order</title>\r
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133<para>You can create an invoice containing all of the line items on a purchase order.</para>\r
134\r
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135<procedure>\r
136<step>\r
65782033 137<para>Open a purchase order.</para>\r
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138</step>\r
139\r
140<step>\r
141<informalfigure>\r
142<para>Click <guibutton>Create Invoice</guibutton>.</para>\r
143<para><mediaobject>\r
144<alt>screenshot of invoicing</alt>\r
145\r
146<imageobject>\r
147<imagedata fileref="media/purchaseorder-invoice-1.png" scalefit="0"></imagedata>\r
148</imageobject>\r
149</mediaobject></para>\r
150</informalfigure>\r
151</step>\r
152\r
153<step>\r
154<para>A new invoice will open in the same tab.</para>\r
155</step>\r
156\r
157<step>\r
158<informalfigure>\r
65782033 159<para>Fill in the top section of the invoice. See <link linkend="invoice-details">Invoice Details</link> for guidelines on filling in this information.</para>\r
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160<para><mediaobject>\r
161<alt>screenshot of invoicing</alt>\r
162\r
163<imageobject>\r
8bac8902 164<imagedata fileref="media/create-invoice-details-1.png" scalefit="0"></imagedata>\r
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165</imageobject>\r
166</mediaobject></para>\r
167</informalfigure>\r
65782033 168</step>\r
31063226 169\r
65782033 170<step>\r
31063226 171<informalfigure>\r
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172<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list all of the line items from the purchase order along with information pertaining \r
173to each line item.</para> \r
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174<para><mediaobject>\r
175<alt>screenshot of invoicing</alt>\r
176\r
177<imageobject>\r
65782033 178<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
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179</imageobject>\r
180</mediaobject></para>\r
181</informalfigure>\r
31063226 182\r
de0d1fa8 183<note>\r
8870d07d 184<para><guilabel>Title Details</guilabel> includes:</para>\r
31063226 185\r
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186<itemizedlist>\r
187<listitem>\r
188<para>Title</para>\r
31063226 189</listitem>\r
31063226 190<listitem>\r
65782033 191<para>Author</para>\r
31063226 192</listitem>\r
31063226 193<listitem>\r
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194<para>ISBN</para>\r
195</listitem>\r
196<listitem>\r
197<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
198</listitem>\r
199<listitem>\r
200<para>summary of amounts estimated, encumbered, and paid</para>\r
201</listitem>\r
202<listitem>\r
203<para>line item ID number</para>\r
204</listitem>\r
205<listitem>\r
206<para>link to the Selection List (if used)</para>\r
31063226 207</listitem>\r
31063226 208<listitem>\r
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209<para>link to the Purchase Order</para>\r
210</listitem>\r
211</itemizedlist>\r
de0d1fa8 212</note>\r
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213</step>\r
214\r
215<step>\r
31063226 216<informalfigure>\r
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217<para>The <guilabel># Invoiced</guilabel> and the <guilabel># Billed</guilabel> fields will have auto-populated with the number of copies available to be invoiced for \r
218the line item.</para>\r
219<para>These fields can be updated as needed.</para>\r
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220<para><mediaobject>\r
221<alt>screenshot of invoicing</alt>\r
222\r
223<imageobject>\r
65782033 224<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
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225</imageobject>\r
226</mediaobject></para>\r
227</informalfigure>\r
65782033 228</step>\r
31063226 229\r
65782033 230<step>\r
31063226 231<informalfigure>\r
d5a71f04 232<para>Enter the amount billed into the <guilabel>Billed</guilabel> field. The <guilabel>Paid</guilabel> field will auto-fill to match.</para>\r
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233<para><mediaobject>\r
234<alt>screenshot of invoicing</alt>\r
235\r
236<imageobject>\r
65782033 237<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
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238</imageobject>\r
239</mediaobject></para>\r
240</informalfigure>\r
65782033 241</step>\r
31063226 242\r
65782033 243<step>\r
31063226 244<informalfigure>\r
65782033 245<para>There are two options for saving an invoice:</para> \r
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246<para><mediaobject>\r
247<alt>screenshot of invoicing</alt>\r
248\r
249<imageobject>\r
65782033 250<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
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251</imageobject>\r
252</mediaobject></para>\r
253</informalfigure>\r
31063226 254\r
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255<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
256<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
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257\r
258<note><para>The following fields are required to save the invoice:</para>\r
259\r
260<itemizedlist> \r
261<listitem>\r
262<para>Vendor Invoice ID</para>\r
263</listitem>\r
264<listitem>\r
265<para>Provider</para>\r
266</listitem>\r
267<listitem>\r
268<para>Shipper</para>\r
269</listitem>\r
270<listitem>\r
271<para>Payment Method</para>\r
272</listitem>\r
273<listitem>\r
274<para># Invoiced</para>\r
275</listitem>\r
276<listitem>\r
277<para># Paid</para>\r
278</listitem>\r
279</itemizedlist>\r
280</note>\r
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281</step>\r
282\r
283<step>\r
8870d07d 284<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">Populating Invoices</link>.</para>\r
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285</step>\r
286\r
287<step>\r
8870d07d 288<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">Add Charges to an Invoice</link>.</para>\r
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289</step>\r
290\r
291<step>\r
292<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
293</step>\r
294\r
295<step>\r
296<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
297</step>\r
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298 \r
299 <step>\r
300 <informalfigure>\r
301 <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
302 items and invoice charges have been added the invoice must be closed. </para>\r
303 <para><mediaobject>\r
304 <alt>screenshot of invoicing</alt>\r
305 \r
306 <imageobject>\r
307 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
308 </imageobject>\r
309 </mediaobject></para>\r
310 </informalfigure>\r
311 </step>\r
312 \r
313 </procedure>\r
314\r
315 <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
316 debits linked to an invoice are only marked as paid when the invoice is\r
317 closed.</para></note>\r
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318\r
319\r
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320\r
321</simplesect>\r
322\r
323<simplesect xml:id="create-invoice-line-items">\r
324<title>Create an Invoice From Multiple Line Items</title>\r
325\r
8870d07d 326<para>You can create an invoice from multiple line items on a purchase order. You can then link additional line items from the same or \r
de0d1fa8 327different purchase orders to this invoice.</para>\r
65782033 328\r
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329<procedure>\r
330<step>\r
de0d1fa8 331<para>Open a purchase order.</para>\r
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332</step>\r
333\r
334<step>\r
8bac8902 335<informalfigure>\r
65782033 336<para>Check the boxes beside the line items you would like to use to create your invoice.</para>\r
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337<para><mediaobject>\r
338<alt>screenshot of invoicing</alt>\r
339\r
340<imageobject>\r
341<imagedata fileref="media/lineitem-multiple-invoice-0.png" scalefit="0"></imagedata>\r
342</imageobject>\r
343</mediaobject></para>\r
344</informalfigure>\r
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345</step>\r
346\r
347<step>\r
31063226 348<informalfigure>\r
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349<para>Using the main <guilabel>Actions</guilabel> menu, select \r
350<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Invoice From Selected Lineitems</guimenuitem></menuchoice>.</para>\r
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351<para><mediaobject>\r
352<alt>screenshot of invoicing</alt>\r
353\r
354<imageobject>\r
65782033 355<imagedata fileref="media/lineitem-multiple-invoice-1.png" scalefit="0"></imagedata>\r
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356</imageobject>\r
357</mediaobject></para>\r
358</informalfigure>\r
65782033 359</step>\r
31063226 360\r
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361\r
362<step>\r
363<para>A new invoice will open in the same tab.</para>\r
364</step>\r
365\r
366\r
367<step>\r
31063226 368<informalfigure>\r
65782033 369<para>Fill in the top section of the invoice. See <link linkend="invoice-details">Invoice Details</link> for guidelines on filling in this information.</para>\r
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370<para><mediaobject>\r
371<alt>screenshot of invoicing</alt>\r
372\r
373<imageobject>\r
8bac8902 374<imagedata fileref="media/create-invoice-details-1.png" scalefit="0"></imagedata>\r
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375</imageobject>\r
376</mediaobject></para>\r
377</informalfigure>\r
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378</step>\r
379\r
380<step>\r
381<informalfigure>\r
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382<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list all of the line items from the purchase order along with information pertaining \r
383to each line item.</para> \r
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384<para><mediaobject>\r
385<alt>screenshot of invoicing</alt>\r
386\r
387<imageobject>\r
388<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
389</imageobject>\r
390</mediaobject></para>\r
391</informalfigure>\r
392\r
de0d1fa8 393<note>\r
8870d07d 394<para><guilabel>Title Details</guilabel> includes:</para>\r
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395\r
396<itemizedlist>\r
397<listitem>\r
398<para>Title</para>\r
399</listitem>\r
400<listitem>\r
401<para>Author</para>\r
402</listitem>\r
403<listitem>\r
404<para>ISBN</para>\r
405</listitem>\r
406<listitem>\r
407<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
408</listitem>\r
409<listitem>\r
410<para>summary of amounts estimated, encumbered, and paid</para>\r
411</listitem>\r
412<listitem>\r
413<para>line item ID number</para>\r
414</listitem>\r
415<listitem>\r
416<para>link to the Selection List (if used)</para>\r
417</listitem>\r
418<listitem>\r
419<para>link to the Purchase Order</para>\r
420</listitem>\r
421</itemizedlist>\r
de0d1fa8 422</note>\r
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423</step>\r
424\r
425<step>\r
426<informalfigure>\r
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427<para>The <guilabel># Invoiced</guilabel> and the <guilabel># Billed</guilabel> fields will have auto-populated with the number of copies available to be invoiced for \r
428the line item.</para>\r
429<para>These fields can be updated as needed.</para>\r
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430<para><mediaobject>\r
431<alt>screenshot of invoicing</alt>\r
432\r
433<imageobject>\r
434<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
435</imageobject>\r
436</mediaobject></para>\r
437</informalfigure>\r
438</step>\r
439\r
440<step>\r
441<informalfigure>\r
d5a71f04 442<para>Enter the amount billed into the <guilabel>Billed</guilabel> field. The <guilabel>Paid</guilabel> field will auto-fill to match.</para>\r
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443<para><mediaobject>\r
444<alt>screenshot of invoicing</alt>\r
445\r
446<imageobject>\r
447<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
448</imageobject>\r
449</mediaobject></para>\r
450</informalfigure>\r
451</step>\r
452\r
453<step>\r
31063226 454<informalfigure>\r
65782033 455<para>There are two options for saving an invoice:</para> \r
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456<para><mediaobject>\r
457<alt>screenshot of invoicing</alt>\r
458\r
459<imageobject>\r
460<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
461</imageobject>\r
462</mediaobject></para>\r
463</informalfigure>\r
464\r
465<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
65782033 466<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
31063226 467\r
65782033 468<note><para>The fields that are required to save the invoice are:</para>\r
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469\r
470<itemizedlist> \r
471<listitem>\r
472<para>Vendor Invoice ID</para>\r
473</listitem>\r
474<listitem>\r
475<para>Provider</para>\r
476</listitem>\r
477<listitem>\r
478<para>Shipper</para>\r
479</listitem>\r
480<listitem>\r
481<para>Payment Method</para>\r
482</listitem>\r
483<listitem>\r
484<para># Invoiced</para>\r
485</listitem>\r
486<listitem>\r
487<para># Paid</para>\r
488</listitem>\r
489</itemizedlist>\r
65782033 490</note>\r
025756cb 491</step>\r
31063226 492\r
025756cb 493<step>\r
8870d07d 494<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">Populating Invoices</link>.</para>\r
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495</step>\r
496\r
497<step>\r
8870d07d 498<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">Add Charges to an Invoice</link>.</para>\r
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499</step>\r
500\r
501<step>\r
502<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
503</step>\r
504\r
505<step>\r
506<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
507</step>\r
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508 \r
509 <step>\r
510 <informalfigure>\r
511 <para>Click the <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
512 items and invoice charges have been added the invoice must be closed. </para>\r
513 <para><mediaobject>\r
514 <alt>screenshot of invoicing</alt>\r
515 \r
516 <imageobject>\r
517 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
518 </imageobject>\r
519 </mediaobject></para>\r
520 </informalfigure>\r
521 </step>\r
522 \r
025756cb 523</procedure>\r
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524 \r
525 <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
526 debits linked to an invoice are only marked as paid when the invoice is\r
527 closed.</para></note>\r
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528\r
529\r
530</simplesect>\r
531\r
532\r
7f3130c0 533 \r
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534</section>\r
535\r
536<section xml:id="invoice-interface">\r
537<title>Invoice Interface</title>\r
538\r
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539<itemizedlist>\r
540<listitem>\r
d5a71f04 541<para>Auto-populating of the <guilabel># Billed</guilabel> field.</para>\r
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542</listitem>\r
543<listitem>\r
de0d1fa8 544<informalfigure>\r
d5a71f04 545<para>Auto-populating of the <guilabel>Paid</guilabel> field.</para>\r
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546<para><mediaobject>\r
547<alt>screenshot of invoicing</alt>\r
548\r
549<imageobject>\r
550<imagedata fileref="media/invoice-details-1.png" scalefit="0"></imagedata>\r
551</imageobject>\r
552</mediaobject></para>\r
553</informalfigure>\r
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554</listitem>\r
555</itemizedlist>\r
556\r
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557\r
558<simplesect xml:id="invoice-details">\r
559<title>Invoice Details</title>\r
560\r
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561<para>The Invoice Details section must be completed for every invoice created.</para>\r
562<para>The Invoice Details fields are:</para>\r
563\r
65782033 564<itemizedlist>\r
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565<listitem>\r
566<informalfigure>\r
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567<para><guilabel>Vendor Invoice ID</guilabel>.</para>\r
568<para>This number may be listed on the paper invoice sent by your provider.</para>\r
569<para><emphasis>This is a required field.</emphasis></para>\r
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570<para><mediaobject>\r
571<alt>screenshot of invoicing</alt>\r
572\r
573<imageobject>\r
65782033 574<imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>\r
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575</imageobject>\r
576</mediaobject></para>\r
577</informalfigure>\r
578</listitem>\r
579\r
580<listitem>\r
581<informalfigure>\r
de0d1fa8 582<para><guilabel>Receive Method</guilabel></para>\r
d5a71f04 583<para>At present only paper invoicing. Electronic invoicing through EDI will be available at a future date.</para>\r
de0d1fa8 584<para><emphasis>This is a required field.</emphasis></para>\r
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585<para><mediaobject>\r
586<alt>screenshot of invoicing</alt>\r
587\r
588<imageobject>\r
65782033 589<imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>\r
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590</imageobject>\r
591</mediaobject></para>\r
592</informalfigure>\r
593</listitem>\r
594\r
595<listitem>\r
596<informalfigure>\r
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597<para><guilabel>Provider</guilabel> and <guilabel>Shipper</guilabel></para>\r
598<para>These fields will auto-complete.</para>\r
599<para>Your shipper is usually the same as your provider.</para>\r
600<para><emphasis>These are required fields.</emphasis></para>\r
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601<para><mediaobject>\r
602<alt>screenshot of invoicing</alt>\r
603\r
604<imageobject>\r
65782033 605<imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>\r
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606</imageobject>\r
607</mediaobject></para>\r
608</informalfigure>\r
609</listitem>\r
610\r
611<listitem>\r
612<informalfigure>\r
8870d07d 613<para><guilabel>Note</guilabel></para>\r
de0d1fa8 614<para>This is an optional field that can be used as needed.</para>\r
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615<para><mediaobject>\r
616<alt>screenshot of invoicing</alt>\r
617\r
618<imageobject>\r
65782033 619<imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>\r
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620</imageobject>\r
621</mediaobject></para>\r
622</informalfigure>\r
623</listitem>\r
624\r
625<listitem>\r
626<informalfigure>\r
de0d1fa8 627<para><guilabel>Payment Method</guilabel></para>\r
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628<para>Available payment methods display in a drop down menu. Additional payment methods can be requested. See \r
629<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
de0d1fa8 630<para><emphasis>This is a required field.</emphasis></para>\r
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631<para><mediaobject>\r
632<alt>screenshot of invoicing</alt>\r
633\r
634<imageobject>\r
65782033 635<imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>\r
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636</imageobject>\r
637</mediaobject></para>\r
638</informalfigure>\r
639</listitem>\r
31063226 640\r
65782033 641<listitem>\r
31063226 642<informalfigure>\r
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643<para><guilabel>Invoice Date</guilabel></para>\r
644<para>By default this is the date the invoice is created on. The date can be changed by clicking the field and selecting a \r
65782033 645new date using the calendar widget.</para>\r
de0d1fa8 646<para><emphasis>This is a required field.</emphasis></para>\r
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647<para><mediaobject>\r
648<alt>screenshot of invoicing</alt>\r
649\r
650<imageobject>\r
65782033 651<imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>\r
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652</imageobject>\r
653</mediaobject></para>\r
654</informalfigure>\r
31063226 655</listitem>\r
31063226 656\r
65782033 657<listitem>\r
31063226 658<informalfigure>\r
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659<para><guilabel>Invoice Type</guilabel></para>\r
660<para>This field is used if your library distinguishes between types of invoices.</para>\r
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661<para><mediaobject>\r
662<alt>screenshot of invoicing</alt>\r
663\r
664<imageobject>\r
65782033 665<imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata>\r
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666</imageobject>\r
667</mediaobject></para>\r
668</informalfigure>\r
65782033 669</listitem>\r
31063226 670\r
65782033 671<listitem>\r
31063226 672<informalfigure>\r
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673<para><guilabel>Payment Authorization</guilabel></para>\r
674<para>This field is used if your library requires authorization for payments.</para>\r
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675<para><mediaobject>\r
676<alt>screenshot of invoicing</alt>\r
677\r
678<imageobject>\r
65782033 679<imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>\r
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680</imageobject>\r
681</mediaobject></para>\r
682</informalfigure>\r
65782033 683</listitem>\r
31063226 684\r
65782033 685<listitem>\r
31063226 686<informalfigure>\r
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687<para><guilabel>Receiver</guilabel></para>\r
688<para>This field defaults to the location at which your workstation is registered. If necessary, you can change the receiver using the drop \r
65782033 689down menu.</para>\r
de0d1fa8 690<para><emphasis>This is a required field.</emphasis></para>\r
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691<para><mediaobject>\r
692<alt>screenshot of invoicing</alt>\r
693\r
694<imageobject>\r
65782033 695<imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>\r
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696</imageobject>\r
697</mediaobject></para>\r
698</informalfigure>\r
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699</listitem>\r
700</itemizedlist>\r
31063226 701\r
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702<informalfigure>\r
703<para>The <guilabel>Invoice Details</guilabel> automatically hides once completed. The <guilabel>Invoice Details</guilabel> can be shown at any time by\r
704clicking <guibutton>Show Details</guibutton>.</para>\r
705<para><mediaobject>\r
706<alt>screenshot of invoicing</alt>\r
707\r
708<imageobject>\r
709<imagedata fileref="media/invoice-details-2.png" scalefit="0"></imagedata>\r
710</imageobject>\r
711</mediaobject></para>\r
712</informalfigure>\r
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713</simplesect>\r
714\r
715</section>\r
716\r
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717<section xml:id="populate-invoice">\r
718<title>Populating Invoices</title>\r
719\r
d5a71f04 720<para>Line items can be added to invoices in three ways:</para>\r
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721\r
722<itemizedlist>\r
723<listitem>\r
724<para><link linkend="link-invoice-purchase-order">Link an Entire Purchase Order to an Existing Invoice</link></para>\r
725</listitem>\r
726<listitem>\r
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727<para><link linkend="link-multiple-lineitem-invoice">Link Multiple Line Items to an Existing Invoice</link></para>\r
728</listitem>\r
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729<listitem>\r
730<para><link linkend="link-search-lineitem">Search for Line Items from an Invoice</link></para>\r
731</listitem>\r
65782033 732</itemizedlist>\r
31063226 733\r
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734 <simplesect xml:id="link-invoice-purchase-order">\r
735 <title>Link an Entire Purchase Order to an Existing Invoice</title>\r
de0d1fa8 736 <para>You can use the <guibutton>Link Invoice</guibutton> button to link all the line items on a purchase order to an existing invoice.</para>\r
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737<para>For example, an invoice is received for a shipment with items on \r
738purchase order #1 and purchase order #2. When the invoice arrives, purchase order #1 is retrieved, and the invoice is created. Rather than recreate the invoice for \r
739purchase order #2 you simply link the purchase order to the invoice.</para>\r
740\r
741<procedure>\r
742<step>\r
743<para>Open a purchase order.</para>\r
744</step>\r
745\r
746<step>\r
747<informalfigure>\r
748<para>Click <guibutton>Link Invoice</guibutton>.</para>\r
749<para><mediaobject>\r
750<alt>screenshot of invoicing</alt>\r
751\r
752<imageobject>\r
753<imagedata fileref="media/purchaseorder-link-invoice-1.png" scalefit="0"></imagedata>\r
754</imageobject>\r
755</mediaobject></para>\r
756</informalfigure>\r
757</step>\r
758\r
759<step>\r
760<informalfigure>\r
761<para>In the drop down that appears, enter the invoice number of the invoice you would like to link the purchase order to.</para>\r
762<para><mediaobject>\r
763<alt>screenshot of invoicing</alt>\r
764\r
765<imageobject>\r
766<imagedata fileref="media/purchaseorder-link-invoice-2.png" scalefit="0"></imagedata>\r
767</imageobject>\r
768</mediaobject></para>\r
769</informalfigure>\r
770</step>\r
771\r
772<step>\r
773<informalfigure>\r
774<para>Enter the code for the provider. This field will auto-complete.</para>\r
775<para><mediaobject>\r
776<alt>screenshot of invoicing</alt>\r
777\r
778<imageobject>\r
779<imagedata fileref="media/purchaseorder-link-invoice-3.png" scalefit="0"></imagedata>\r
780</imageobject>\r
781</mediaobject></para>\r
782</informalfigure>\r
783</step>\r
784\r
785<step>\r
786<informalfigure>\r
787<para>Click <guibutton>Link</guibutton>.</para>\r
788<para><mediaobject>\r
789<alt>screenshot of invoicing</alt>\r
790\r
791<imageobject>\r
792<imagedata fileref="media/purchaseorder-link-invoice-4.png" scalefit="0"></imagedata>\r
793</imageobject>\r
794</mediaobject></para>\r
795</informalfigure>\r
796</step>\r
797\r
798<step>\r
799<para>The invoice will open in the same tab and all the line items on the purchase order will be added to the invoice.</para>\r
800</step>\r
801</procedure>\r
802\r
65782033 803</simplesect>\r
31063226 804\r
793049ba 805<simplesect xml:id="link-multiple-lineitem-invoice">\r
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806<title>Link Multiple Line Items to an Existing Invoice</title>\r
807\r
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808<para>Use the <guilabel>Link to Invoice for Selected Lineitems</guilabel> menu option to link multiple line items to an invoice that already exists in Evergreen.</para>\r
809\r
810<para>For example, an invoice may be made up of items from multiple purchase orders. In this circumstance, you can create an invoice for the selected line items\r
811 from your first purchase order and then link the line items from other purchase orders onto your invoice.</para>\r
812\r
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813<procedure>\r
814<step>\r
815<para>Open a purchase order.</para>\r
816</step>\r
817\r
818<step>\r
de0d1fa8 819<informalfigure>\r
793049ba 820<para>Check the boxes beside the line items you would like to link to your invoice.</para>\r
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821<para><mediaobject>\r
822<alt>screenshot of invoicing</alt>\r
823\r
824<imageobject>\r
825<imagedata fileref="media/link-invoice-multiple-1.png" scalefit="0"></imagedata>\r
826</imageobject>\r
827</mediaobject></para>\r
828</informalfigure>\r
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829</step>\r
830\r
831<step>\r
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832<informalfigure>\r
833<para>Using the main <guilabel>Actions</guilabel> menu, select \r
d5a71f04 834<menuchoice><guimenu>Actions</guimenu><guimenuitem>Link Selected Line Items to Invoice</guimenuitem></menuchoice>.</para>\r
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835<para><mediaobject>\r
836<alt>screenshot of invoicing</alt>\r
837\r
838<imageobject>\r
de0d1fa8 839<imagedata fileref="media/link-invoice-multiple-2.png" scalefit="0"></imagedata>\r
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840</imageobject>\r
841</mediaobject></para>\r
842</informalfigure>\r
843</step>\r
844\r
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845<step>\r
846<para>In the pop up box that appears, enter the invoice number of the invoice you would like to link the line item to.</para>\r
793049ba 847<para>Enter the code for the provider. This field will auto-complete.</para>\r
de0d1fa8 848<informalfigure>\r
793049ba 849<para>Click <guibutton>Link</guibutton>.</para>\r
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850<para><mediaobject>\r
851<alt>screenshot of invoicing</alt>\r
852\r
853<imageobject>\r
d5a71f04 854<imagedata fileref="media/link-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
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855</imageobject>\r
856</mediaobject></para>\r
857</informalfigure>\r
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858<note><para>The <guilabel>Invoice #</guilabel> and <guilabel>Provider</guilabel> fields are sticky. The information entered in those fields will persist as you \r
859move between purchase orders until you change the information.</para></note>\r
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860</step>\r
861\r
862<step>\r
de0d1fa8 863<informalfigure>\r
793049ba 864<para>The invoice will open in the same tab and the line items will added to the invoice.</para>\r
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865<para><mediaobject>\r
866<alt>screenshot of invoicing</alt>\r
867\r
868<imageobject>\r
8870d07d 869<imagedata fileref="media/link-invoice-multiple-5.png" scalefit="0"></imagedata>\r
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870</imageobject>\r
871</mediaobject></para>\r
872</informalfigure>\r
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873</step>\r
874\r
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875</procedure>\r
876\r
877\r
878</simplesect>\r
31063226 879\r
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880<simplesect xml:id="link-search-lineitem">\r
881<title>Search for Line Items from an Invoice</title>\r
882\r
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883 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
884 xlink:title="http://www.esilibrary.com/esi/docs/?p=1405"\r
885 xlink:href="http://www.esilibrary.com/esi/docs/?p=1405">Evergreen\r
886 Community</link></emphasis></para>\r
dd5388ee 887 \r
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888\r
889<para>You can use the new <guilabel>Search</guilabel> tab to search for and add line items to an invoice from within the invoice.</para>\r
890\r
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891<procedure>\r
892\r
893<step>\r
894<para>Open an invoice or <link linkend="create-blanket-invoice">create an invoice</link>.</para>\r
895</step>\r
896\r
897<step>\r
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898<informalfigure>\r
899<para>Click the <guibutton>Search</guibutton> tab.</para>\r
900<para><mediaobject>\r
901<alt>screenshot of invoicing</alt>\r
902\r
903<imageobject>\r
904<imagedata fileref="media/search-invoice-lineitem-1.png" scalefit="0"></imagedata>\r
905</imageobject>\r
906</mediaobject></para>\r
907</informalfigure>\r
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908</step>\r
909\r
910<step>\r
de0d1fa8 911<informalfigure>\r
793049ba 912<para>Select your search criteria from the drop down menu.</para>\r
8870d07d 913<para>See <link linkend="lineitem-search">Searching for Line Items</link> for general searching tips.</para>\r
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914<para><mediaobject>\r
915<alt>screenshot of invoicing</alt>\r
916\r
917<imageobject>\r
918<imagedata fileref="media/search-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
919</imageobject>\r
920</mediaobject></para>\r
921</informalfigure>\r
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922</step>\r
923\r
924<step>\r
de0d1fa8 925<informalfigure>\r
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926<para> The <guilabel>Limit to Invoiceable Items</guilabel> check box is checked by default.</para>\r
927<para>Invoiceable items are those that are on order, have not been cancelled, and have not yet been invoiced.</para>\r
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928<para><mediaobject>\r
929<alt>screenshot of invoicing</alt>\r
930\r
931<imageobject>\r
932<imagedata fileref="media/search-invoice-lineitem-3.png" scalefit="0"></imagedata>\r
933</imageobject>\r
934</mediaobject></para>\r
935</informalfigure>\r
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936</step>\r
937\r
938<step>\r
de0d1fa8 939<informalfigure>\r
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940<para>The <guilabel>Sort by title</guilabel> check box is optional.</para>\r
941<para>By default, results are listed by line number. This check box sorts the results by ascending title.</para>\r
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942<para><mediaobject>\r
943<alt>screenshot of invoicing</alt>\r
944\r
945<imageobject>\r
946<imagedata fileref="media/search-invoice-lineitem-4.png" scalefit="0"></imagedata>\r
947</imageobject>\r
948</mediaobject></para>\r
949</informalfigure>\r
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950</step>\r
951\r
952<step>\r
de0d1fa8 953<informalfigure>\r
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954<para>Click <guilabel>Search</guilabel> or press <guibutton>Enter</guibutton> on your keyboard.</para>\r
955<note><para><guibutton>Search</guibutton> will start a new search while <guibutton>Enter</guibutton> will build on your current search.</para>\r
956<para>For example, choose LIA-ISBN as your search field, type in the ISBN of your first book and press <guibutton>Enter</guibutton>. The line item will appear in the \r
957results list. Then, type your next ISBN into the search box and press <guibutton>Enter</guibutton>. Both line items will now appear in the results list. Continue\r
958building your list.</para></note>\r
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959<para><mediaobject>\r
960<alt>screenshot of invoicing</alt>\r
961\r
962<imageobject>\r
963<imagedata fileref="media/search-invoice-lineitem-5.png" scalefit="0"></imagedata>\r
964</imageobject>\r
965</mediaobject></para>\r
966</informalfigure>\r
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967</step>\r
968\r
969<step>\r
de0d1fa8 970<informalfigure>\r
793049ba 971<para>Use the <guilabel>Next</guilabel> and <guilabel>Back</guilabel> links to navigate through the results.</para>\r
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972<para><mediaobject>\r
973<alt>screenshot of invoicing</alt>\r
974\r
975<imageobject>\r
976<imagedata fileref="media/search-invoice-lineitem-6.png" scalefit="0"></imagedata>\r
977</imageobject>\r
978</mediaobject></para>\r
979</informalfigure>\r
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980</step>\r
981\r
982<step>\r
de0d1fa8 983<informalfigure>\r
793049ba 984<para>Select the line items you would like to add to the invoice and click <guibutton>Add Selected Items to Invoice</guibutton>.</para>\r
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985<para><mediaobject>\r
986<alt>screenshot of invoicing</alt>\r
987\r
988<imageobject>\r
989<imagedata fileref="media/search-invoice-lineitem-7.png" scalefit="0"></imagedata>\r
990</imageobject>\r
991</mediaobject></para>\r
992</informalfigure>\r
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993</step>\r
994\r
995<step>\r
de0d1fa8 996<para>The selected line items are highlighted, and the invoice summary at the top of the screen updates.</para>\r
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997</step>\r
998\r
999<step>\r
de0d1fa8 1000<informalfigure>\r
793049ba 1001<para>Click the <guilabel>Invoice</guilabel> tab to see the updated invoice.</para>\r
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1002<para><mediaobject>\r
1003<alt>screenshot of invoicing</alt>\r
1004\r
1005<imageobject>\r
aac555ed 1006<imagedata fileref="media/search-invoice-lineitem-8.png" scalefit="0"></imagedata>\r
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1007</imageobject>\r
1008</mediaobject></para>\r
1009</informalfigure>\r
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1010</step>\r
1011\r
1012</procedure>\r
1013\r
1014</simplesect>\r
1015\r
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1016</section>\r
1017\r
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1018 <section xml:id="invoice-blanket-order">\r
1019 <title>Invoice and Receive Blanket Orders</title>\r
1020 <para>Create an invoice from the Purchase Order page and enter the amount billed/paid for the received shipment.</para>\r
1021 \r
1022 <procedure>\r
1023 <step>\r
1024 <informalfigure>\r
1025 <para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Purchase Order</guimenuitem></menuchoice>.</para>\r
1026 <para><mediaobject>\r
1027 <alt>screenshot of purchase order</alt>\r
1028 \r
1029 <imageobject>\r
1030 <imagedata fileref="media/create-new-purchaseorder-1.png" scalefit="0"></imagedata>\r
1031 </imageobject>\r
1032 </mediaobject></para>\r
1033 </informalfigure>\r
1034 </step>\r
1035 <step>\r
1036 <informalfigure>\r
1037 <para>Choose <guilabel>Ordering Agency,</guilabel>, enter the Purchase Order <guilabel>Name,</guilabel> and choose a <guilabel>Provider</guilabel>.</para>\r
1038 <para><mediaobject>\r
1039 <alt>screenshot of purchase order</alt>\r
1040 \r
1041 <imageobject>\r
1042 <imagedata fileref="media/create-new-purchaseorder-1.png" scalefit="0"></imagedata>\r
1043 </imageobject>\r
1044 </mediaobject></para>\r
1045 </informalfigure>\r
1046 </step> \r
1047 </procedure>\r
1048 <simplesect xml:id="complete-blanket-order-invoice">\r
1049 <title>Finalize Blanket Order</title>\r
1050 <para>When the final shipment arrives, staff select the <guilabel>Final Invoice for Blanket Order</guilabel> option on the invoice screen to mark the PO as received and drop any remaining encumbrances to $0.00.</para>\r
1051 \r
1052 <procedure>\r
1053 <step>\r
1054 <informalfigure>\r
1055 <para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1056 <para><mediaobject>\r
1057 <alt>screenshot of invoice</alt>\r
1058 \r
1059 <imageobject>\r
1060 <imagedata fileref="media/blanket.png" scalefit="0"></imagedata>\r
1061 </imageobject>\r
1062 </mediaobject></para>\r
1063 </informalfigure>\r
1064 </step>\r
1065 </procedure>\r
16d49c29 1066 </simplesect>\r
ea3adf1e 1067 </section>\r
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1068\r
1069 <section xml:id="charges-invoice">\r
1070<title>Invoice Charges</title>\r
1071\r
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1072<para>You can add additional charges to any invoice. Possible charges include taxes and shipping fees as well as charges for items that \r
1073are purchased without a purchase order, such as a bulk book buy at a local bookstore. See <link linkend="invoice-item-default">Invoice Item Type</link> \r
1074for a list of the charge types available.</para>\r
1075\r
8870d07d 1076<para>Some charge types, such as taxes, are proratable. This means when <guilabel>Prorate</guilabel> is clicked the system divides the amount being charged \r
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1077proportionally among the funds in use on the invoice based on how much is being spent out of each fund.</para>\r
1078\r
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1079<para><link linkend="add-charges-invoice">Add Charges to an Invoice</link></para>\r
1080<para><link linkend="delete-charges-invoice">Delete Charges from an Invoice</link></para>\r
1081\r
1082<simplesect xml:id="add-charges-invoice">\r
1083 <title>Add Charges to an Invoice</title>\r
1084 \r
1085<procedure>\r
1086<step>\r
1087<para>Open an invoice.</para>\r
1088</step>\r
1089\r
1090<step>\r
1091<informalfigure>\r
1092<para>Click the <guilabel>Add Charge...</guilabel> link.</para>\r
1093<para><mediaobject>\r
1094<alt>screenshot of invoicing</alt>\r
1095\r
1096<imageobject>\r
1097<imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata>\r
1098</imageobject>\r
1099</mediaobject></para>\r
1100</informalfigure>\r
1101</step>\r
1102\r
1103<step>\r
1104<informalfigure>\r
9880bf27 1105<para>Choose the charge you would like to apply from the <guilabel>Charge Type</guilabel> drop down menu.</para>\r
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1106<para><mediaobject>\r
1107<alt>screenshot of invoicing</alt>\r
1108\r
1109<imageobject>\r
1110<imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata>\r
1111</imageobject>\r
1112</mediaobject></para>\r
1113</informalfigure>\r
1114</step>\r
1115\r
1116<step>\r
1117<informalfigure>\r
9880bf27 1118<para>Using the drop down menu, choose the fund from which payment for the charge will come.</para>\r
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1119<para><mediaobject>\r
1120<alt>screenshot of invoicing</alt>\r
1121\r
1122<imageobject>\r
1123<imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata>\r
1124</imageobject>\r
1125</mediaobject></para>\r
1126</informalfigure>\r
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1127<note><para> If the charge type selected is proratable the fund field will be grayed out. When the invoice is prorated the system will determine which\r
1128 funds to apply the charges to based on the contents of the invoice.</para></note>\r
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1129</step>\r
1130\r
1131<step>\r
1132<informalfigure>\r
1133<para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para>\r
1134<para><mediaobject>\r
1135<alt>screenshot of invoicing</alt>\r
1136\r
1137<imageobject>\r
1138<imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata>\r
1139</imageobject>\r
1140</mediaobject></para>\r
1141</informalfigure>\r
1142</step>\r
1143\r
1144<step>\r
1145<informalfigure>\r
1146<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
1147<para><mediaobject>\r
1148<alt>screenshot of invoicing</alt>\r
1149\r
1150<imageobject>\r
1151<imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata>\r
1152</imageobject>\r
1153</mediaobject></para>\r
1154</informalfigure>\r
1155</step>\r
1156\r
1157<step>\r
1158<informalfigure>\r
8870d07d 1159<para>There are two options for saving an invoice:</para> \r
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1160<para><mediaobject>\r
1161<alt>screenshot of invoicing</alt>\r
1162\r
1163<imageobject>\r
1164<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1165</imageobject>\r
1166</mediaobject></para>\r
1167</informalfigure>\r
1168\r
1169<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
8870d07d 1170<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
92e3b46c 1171\r
31063226 1172</step>\r
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1173 \r
1174 <step>\r
1175 <informalfigure>\r
1176 <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
1177 items and invoice charges have been added the invoice must be closed. </para>\r
1178 <para><mediaobject>\r
1179 <alt>screenshot of invoicing</alt>\r
1180 \r
1181 <imageobject>\r
1182 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
1183 </imageobject>\r
1184 </mediaobject></para>\r
1185 </informalfigure>\r
1186 </step>\r
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1187\r
1188</procedure>\r
92e3b46c 1189 <note><para>Invoices can be re-opened at a later date if adjustments are required. See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para></note>\r
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1190\r
1191</simplesect>\r
1192\r
1193<simplesect xml:id="delete-charges-invoice">\r
1194<title>Delete Charges from an Invoice</title>\r
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1195<para>An invoice must be open in order to delete charges from it. It is possible to re-open a closed invoice if adjustments are necessary. \r
1196See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para>\r
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1197\r
1198<procedure>\r
1199\r
1200<step>\r
9880bf27 1201<para>Open an invoice.</para>\r
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1202</step>\r
1203\r
1204<step>\r
1205<informalfigure>\r
1206<para>Click the <guilabel>Delete</guilabel> link adjacent to the charge line.</para>\r
1207<para><mediaobject>\r
1208<alt>screenshot of invoicing</alt>\r
1209\r
1210<imageobject>\r
1211<imagedata fileref="media/delete-charge-invoice-1.png" scalefit="0"></imagedata>\r
1212</imageobject>\r
1213</mediaobject></para>\r
1214</informalfigure>\r
1215</step>\r
1216\r
1217<step>\r
1218<informalfigure>\r
1219<para>Confirm that you wish to delete the charge by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1220<para><mediaobject>\r
1221<alt>screenshot of invoicing</alt>\r
1222\r
1223<imageobject>\r
1224<imagedata fileref="media/delete-charge-invoice-2.png" scalefit="0"></imagedata>\r
1225</imageobject>\r
1226</mediaobject></para>\r
1227</informalfigure>\r
1228</step>\r
1229\r
1230<step>\r
1231<informalfigure>\r
1232<para>The charge is deleted and removed from the invoice.</para>\r
1233<para><mediaobject>\r
1234<alt>screenshot of invoicing</alt>\r
1235\r
1236<imageobject>\r
1237<imagedata fileref="media/delete-charge-invoice-3.png" scalefit="0"></imagedata>\r
1238</imageobject>\r
1239</mediaobject></para>\r
1240</informalfigure>\r
1241</step>\r
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1242\r
1243<step>\r
1244<informalfigure>\r
8870d07d 1245<para>There are two options for saving an invoice:</para> \r
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1246<para><mediaobject>\r
1247<alt>screenshot of invoicing</alt>\r
1248\r
1249<imageobject>\r
1250<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1251</imageobject>\r
1252</mediaobject></para>\r
1253</informalfigure>\r
1254\r
1255<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
8870d07d 1256<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
9880bf27 1257</step>\r
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1258 <step>\r
1259 <informalfigure>\r
1260 <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
1261 items and invoice charges have been added the invoice must be closed. </para>\r
1262 <para><mediaobject>\r
1263 <alt>screenshot of invoicing</alt>\r
1264 \r
1265 <imageobject>\r
1266 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
1267 </imageobject>\r
1268 </mediaobject></para>\r
1269 </informalfigure>\r
1270 </step>\r
31063226 1271</procedure>\r
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1272<note><para>Invoices can be re-opened at a later date if adjustments are required. See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para></note>\r
1273\r
1274\r
1275\r
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1276\r
1277</simplesect>\r
1278\r
1279</section> \r
1280 \r
1281 <section xml:id="add-copies-invoice">\r
1282 <title>Add Additional Copies to an Invoice</title>\r
1283 <para>In the event that you receive and are invoiced for more copies that originally ordered, the additional copies can be easily added to the invoice.</para>\r
1284<caution><para>Additional copies must be added before the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> columns are filled for the line item.</para></caution>\r
1285\r
1286<procedure>\r
1287<step>\r
1288<para>Open an invoice.</para>\r
1289</step>\r
1290\r
1291<step>\r
1292<informalfigure>\r
1293<para>Update the number of copies in both <guilabel># Invoiced</guilabel> and <guilabel># Paid</guilabel> to reflect the number of copies you actually have.</para>\r
1294<para><mediaobject>\r
1295<alt>screenshot of invoicing</alt>\r
1296\r
1297<imageobject>\r
1298<imagedata fileref="media/add-copies-invoice-5.png" scalefit="0"></imagedata>\r
1299</imageobject>\r
1300</mediaobject></para>\r
1301</informalfigure>\r
1302</step>\r
1303\r
1304<step>\r
31063226 1305<para>The <guilabel>Extra Items</guilabel> pop up will appear to confirm the number of copies you are adding.</para>\r
31063226 1306<para>Select a fund from the drop down menu to apply to the new copies.</para>\r
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1307<informalfigure>\r
1308<para>Click <guibutton>Add New Items</guibutton>.</para>\r
1309<para><mediaobject>\r
1310<alt>screenshot of invoicing</alt>\r
1311\r
1312<imageobject>\r
d5a71f04 1313<imagedata fileref="media/add-copies-invoice-2.png" scalefit="0"></imagedata>\r
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1314</imageobject>\r
1315</mediaobject></para>\r
1316</informalfigure>\r
1317</step>\r
1318\r
1319<step>\r
1320<informalfigure>\r
1321<para>Click <guibutton>Save</guibutton> to allow the changes to take effect.</para>\r
1322<para><mediaobject>\r
1323<alt>screenshot of invoicing</alt>\r
1324\r
1325<imageobject>\r
1326<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1327</imageobject>\r
1328</mediaobject></para>\r
1329</informalfigure>\r
1330</step>\r
1331\r
1332<step>\r
1333<informalfigure>\r
1334<para>The <guilabel>Title Details</guilabel> for the line item will update to reflect the additional copies. The additional copies are automatically received\r
1335in the system. Proceed with paying the invoice.</para>\r
1336<para><mediaobject>\r
1337<alt>screenshot of invoicing</alt>\r
1338\r
1339<imageobject>\r
1340<imagedata fileref="media/add-copies-invoice-6.png" scalefit="0"></imagedata>\r
1341</imageobject>\r
1342</mediaobject></para>\r
1343</informalfigure>\r
1344<note><para>The additional copies can be un-received if needed following the instruction in the <link linkend="reun-copies">Receiving and Un-Receiving Copies</link>\r
1345 section.</para></note>\r
1346</step>\r
1347\r
1348</procedure>\r
1349\r
1350</section> \r
1351 <section xml:id="detach-lineitem-invoice">\r
1352 <title>Detach Line Items from an Invoice</title>\r
1353 \r
1354<procedure>\r
1355<step>\r
1356<para>Open an invoice.</para>\r
1357</step>\r
1358\r
1359<step>\r
1360<informalfigure>\r
1361<para>Click the <guilabel>Detach</guilabel> link adjacent to the line item you wish to remove.</para>\r
1362<para><mediaobject>\r
1363<alt>screenshot of invoicing</alt>\r
1364\r
1365<imageobject>\r
1366<imagedata fileref="media/detach-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
1367</imageobject>\r
1368</mediaobject></para>\r
1369</informalfigure>\r
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1370</step>\r
1371\r
1372<step>\r
1373<informalfigure>\r
1374<para>Confirm that you wish to detach the line item by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1375<para><mediaobject>\r
1376<alt>screenshot of invoicing</alt>\r
1377\r
1378<imageobject>\r
1379<imagedata fileref="media/detach-lineitem-invoice-2.png" scalefit="0"></imagedata>\r
1380</imageobject>\r
1381</mediaobject></para>\r
1382</informalfigure>\r
1383</step>\r
1384\r
1385<step>\r
793049ba
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1386<para>If your invoice is complete and contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1387</step>\r
1388\r
1389<step>\r
31063226 1390<informalfigure>\r
793049ba 1391<para>Save the invoice. There are two options for saving an invoice:</para>\r
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1392<para><mediaobject>\r
1393<alt>screenshot of invoicing</alt>\r
1394\r
1395<imageobject>\r
1396<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1397</imageobject>\r
1398</mediaobject></para>\r
1399</informalfigure>\r
1400 \r
793049ba
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1401\r
1402<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1403<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
31063226 1404</step>\r
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1405 <step>\r
1406 <informalfigure>\r
1407 <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
1408 items and invoice charges have been added the invoice must be closed. </para>\r
1409 <para><mediaobject>\r
1410 <alt>screenshot of invoicing</alt>\r
1411 \r
1412 <imageobject>\r
1413 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
1414 </imageobject>\r
1415 </mediaobject></para>\r
1416 </informalfigure>\r
1417 </step>\r
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1418\r
1419</procedure>\r
92e3b46c 1420 <note><para>Invoices can be re-opened at a later date if adjustments are required. See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para></note>\r
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1421<tip><para>Don't forget to link the detached line item to another invoice or create a new invoice for it so it can be paid for.</para></tip>\r
1422\r
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1423</section> \r
1424\r
9880bf27 1425\r
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1426 <section xml:id="view-invoice">\r
1427 <title>View an Invoice</title>\r
1428 <para>You can view an invoice in one of three ways:</para>\r
1429<itemizedlist>\r
1430<listitem>\r
1431<para><link linkend="view-invoice-search">View Invoices through a Search</link></para>\r
1432</listitem>\r
1433<listitem>\r
1434<para><link linkend="view-invoice-purchase-order">View Invoices on a Purchase Order</link></para>\r
1435</listitem>\r
1436<listitem>\r
1437<para><link linkend="view-invoice-lineitem">View Invoices Attached to a Line Item</link></para>\r
1438</listitem>\r
1439</itemizedlist>\r
1440\r
1441<simplesect xml:id="view-invoice-search">\r
1442<title>View Invoices through a Search</title>\r
1443\r
1444<para><link linkend="invoice-search-tips">Search Tips</link></para>\r
1445<para>The default invoice search allows you to quickly generate a list of open invoices.</para> \r
1446<para>This search can also easily be modified to search for invoices using other parameters.</para>\r
1447\r
1448<procedure>\r
1449<step>\r
1450<informalfigure>\r
1451<para>To access the searching interface, select\r
1452<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1453<para><mediaobject>\r
1454<alt>screenshot of the Invoice Search</alt>\r
1455\r
1456<imageobject>\r
1457<imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata>\r
1458</imageobject>\r
1459</mediaobject></para>\r
1460</informalfigure>\r
1461</step>\r
1462\r
1463<step>\r
1464<informalfigure>\r
1465<para>By default the search interface is set to search for open invoices created by your ordering agency.</para>\r
1466<para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
1467<para><mediaobject>\r
1468<alt>screenshot of the Invoice Search</alt>\r
1469\r
1470<imageobject>\r
1471<imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata>\r
1472</imageobject>\r
1473</mediaobject></para>\r
1474</informalfigure>\r
1475</step>\r
1476</procedure>\r
1477</simplesect>\r
1478\r
1479<simplesect xml:id="view-invoice-purchase-order">\r
1480<title>View Invoices on a Purchase Order</title>\r
1481\r
1482<procedure>\r
1483<step>\r
1484<para>Open a purchase order.</para>\r
1485</step>\r
1486\r
1487<step>\r
1488<informalfigure>\r
1489<para>Click <guibutton>View Invoices</guibutton>. The number in parentheses indicates the number of invoices attached to the purchase order.</para>\r
1490<para><mediaobject>\r
1491<alt>screenshot of invoicing</alt>\r
1492\r
1493<imageobject>\r
1494<imagedata fileref="media/view-link-po-invoice-1.png" scalefit="0"></imagedata>\r
1495</imageobject>\r
1496</mediaobject></para>\r
1497</informalfigure>\r
1498</step>\r
1499\r
1500<step>\r
1501<informalfigure>\r
1502<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1503<para><mediaobject>\r
1504<alt>screenshot of invoicing</alt>\r
1505\r
1506<imageobject>\r
1507<imagedata fileref="media/view-link-po-invoice-2.png" scalefit="0"></imagedata>\r
1508</imageobject>\r
1509</mediaobject></para>\r
1510</informalfigure>\r
1511</step>\r
1512</procedure>\r
1513</simplesect>\r
1514\r
1515<simplesect xml:id="view-invoice-lineitem">\r
1516<title>View Invoices Attached to a Line Item</title>\r
1517\r
1518<procedure>\r
1519<step>\r
9880bf27 1520<para>Open a purchase order.</para>\r
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1521</step>\r
1522\r
1523<step>\r
1524<informalfigure>\r
1525<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
1526<menuchoice><guimenu>Actions</guimenu><guimenuitem>View Invoice(s)</guimenuitem></menuchoice> to view any invoices that are attached to the line item.</para>\r
1527<para><mediaobject>\r
1528<alt>screenshot of invoicing</alt>\r
1529\r
1530<imageobject>\r
1531<imagedata fileref="media/view-link-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
1532</imageobject>\r
1533</mediaobject></para>\r
1534</informalfigure>\r
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1535<para><emphasis role="bold">OR</emphasis></para>\r
1536\r
1537<informalfigure>\r
1538<para>Click <guilabel>view invoice(s)</guilabel> on the Line Item.</para>\r
1539\r
1540<para><mediaobject>\r
1541<alt>screenshot of invoicing</alt>\r
1542\r
1543<imageobject>\r
1544<imagedata fileref="media/view-link-lineitem-invoice-1b.png" scalefit="0"></imagedata>\r
1545</imageobject>\r
1546</mediaobject></para>\r
1547</informalfigure>\r
1548\r
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1549</step>\r
1550\r
1551<step>\r
1552<informalfigure>\r
1553<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1554<para><mediaobject>\r
1555<alt>screenshot of invoicing</alt>\r
1556\r
1557<imageobject>\r
1558<imagedata fileref="media/view-invoice-6.png" scalefit="0"></imagedata>\r
1559</imageobject>\r
1560</mediaobject></para>\r
1561</informalfigure>\r
1562</step>\r
1563</procedure>\r
1564</simplesect>\r
1565\r
1566</section> \r
1567 <section xml:id="print-invoice">\r
1568 <title>Printing Invoices</title>\r
1569 <para>Invoices can be printed individually or as a batch from the search grid.</para>\r
1570\r
1571<procedure>\r
1572<step>\r
1573<informalfigure>\r
1574<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1575<para><mediaobject>\r
1576<alt>screenshot of invoicing</alt>\r
1577\r
1578<imageobject>\r
1579<imagedata fileref="media/view-invoice-1.png" scalefit="0"></imagedata>\r
1580</imageobject>\r
1581</mediaobject></para>\r
1582</informalfigure>\r
1583</step>\r
1584\r
1585<step>\r
1586<para>This opens the Acquisitions Search screen. Use this search to retrieve the invoices you would like to print. For more information see \r
1587<link linkend="view-invoice-search">View Invoices through a Search</link>.</para>\r
1588</step>\r
1589\r
1590<step>\r
1591<informalfigure>\r
1592<para>Check the boxes adjacent to the invoices you would like to print.</para>\r
1593<para><mediaobject>\r
1594<alt>screenshot of invoicing</alt>\r
1595\r
1596<imageobject>\r
1597<imagedata fileref="media/print-invoice-1.png" scalefit="0"></imagedata>\r
1598</imageobject>\r
1599</mediaobject></para>\r
1600</informalfigure>\r
1601<tip><para>You can select only one invoice if you only want to print a specific invoice.</para></tip>\r
1602</step>\r
1603\r
1604<step>\r
1605<informalfigure>\r
1606<para>Click <guibutton>Print Selected Invoices</guibutton>.</para>\r
1607<para><mediaobject>\r
1608<alt>screenshot of invoicing</alt>\r
1609\r
1610<imageobject>\r
1611<imagedata fileref="media/print-invoice-2.png" scalefit="0"></imagedata>\r
1612</imageobject>\r
1613</mediaobject></para>\r
1614</informalfigure>\r
1615</step>\r
1616\r
1617<step>\r
1618<informalfigure>\r
1619<para>Select your printer and click <guibutton>OK</guibutton>.</para>\r
1620<para><mediaobject>\r
1621<alt>screenshot of invoicing</alt>\r
1622\r
1623<imageobject>\r
1624<imagedata fileref="media/print-invoice-3.png" scalefit="0"></imagedata>\r
1625</imageobject>\r
1626</mediaobject></para>\r
1627</informalfigure>\r
1628</step>\r
1629\r
1630</procedure>\r
1631\r
1632</section> \r
1633 <section xml:id="pay-invoice">\r
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1634 <title>Close an Invoice</title>\r
1635<para>Invoices must be paid and closed in Evergreen for funds to move from encumbered to spent. </para>\r
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1636 \r
1637<procedure>\r
1638<step>\r
1639<para>Open or create an invoice.</para>\r
1640</step>\r
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1641 \r
1642 <step>\r
1643 <informalfigure>\r
1644 <para>Ensure information is entered into all of the required fields.</para>\r
1645 <para>\r
1646 <mediaobject>\r
1647 <alt>screenshot of invoicing</alt>\r
1648 <imageobject>\r
1649 <imagedata fileref="media/complete-invoice-1.png" scalefit="0"/>\r
1650 </imageobject>\r
1651 </mediaobject>\r
1652 </para>\r
1653 </informalfigure>\r
1654 <para>Required fields are:</para>\r
1655 <itemizedlist>\r
1656 <listitem>\r
1657 <para>Vendor Invoice ID</para>\r
1658 </listitem>\r
1659 <listitem>\r
1660 <para>Provider</para>\r
1661 </listitem>\r
1662 <listitem>\r
1663 <para>Payment Method</para>\r
1664 </listitem>\r
1665 <listitem>\r
1666 <para>Invoice Date</para>\r
1667 </listitem>\r
1668 <listitem>\r
1669 <para>Shipper</para>\r
1670 </listitem>\r
1671 <listitem>\r
1672 <para>Receiver</para>\r
1673 </listitem>\r
1674 <listitem>\r
1675 <para># Invoiced/# Paid</para>\r
1676 </listitem>\r
1677 <listitem>\r
1678 <para>Billed</para>\r
1679 </listitem>\r
1680 <listitem>\r
1681 <para>Paid</para>\r
1682 </listitem>\r
1683 </itemizedlist>\r
1684 <para>The totals at the bottom of the invoice will calculate based on the information\r
1685 entered.</para>\r
1686 <note>\r
1687 <para>These totals must match or the invoice will not close.</para>\r
1688 </note>\r
1689 </step>\r
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1690\r
1691<step>\r
1692<informalfigure>\r
87a80b55 1693<para>In the <guilabel>Billed</guilabel> column, enter the amount paid for each line item. The <guilabel>Paid</guilabel> column will auto-fill to match.</para>\r
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1694<para><mediaobject>\r
1695<alt>screenshot of invoicing</alt>\r
1696\r
1697<imageobject>\r
1698<imagedata fileref="media/pay-invoice-1.png" scalefit="0"></imagedata>\r
1699</imageobject>\r
1700</mediaobject></para>\r
1701</informalfigure>\r
1702</step>\r
1703\r
1704<step>\r
de0d1fa8 1705<informalfigure>\r
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1706<para>If your invoice contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1707<para>This prorates the charges, such as taxes, across funds if multiple funds are used to pay the invoice.</para>\r
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1708<para><mediaobject>\r
1709<alt>screenshot of invoicing</alt>\r
1710\r
1711<imageobject>\r
1712<imagedata fileref="media/prorate-invoice-1.png" scalefit="0"></imagedata>\r
1713</imageobject>\r
1714</mediaobject></para>\r
1715</informalfigure>\r
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1716</step>\r
1717\r
1718<step>\r
31063226 1719<informalfigure>\r
793049ba 1720<para>Save the invoice. There are two options for saving an invoice:</para> \r
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1721<para><mediaobject>\r
1722<alt>screenshot of invoicing</alt>\r
1723\r
1724<imageobject>\r
1725<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1726</imageobject>\r
1727</mediaobject></para>\r
1728</informalfigure>\r
1729\r
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1730<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1731<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
1732\r
31063226 1733</step>\r
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1734 <step>\r
1735 <informalfigure>\r
1736 <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
1737 items and invoice charges have been added the invoice must be closed. </para>\r
1738 <para><mediaobject>\r
1739 <alt>screenshot of invoicing</alt>\r
1740 \r
1741 <imageobject>\r
1742 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
1743 </imageobject>\r
1744 </mediaobject></para>\r
1745 </informalfigure>\r
1746 </step>\r
31063226 1747</procedure>\r
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1748 \r
1749 <note><para>Invoices can be re-opened at a later date if adjustments are required. See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para></note>\r
1750 <note><informalfigure><para>A <emphasis role="red">"Paid"</emphasis> label appears along the bottom of each line item in the PO display when every non-cancelled copy on the line item has been invoiced.</para>\r
1751 <para><mediaobject><alt>Screenshot of line item</alt>\r
1752 <imageobject><imagedata fileref="media/statuses-lineitem-paid.png" width="100%" scalefit="1"></imagedata></imageobject></mediaobject></para></informalfigure></note>\r
1753 \r
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1754</section> \r
1755 <section xml:id="reopen-invoice">\r
1756 <title>Re-open an Invoice</title>\r
9880bf27 1757 <para>Completed invoices can be re-opened at anytime by users with appropriate permissions.</para>\r
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1758\r
1759<procedure>\r
1760<step>\r
1761<para>Bring up the completed invoice you wish to re-open.</para>\r
1762</step>\r
1763\r
1764<step>\r
1765<informalfigure>\r
1766<para>At the bottom of the invoice click <guibutton>Reopen Invoice</guibutton>.</para>\r
1767<para><mediaobject>\r
1768<alt>screenshot of invoicing</alt>\r
1769\r
1770<imageobject>\r
1771<imagedata fileref="media/reopen-invoice-1.png" scalefit="0"></imagedata>\r
1772</imageobject>\r
1773</mediaobject></para>\r
1774</informalfigure>\r
1775</step>\r
1776\r
1777<step>\r
1778<informalfigure>\r
1779<para>The invoice is now be open and can be edited.</para>\r
1780<para><mediaobject>\r
1781<alt>screenshot of invoicing</alt>\r
1782\r
1783<imageobject>\r
1784<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
1785</imageobject>\r
1786</mediaobject></para>\r
1787</informalfigure>\r
1788</step>\r
1789</procedure>\r
1790\r
1791</section> \r
1792</chapter>\r