fix tag mismatch
[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
93cffa5a 30<para>There are four 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
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42<listitem>\r
43<para><link linkend="vendorinvoice-edicreated">Vendor created invoice From EDI</link></para>\r
44</listitem>\r
65782033 45</itemizedlist>\r
31063226 46\r
31063226 47\r
31063226 48\r
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49 <simplesect xml:id="create-blanket-invoice">\r
50 <title>Create a Blank Invoice</title>\r
de0d1fa8 51 <para>You can create an invoice to use for purchases that have no purchase order or to link line items to.</para>\r
31063226 52\r
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53<procedure>\r
54<step>\r
31063226 55<informalfigure>\r
65782033 56<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Invoice</guimenuitem></menuchoice>.</para>\r
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57<para><mediaobject>\r
58<alt>screenshot of invoicing</alt>\r
59\r
60<imageobject>\r
65782033 61<imagedata fileref="media/blanket-invoice-1.png" scalefit="0"></imagedata>\r
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62</imageobject>\r
63</mediaobject></para>\r
64</informalfigure>\r
65782033 65</step>\r
31063226 66\r
65782033 67<step>\r
31063226 68<informalfigure>\r
65782033 69<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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70<para><mediaobject>\r
71<alt>screenshot of invoicing</alt>\r
72\r
73<imageobject>\r
65782033 74<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
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75</imageobject>\r
76</mediaobject></para>\r
77</informalfigure>\r
65782033 78</step>\r
31063226 79\r
65782033 80<step>\r
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81<informalfigure>\r
82<para>There are two options for saving an invoice:</para> \r
83<para><mediaobject>\r
84<alt>screenshot of invoicing</alt>\r
85\r
86<imageobject>\r
87<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
88</imageobject>\r
89</mediaobject></para>\r
90</informalfigure>\r
91\r
92<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
93<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
94</step>\r
95\r
96<step>\r
8870d07d 97<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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98</step>\r
99\r
100<step>\r
8870d07d 101<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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102</step>\r
103\r
104<step>\r
105<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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106</step>\r
107\r
108<step>\r
de0d1fa8 109<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
31063226 110</step>\r
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111 \r
112 <step>\r
113 <informalfigure>\r
4591993e 114 <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
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115 items and invoice charges have been added the invoice must be closed. </para>\r
116 <para><mediaobject>\r
117 <alt>screenshot of invoicing</alt>\r
118 \r
119 <imageobject>\r
120 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
121 </imageobject>\r
122 </mediaobject></para>\r
123 </informalfigure>\r
124 </step>\r
125</procedure> \r
126 <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
127 debits linked to an invoice are only marked as paid when the invoice is\r
128 closed.</para></note>\r
129 \r
130\r
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131\r
132</simplesect>\r
133\r
134<simplesect xml:id="create-invoice-purchase-order">\r
9880bf27 135<title>Create an Invoice From a Purchase Order</title>\r
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136<para>You can create an invoice containing all of the line items on a purchase order.</para>\r
137\r
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138<procedure>\r
139<step>\r
65782033 140<para>Open a purchase order.</para>\r
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141</step>\r
142\r
143<step>\r
144<informalfigure>\r
145<para>Click <guibutton>Create Invoice</guibutton>.</para>\r
146<para><mediaobject>\r
147<alt>screenshot of invoicing</alt>\r
148\r
149<imageobject>\r
150<imagedata fileref="media/purchaseorder-invoice-1.png" scalefit="0"></imagedata>\r
151</imageobject>\r
152</mediaobject></para>\r
153</informalfigure>\r
154</step>\r
155\r
156<step>\r
157<para>A new invoice will open in the same tab.</para>\r
158</step>\r
159\r
160<step>\r
161<informalfigure>\r
65782033 162<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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163<para><mediaobject>\r
164<alt>screenshot of invoicing</alt>\r
165\r
166<imageobject>\r
8bac8902 167<imagedata fileref="media/create-invoice-details-1.png" scalefit="0"></imagedata>\r
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168</imageobject>\r
169</mediaobject></para>\r
170</informalfigure>\r
65782033 171</step>\r
31063226 172\r
65782033 173<step>\r
31063226 174<informalfigure>\r
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175<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
176to each line item.</para> \r
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177<para><mediaobject>\r
178<alt>screenshot of invoicing</alt>\r
179\r
180<imageobject>\r
65782033 181<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
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182</imageobject>\r
183</mediaobject></para>\r
184</informalfigure>\r
31063226 185\r
de0d1fa8 186<note>\r
8870d07d 187<para><guilabel>Title Details</guilabel> includes:</para>\r
31063226 188\r
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189<itemizedlist>\r
190<listitem>\r
191<para>Title</para>\r
31063226 192</listitem>\r
31063226 193<listitem>\r
65782033 194<para>Author</para>\r
31063226 195</listitem>\r
31063226 196<listitem>\r
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197<para>ISBN</para>\r
198</listitem>\r
199<listitem>\r
200<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
201</listitem>\r
202<listitem>\r
203<para>summary of amounts estimated, encumbered, and paid</para>\r
204</listitem>\r
205<listitem>\r
206<para>line item ID number</para>\r
207</listitem>\r
208<listitem>\r
209<para>link to the Selection List (if used)</para>\r
31063226 210</listitem>\r
31063226 211<listitem>\r
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212<para>link to the Purchase Order</para>\r
213</listitem>\r
214</itemizedlist>\r
de0d1fa8 215</note>\r
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216</step>\r
217\r
218<step>\r
31063226 219<informalfigure>\r
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220<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
221the line item.</para>\r
222<para>These fields can be updated as needed.</para>\r
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223<para><mediaobject>\r
224<alt>screenshot of invoicing</alt>\r
225\r
226<imageobject>\r
65782033 227<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
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228</imageobject>\r
229</mediaobject></para>\r
230</informalfigure>\r
65782033 231</step>\r
31063226 232\r
65782033 233<step>\r
31063226 234<informalfigure>\r
d5a71f04 235<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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236<para><mediaobject>\r
237<alt>screenshot of invoicing</alt>\r
238\r
239<imageobject>\r
65782033 240<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
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241</imageobject>\r
242</mediaobject></para>\r
243</informalfigure>\r
65782033 244</step>\r
31063226 245\r
65782033 246<step>\r
31063226 247<informalfigure>\r
65782033 248<para>There are two options for saving an invoice:</para> \r
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249<para><mediaobject>\r
250<alt>screenshot of invoicing</alt>\r
251\r
252<imageobject>\r
65782033 253<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
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254</imageobject>\r
255</mediaobject></para>\r
256</informalfigure>\r
31063226 257\r
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258<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
259<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
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260\r
261<note><para>The following fields are required to save the invoice:</para>\r
262\r
263<itemizedlist> \r
264<listitem>\r
265<para>Vendor Invoice ID</para>\r
266</listitem>\r
267<listitem>\r
268<para>Provider</para>\r
269</listitem>\r
270<listitem>\r
271<para>Shipper</para>\r
272</listitem>\r
273<listitem>\r
274<para>Payment Method</para>\r
275</listitem>\r
276<listitem>\r
277<para># Invoiced</para>\r
278</listitem>\r
279<listitem>\r
280<para># Paid</para>\r
281</listitem>\r
282</itemizedlist>\r
283</note>\r
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284</step>\r
285\r
286<step>\r
8870d07d 287<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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288</step>\r
289\r
290<step>\r
8870d07d 291<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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292</step>\r
293\r
294<step>\r
295<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
296</step>\r
297\r
298<step>\r
299<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
300</step>\r
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301 \r
302 <step>\r
303 <informalfigure>\r
4591993e 304 <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
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305 items and invoice charges have been added the invoice must be closed. </para>\r
306 <para><mediaobject>\r
307 <alt>screenshot of invoicing</alt>\r
308 \r
309 <imageobject>\r
310 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
311 </imageobject>\r
312 </mediaobject></para>\r
313 </informalfigure>\r
314 </step>\r
315 \r
316 </procedure>\r
317\r
318 <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
319 debits linked to an invoice are only marked as paid when the invoice is\r
320 closed.</para></note>\r
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321\r
322\r
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323\r
324</simplesect>\r
325\r
326<simplesect xml:id="create-invoice-line-items">\r
327<title>Create an Invoice From Multiple Line Items</title>\r
328\r
8870d07d 329<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 330different purchase orders to this invoice.</para>\r
65782033 331\r
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332<procedure>\r
333<step>\r
de0d1fa8 334<para>Open a purchase order.</para>\r
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335</step>\r
336\r
337<step>\r
8bac8902 338<informalfigure>\r
65782033 339<para>Check the boxes beside the line items you would like to use to create your invoice.</para>\r
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340<para><mediaobject>\r
341<alt>screenshot of invoicing</alt>\r
342\r
343<imageobject>\r
344<imagedata fileref="media/lineitem-multiple-invoice-0.png" scalefit="0"></imagedata>\r
345</imageobject>\r
346</mediaobject></para>\r
347</informalfigure>\r
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348</step>\r
349\r
350<step>\r
31063226 351<informalfigure>\r
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352<para>Using the main <guilabel>Actions</guilabel> menu, select \r
353<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Invoice From Selected Lineitems</guimenuitem></menuchoice>.</para>\r
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354<para><mediaobject>\r
355<alt>screenshot of invoicing</alt>\r
356\r
357<imageobject>\r
65782033 358<imagedata fileref="media/lineitem-multiple-invoice-1.png" scalefit="0"></imagedata>\r
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359</imageobject>\r
360</mediaobject></para>\r
361</informalfigure>\r
65782033 362</step>\r
31063226 363\r
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364\r
365<step>\r
366<para>A new invoice will open in the same tab.</para>\r
367</step>\r
368\r
369\r
370<step>\r
31063226 371<informalfigure>\r
65782033 372<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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373<para><mediaobject>\r
374<alt>screenshot of invoicing</alt>\r
375\r
376<imageobject>\r
8bac8902 377<imagedata fileref="media/create-invoice-details-1.png" scalefit="0"></imagedata>\r
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378</imageobject>\r
379</mediaobject></para>\r
380</informalfigure>\r
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381</step>\r
382\r
383<step>\r
384<informalfigure>\r
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385<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
386to each line item.</para> \r
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387<para><mediaobject>\r
388<alt>screenshot of invoicing</alt>\r
389\r
390<imageobject>\r
391<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
392</imageobject>\r
393</mediaobject></para>\r
394</informalfigure>\r
395\r
de0d1fa8 396<note>\r
8870d07d 397<para><guilabel>Title Details</guilabel> includes:</para>\r
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398\r
399<itemizedlist>\r
400<listitem>\r
401<para>Title</para>\r
402</listitem>\r
403<listitem>\r
404<para>Author</para>\r
405</listitem>\r
406<listitem>\r
407<para>ISBN</para>\r
408</listitem>\r
409<listitem>\r
410<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
411</listitem>\r
412<listitem>\r
413<para>summary of amounts estimated, encumbered, and paid</para>\r
414</listitem>\r
415<listitem>\r
416<para>line item ID number</para>\r
417</listitem>\r
418<listitem>\r
419<para>link to the Selection List (if used)</para>\r
420</listitem>\r
421<listitem>\r
422<para>link to the Purchase Order</para>\r
423</listitem>\r
424</itemizedlist>\r
de0d1fa8 425</note>\r
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426</step>\r
427\r
428<step>\r
429<informalfigure>\r
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430<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
431the line item.</para>\r
432<para>These fields can be updated as needed.</para>\r
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433<para><mediaobject>\r
434<alt>screenshot of invoicing</alt>\r
435\r
436<imageobject>\r
437<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
438</imageobject>\r
439</mediaobject></para>\r
440</informalfigure>\r
441</step>\r
442\r
443<step>\r
444<informalfigure>\r
d5a71f04 445<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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446<para><mediaobject>\r
447<alt>screenshot of invoicing</alt>\r
448\r
449<imageobject>\r
450<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
451</imageobject>\r
452</mediaobject></para>\r
453</informalfigure>\r
454</step>\r
455\r
456<step>\r
31063226 457<informalfigure>\r
65782033 458<para>There are two options for saving an invoice:</para> \r
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459<para><mediaobject>\r
460<alt>screenshot of invoicing</alt>\r
461\r
462<imageobject>\r
463<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
464</imageobject>\r
465</mediaobject></para>\r
466</informalfigure>\r
467\r
468<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
65782033 469<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
31063226 470\r
65782033 471<note><para>The fields that are required to save the invoice are:</para>\r
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472\r
473<itemizedlist> \r
474<listitem>\r
475<para>Vendor Invoice ID</para>\r
476</listitem>\r
477<listitem>\r
478<para>Provider</para>\r
479</listitem>\r
480<listitem>\r
481<para>Shipper</para>\r
482</listitem>\r
483<listitem>\r
484<para>Payment Method</para>\r
485</listitem>\r
486<listitem>\r
487<para># Invoiced</para>\r
488</listitem>\r
489<listitem>\r
490<para># Paid</para>\r
491</listitem>\r
492</itemizedlist>\r
65782033 493</note>\r
025756cb 494</step>\r
31063226 495\r
025756cb 496<step>\r
8870d07d 497<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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498</step>\r
499\r
500<step>\r
8870d07d 501<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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502</step>\r
503\r
504<step>\r
505<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
506</step>\r
507\r
508<step>\r
509<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
510</step>\r
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511 \r
512 <step>\r
513 <informalfigure>\r
514 <para>Click the <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
515 items and invoice charges have been added the invoice must be closed. </para>\r
516 <para><mediaobject>\r
517 <alt>screenshot of invoicing</alt>\r
518 \r
519 <imageobject>\r
520 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
521 </imageobject>\r
522 </mediaobject></para>\r
523 </informalfigure>\r
524 </step>\r
525 \r
025756cb 526</procedure>\r
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527 \r
528 <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
529 debits linked to an invoice are only marked as paid when the invoice is\r
530 closed.</para></note>\r
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531\r
532\r
533</simplesect>\r
534\r
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535<simplesect xml:id="vendorinvoice-edicreated">\r
536<title>Vendor created invoice from EDI</title>\r
537\r
538<para>You can search for vendor created invoices received via <link linkend="e-d-i">EDI</link>.</para>\r
539<para>Invoices received via EDI will have line items attached with the billed and paid amounts entered by the vendor. If required the electronic invoice should be edited to match the paper invoice.</para>\r
540\r
541<procedure>\r
542<step>\r
543<informalfigure>\r
544<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>General Search</guimenuitem></menuchoice>.</para>\r
545<para><mediaobject>\r
546<alt>screenshot of invoicing</alt>\r
547\r
548<imageobject>\r
549<imagedata fileref="media/general-search-0.png" scalefit="0"></imagedata>\r
550</imageobject>\r
551</mediaobject></para>\r
552</informalfigure>\r
553</step>\r
554\r
555<step>\r
556<informalfigure>\r
ea4c817c 557<step><para>Search for the invoice using the <guilabel>Vendor Invoice Id</guilabel> found on the paper invoice received with the items.</para><step>\r
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558<para><mediaobject>\r
559<alt>screenshot of invoicing</alt>\r
560\r
561<imageobject>\r
562<imagedata fileref="media/searchedi-1.png" scalefit="0"></imagedata>\r
563</imageobject>\r
564</mediaobject></para>\r
565</informalfigure>\r
566</step>\r
567\r
568<step>\r
569<informalfigure>\r
ea4c817c 570<para>Click on the <guilabel>Vendor Invoice ID</guilabel> to retrieve the invoice.</para>\r
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571<para><mediaobject>\r
572<alt>screenshot of invoicing</alt>\r
573\r
574<imageobject>\r
575<imagedata fileref="media/searchedi-2.png" scalefit="0"></imagedata>\r
576</imageobject>\r
577</mediaobject></para>\r
578</informalfigure>\r
579</step>\r
025756cb 580\r
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581<step>\r
582<informalfigure>\r
ea4c817c 583<para>Click on <guilabel>Show Details</guilabel>.</para>\r
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584<para><mediaobject>\r
585<alt>screenshot of invoicing</alt>\r
586\r
587<imageobject>\r
588<imagedata fileref="media/ediinvshow.png" scalefit="0"></imagedata>\r
589</imageobject>\r
590</mediaobject></para>\r
591</informalfigure>\r
592</step>\r
593\r
594<step>\r
595<informalfigure>\r
596<para>Verify the information in the invoice details. See <link linkend="invoice-details">Invoice Details</link> for guidelines on filling in this information.</para>\r
597<para><mediaobject>\r
598<alt>screenshot of invoicing</alt>\r
599\r
600<imageobject>\r
601<imagedata fileref="media/ediinvdetails.png" scalefit="0"></imagedata>\r
602</imageobject>\r
603</mediaobject></para>\r
604</informalfigure>\r
605</step>\r
606 \r
607<note><para>If your shipment includes items received from a Standing Order the line item count will not match the count of items in the shipment. Only the items ordered via the Acquisitions module will appear as line items on the invoice. </para></note> \r
608 \r
609<step>\r
610<informalfigure>\r
611<para>Verify the billed amounts for each line item listed in the <guilabel>Bibliographic Items</guilabel>section. </para>\r
612\r
613<para><mediaobject>\r
614<alt>screenshot of invoicing</alt>\r
615\r
616<imageobject>\r
617<imagedata fileref="media/ediinvitems.png"></imagedata>\r
618</imageobject>\r
619</mediaobject></para>\r
620</informalfigure>\r
621</step>\r
622 \r
623<step><para>Mark the items as <link linkend="receive-invoice">received</link></para></step>\r
624\r
625<step><para>Add <link linkend="charges-invoice">Charges</link> for:</para>\r
626<itemizedlist><listitem><para>Items received from a Standing Order should be added as a <guilabel><guimenu>Direct Purchase</guimenu></guilabel>.</para></listitem>\r
627<listitem><para>Processing costs should be added as <guilabel><guimenu>Processing Fee</guimenu></guilabel> or <guilabel><guimenu>Processing Fee - Prorate</guimenu></guilabel>.</para></listitem>\r
628<listitem><para>Shipping costs. </para></listitem> \r
629<listitem><para>Taxes.</para></listitem>\r
630</itemizedlist></step>\r
631\r
632<step><para>Prorate the charges.</para>\r
ea4c817c 633<para>Some charge types, such as taxes, are proratable. This means when <guilabel>Prorate</guilabel> is clicked the system divides the amount being charged proportionally among the funds in use on the invoice based on how much is being spent out of each fund.</para>\r
93cffa5a 634<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 funds to apply the charges to based on the contents of the invoice.</para>\r
ea4c817c 635<para>Do NOT <guilabel>Prorate</guilabel> the charges until you are ready to close the invoice. If changes are made to billed amounts after prorating has been done the existing charges will not be automatically updated.</para> \r
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636</step>\r
637\r
638<step><para>Save and <link linkend="pay-invoice">Close the invoice</link></para></step>\r
639\r
640 <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
641 debits linked to an invoice are only marked as paid when the invoice is\r
642 closed.</para></note>\r
643</procedure>\r
644</simplesect>\r
7f3130c0 645 \r
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646</section>\r
647\r
648<section xml:id="invoice-interface">\r
649<title>Invoice Interface</title>\r
650\r
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651<itemizedlist>\r
652<listitem>\r
d5a71f04 653<para>Auto-populating of the <guilabel># Billed</guilabel> field.</para>\r
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654</listitem>\r
655<listitem>\r
de0d1fa8 656<informalfigure>\r
d5a71f04 657<para>Auto-populating of the <guilabel>Paid</guilabel> field.</para>\r
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658<para><mediaobject>\r
659<alt>screenshot of invoicing</alt>\r
660\r
661<imageobject>\r
662<imagedata fileref="media/invoice-details-1.png" scalefit="0"></imagedata>\r
663</imageobject>\r
664</mediaobject></para>\r
665</informalfigure>\r
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666</listitem>\r
667</itemizedlist>\r
668\r
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669\r
670<simplesect xml:id="invoice-details">\r
671<title>Invoice Details</title>\r
672\r
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673<para>The Invoice Details section must be completed for every invoice created.</para>\r
674<para>The Invoice Details fields are:</para>\r
675\r
65782033 676<itemizedlist>\r
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677<listitem>\r
678<informalfigure>\r
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679<para><guilabel>Vendor Invoice ID</guilabel>.</para>\r
680<para>This number may be listed on the paper invoice sent by your provider.</para>\r
681<para><emphasis>This is a required field.</emphasis></para>\r
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682<para><mediaobject>\r
683<alt>screenshot of invoicing</alt>\r
684\r
685<imageobject>\r
65782033 686<imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>\r
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687</imageobject>\r
688</mediaobject></para>\r
689</informalfigure>\r
690</listitem>\r
691\r
692<listitem>\r
693<informalfigure>\r
de0d1fa8 694<para><guilabel>Receive Method</guilabel></para>\r
d5a71f04 695<para>At present only paper invoicing. Electronic invoicing through EDI will be available at a future date.</para>\r
de0d1fa8 696<para><emphasis>This is a required field.</emphasis></para>\r
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697<para><mediaobject>\r
698<alt>screenshot of invoicing</alt>\r
699\r
700<imageobject>\r
65782033 701<imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>\r
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702</imageobject>\r
703</mediaobject></para>\r
704</informalfigure>\r
705</listitem>\r
706\r
707<listitem>\r
708<informalfigure>\r
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709<para><guilabel>Provider</guilabel> and <guilabel>Shipper</guilabel></para>\r
710<para>These fields will auto-complete.</para>\r
711<para>Your shipper is usually the same as your provider.</para>\r
712<para><emphasis>These are required fields.</emphasis></para>\r
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713<para><mediaobject>\r
714<alt>screenshot of invoicing</alt>\r
715\r
716<imageobject>\r
65782033 717<imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>\r
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718</imageobject>\r
719</mediaobject></para>\r
720</informalfigure>\r
721</listitem>\r
722\r
723<listitem>\r
724<informalfigure>\r
8870d07d 725<para><guilabel>Note</guilabel></para>\r
de0d1fa8 726<para>This is an optional field that can be used as needed.</para>\r
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727<para><mediaobject>\r
728<alt>screenshot of invoicing</alt>\r
729\r
730<imageobject>\r
65782033 731<imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>\r
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732</imageobject>\r
733</mediaobject></para>\r
734</informalfigure>\r
735</listitem>\r
736\r
737<listitem>\r
738<informalfigure>\r
de0d1fa8 739<para><guilabel>Payment Method</guilabel></para>\r
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740<para>Available payment methods display in a drop down menu. Additional payment methods can be requested. See \r
741<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
de0d1fa8 742<para><emphasis>This is a required field.</emphasis></para>\r
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743<para><mediaobject>\r
744<alt>screenshot of invoicing</alt>\r
745\r
746<imageobject>\r
65782033 747<imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>\r
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748</imageobject>\r
749</mediaobject></para>\r
750</informalfigure>\r
751</listitem>\r
31063226 752\r
65782033 753<listitem>\r
31063226 754<informalfigure>\r
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755<para><guilabel>Invoice Date</guilabel></para>\r
756<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 757new date using the calendar widget.</para>\r
de0d1fa8 758<para><emphasis>This is a required field.</emphasis></para>\r
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759<para><mediaobject>\r
760<alt>screenshot of invoicing</alt>\r
761\r
762<imageobject>\r
65782033 763<imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>\r
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764</imageobject>\r
765</mediaobject></para>\r
766</informalfigure>\r
31063226 767</listitem>\r
31063226 768\r
65782033 769<listitem>\r
31063226 770<informalfigure>\r
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771<para><guilabel>Invoice Type</guilabel></para>\r
772<para>This field is used if your library distinguishes between types of invoices.</para>\r
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773<para><mediaobject>\r
774<alt>screenshot of invoicing</alt>\r
775\r
776<imageobject>\r
65782033 777<imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata>\r
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778</imageobject>\r
779</mediaobject></para>\r
780</informalfigure>\r
65782033 781</listitem>\r
31063226 782\r
65782033 783<listitem>\r
31063226 784<informalfigure>\r
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785<para><guilabel>Payment Authorization</guilabel></para>\r
786<para>This field is used if your library requires authorization for payments.</para>\r
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787<para><mediaobject>\r
788<alt>screenshot of invoicing</alt>\r
789\r
790<imageobject>\r
65782033 791<imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>\r
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792</imageobject>\r
793</mediaobject></para>\r
794</informalfigure>\r
65782033 795</listitem>\r
31063226 796\r
65782033 797<listitem>\r
31063226 798<informalfigure>\r
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799<para><guilabel>Receiver</guilabel></para>\r
800<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 801down menu.</para>\r
de0d1fa8 802<para><emphasis>This is a required field.</emphasis></para>\r
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803<para><mediaobject>\r
804<alt>screenshot of invoicing</alt>\r
805\r
806<imageobject>\r
65782033 807<imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>\r
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808</imageobject>\r
809</mediaobject></para>\r
810</informalfigure>\r
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811</listitem>\r
812</itemizedlist>\r
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814<informalfigure>\r
815<para>The <guilabel>Invoice Details</guilabel> automatically hides once completed. The <guilabel>Invoice Details</guilabel> can be shown at any time by\r
816clicking <guibutton>Show Details</guibutton>.</para>\r
817<para><mediaobject>\r
818<alt>screenshot of invoicing</alt>\r
819\r
820<imageobject>\r
821<imagedata fileref="media/invoice-details-2.png" scalefit="0"></imagedata>\r
822</imageobject>\r
823</mediaobject></para>\r
824</informalfigure>\r
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825</simplesect>\r
826\r
827</section>\r
828\r
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829<section xml:id="populate-invoice">\r
830<title>Populating Invoices</title>\r
831\r
d5a71f04 832<para>Line items can be added to invoices in three ways:</para>\r
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833\r
834<itemizedlist>\r
835<listitem>\r
836<para><link linkend="link-invoice-purchase-order">Link an Entire Purchase Order to an Existing Invoice</link></para>\r
837</listitem>\r
838<listitem>\r
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839<para><link linkend="link-multiple-lineitem-invoice">Link Multiple Line Items to an Existing Invoice</link></para>\r
840</listitem>\r
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841<listitem>\r
842<para><link linkend="link-search-lineitem">Search for Line Items from an Invoice</link></para>\r
843</listitem>\r
65782033 844</itemizedlist>\r
31063226 845\r
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846 <simplesect xml:id="link-invoice-purchase-order">\r
847 <title>Link an Entire Purchase Order to an Existing Invoice</title>\r
de0d1fa8 848 <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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849<para>For example, an invoice is received for a shipment with items on \r
850purchase 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
851purchase order #2 you simply link the purchase order to the invoice.</para>\r
852\r
853<procedure>\r
854<step>\r
855<para>Open a purchase order.</para>\r
856</step>\r
857\r
858<step>\r
859<informalfigure>\r
860<para>Click <guibutton>Link Invoice</guibutton>.</para>\r
861<para><mediaobject>\r
862<alt>screenshot of invoicing</alt>\r
863\r
864<imageobject>\r
865<imagedata fileref="media/purchaseorder-link-invoice-1.png" scalefit="0"></imagedata>\r
866</imageobject>\r
867</mediaobject></para>\r
868</informalfigure>\r
869</step>\r
870\r
871<step>\r
872<informalfigure>\r
873<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
874<para><mediaobject>\r
875<alt>screenshot of invoicing</alt>\r
876\r
877<imageobject>\r
878<imagedata fileref="media/purchaseorder-link-invoice-2.png" scalefit="0"></imagedata>\r
879</imageobject>\r
880</mediaobject></para>\r
881</informalfigure>\r
882</step>\r
883\r
884<step>\r
885<informalfigure>\r
886<para>Enter the code for the provider. This field will auto-complete.</para>\r
887<para><mediaobject>\r
888<alt>screenshot of invoicing</alt>\r
889\r
890<imageobject>\r
891<imagedata fileref="media/purchaseorder-link-invoice-3.png" scalefit="0"></imagedata>\r
892</imageobject>\r
893</mediaobject></para>\r
894</informalfigure>\r
895</step>\r
896\r
897<step>\r
898<informalfigure>\r
899<para>Click <guibutton>Link</guibutton>.</para>\r
900<para><mediaobject>\r
901<alt>screenshot of invoicing</alt>\r
902\r
903<imageobject>\r
904<imagedata fileref="media/purchaseorder-link-invoice-4.png" scalefit="0"></imagedata>\r
905</imageobject>\r
906</mediaobject></para>\r
907</informalfigure>\r
908</step>\r
909\r
910<step>\r
911<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
912</step>\r
913</procedure>\r
914\r
65782033 915</simplesect>\r
31063226 916\r
793049ba 917<simplesect xml:id="link-multiple-lineitem-invoice">\r
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918<title>Link Multiple Line Items to an Existing Invoice</title>\r
919\r
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920<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
921\r
922<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
923 from your first purchase order and then link the line items from other purchase orders onto your invoice.</para>\r
924\r
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925<procedure>\r
926<step>\r
927<para>Open a purchase order.</para>\r
928</step>\r
929\r
930<step>\r
de0d1fa8 931<informalfigure>\r
793049ba 932<para>Check the boxes beside the line items you would like to link to your invoice.</para>\r
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933<para><mediaobject>\r
934<alt>screenshot of invoicing</alt>\r
935\r
936<imageobject>\r
937<imagedata fileref="media/link-invoice-multiple-1.png" scalefit="0"></imagedata>\r
938</imageobject>\r
939</mediaobject></para>\r
940</informalfigure>\r
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941</step>\r
942\r
943<step>\r
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944<informalfigure>\r
945<para>Using the main <guilabel>Actions</guilabel> menu, select \r
d5a71f04 946<menuchoice><guimenu>Actions</guimenu><guimenuitem>Link Selected Line Items to Invoice</guimenuitem></menuchoice>.</para>\r
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947<para><mediaobject>\r
948<alt>screenshot of invoicing</alt>\r
949\r
950<imageobject>\r
de0d1fa8 951<imagedata fileref="media/link-invoice-multiple-2.png" scalefit="0"></imagedata>\r
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952</imageobject>\r
953</mediaobject></para>\r
954</informalfigure>\r
955</step>\r
956\r
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957<step>\r
958<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 959<para>Enter the code for the provider. This field will auto-complete.</para>\r
de0d1fa8 960<informalfigure>\r
793049ba 961<para>Click <guibutton>Link</guibutton>.</para>\r
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962<para><mediaobject>\r
963<alt>screenshot of invoicing</alt>\r
964\r
965<imageobject>\r
d5a71f04 966<imagedata fileref="media/link-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
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967</imageobject>\r
968</mediaobject></para>\r
969</informalfigure>\r
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970<note><para>The <guilabel>Invoice #</guilabel> and <guilabel>Provider</guilabel> fields are sticky. The information entered in those fields will persist as you \r
971move between purchase orders until you change the information.</para></note>\r
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972</step>\r
973\r
974<step>\r
de0d1fa8 975<informalfigure>\r
2dddf731 976<para>The invoice will open in the same tab with the selected line items attached.</para>\r
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977<para><mediaobject>\r
978<alt>screenshot of invoicing</alt>\r
979\r
980<imageobject>\r
8870d07d 981<imagedata fileref="media/link-invoice-multiple-5.png" scalefit="0"></imagedata>\r
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982</imageobject>\r
983</mediaobject></para>\r
984</informalfigure>\r
793049ba 985</step>\r
2dddf731 986 <step><para>Click <guilabel>Save.</guilabel></para></step>\r
793049ba 987\r
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988</procedure>\r
989\r
990\r
991</simplesect>\r
31063226 992\r
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993<simplesect xml:id="link-search-lineitem">\r
994<title>Search for Line Items from an Invoice</title>\r
995\r
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996 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
997 xlink:title="http://www.esilibrary.com/esi/docs/?p=1405"\r
998 xlink:href="http://www.esilibrary.com/esi/docs/?p=1405">Evergreen\r
999 Community</link></emphasis></para>\r
dd5388ee 1000 \r
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1001\r
1002<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
1003\r
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1004<procedure>\r
1005\r
1006<step>\r
1007<para>Open an invoice or <link linkend="create-blanket-invoice">create an invoice</link>.</para>\r
1008</step>\r
1009\r
1010<step>\r
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1011<informalfigure>\r
1012<para>Click the <guibutton>Search</guibutton> tab.</para>\r
1013<para><mediaobject>\r
1014<alt>screenshot of invoicing</alt>\r
1015\r
1016<imageobject>\r
1017<imagedata fileref="media/search-invoice-lineitem-1.png" scalefit="0"></imagedata>\r
1018</imageobject>\r
1019</mediaobject></para>\r
1020</informalfigure>\r
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1021</step>\r
1022\r
1023<step>\r
de0d1fa8 1024<informalfigure>\r
793049ba 1025<para>Select your search criteria from the drop down menu.</para>\r
8870d07d 1026<para>See <link linkend="lineitem-search">Searching for Line Items</link> for general searching tips.</para>\r
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1027<para><mediaobject>\r
1028<alt>screenshot of invoicing</alt>\r
1029\r
1030<imageobject>\r
1031<imagedata fileref="media/search-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
1032</imageobject>\r
1033</mediaobject></para>\r
1034</informalfigure>\r
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1035</step>\r
1036\r
1037<step>\r
de0d1fa8 1038<informalfigure>\r
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1039<para> The <guilabel>Limit to Invoiceable Items</guilabel> check box is checked by default.</para>\r
1040<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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1041<para><mediaobject>\r
1042<alt>screenshot of invoicing</alt>\r
1043\r
1044<imageobject>\r
1045<imagedata fileref="media/search-invoice-lineitem-3.png" scalefit="0"></imagedata>\r
1046</imageobject>\r
1047</mediaobject></para>\r
1048</informalfigure>\r
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1049</step>\r
1050\r
1051<step>\r
de0d1fa8 1052<informalfigure>\r
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1053<para>The <guilabel>Sort by title</guilabel> check box is optional.</para>\r
1054<para>By default, results are listed by line number. This check box sorts the results by ascending title.</para>\r
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1055<para><mediaobject>\r
1056<alt>screenshot of invoicing</alt>\r
1057\r
1058<imageobject>\r
1059<imagedata fileref="media/search-invoice-lineitem-4.png" scalefit="0"></imagedata>\r
1060</imageobject>\r
1061</mediaobject></para>\r
1062</informalfigure>\r
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1063</step>\r
1064\r
1065<step>\r
de0d1fa8 1066<informalfigure>\r
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1067<para>Click <guilabel>Search</guilabel> or press <guibutton>Enter</guibutton> on your keyboard.</para>\r
1068<note><para><guibutton>Search</guibutton> will start a new search while <guibutton>Enter</guibutton> will build on your current search.</para>\r
1069<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
1070results 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
1071building your list.</para></note>\r
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1072<para><mediaobject>\r
1073<alt>screenshot of invoicing</alt>\r
1074\r
1075<imageobject>\r
1076<imagedata fileref="media/search-invoice-lineitem-5.png" scalefit="0"></imagedata>\r
1077</imageobject>\r
1078</mediaobject></para>\r
1079</informalfigure>\r
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1080</step>\r
1081\r
1082<step>\r
de0d1fa8 1083<informalfigure>\r
793049ba 1084<para>Use the <guilabel>Next</guilabel> and <guilabel>Back</guilabel> links to navigate through the results.</para>\r
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1085<para><mediaobject>\r
1086<alt>screenshot of invoicing</alt>\r
1087\r
1088<imageobject>\r
1089<imagedata fileref="media/search-invoice-lineitem-6.png" scalefit="0"></imagedata>\r
1090</imageobject>\r
1091</mediaobject></para>\r
1092</informalfigure>\r
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1093</step>\r
1094\r
1095<step>\r
de0d1fa8 1096<informalfigure>\r
793049ba 1097<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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1098<para><mediaobject>\r
1099<alt>screenshot of invoicing</alt>\r
1100\r
1101<imageobject>\r
1102<imagedata fileref="media/search-invoice-lineitem-7.png" scalefit="0"></imagedata>\r
1103</imageobject>\r
1104</mediaobject></para>\r
1105</informalfigure>\r
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1106</step>\r
1107\r
1108<step>\r
de0d1fa8 1109<para>The selected line items are highlighted, and the invoice summary at the top of the screen updates.</para>\r
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1110</step>\r
1111\r
1112<step>\r
de0d1fa8 1113<informalfigure>\r
793049ba 1114<para>Click the <guilabel>Invoice</guilabel> tab to see the updated invoice.</para>\r
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1115<para><mediaobject>\r
1116<alt>screenshot of invoicing</alt>\r
1117\r
1118<imageobject>\r
aac555ed 1119<imagedata fileref="media/search-invoice-lineitem-8.png" scalefit="0"></imagedata>\r
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1120</imageobject>\r
1121</mediaobject></para>\r
1122</informalfigure>\r
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1123</step>\r
1124\r
1125</procedure>\r
1126\r
1127</simplesect>\r
1128\r
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1129</section>\r
1130\r
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1131 <section xml:id="invoice-blanket-order">\r
1132 <title>Invoice and Receive Blanket Orders</title>\r
d1eaf1bc 1133 <para>Blanket orders allow staff to invoice an encumbered amount multiple times, paying off the charge over a period of time.</para>\r
2dddf731 1134 <para>The following instructions are for <guilabel>Invoicing and Receiving</guilabel> Blanket Order items.</para> \r
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1135 <para>You must <link linkend="create-blanket-order">Create a Blanket Purchase Order</link>\r
1136 before you create an invoice for Blanket order items. </para>\r
d1eaf1bc 1137 \r
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1138<note><para>Invoices for <guilabel>Blanket Order</guilabel> items must be created from the\r
1139 <guilabel>Purchase Order Interface</guilabel></para></note>\r
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1140 \r
1141 <procedure>\r
1142 <step>\r
1143 <informalfigure>\r
d1eaf1bc 1144 <para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Purchase Orders</guimenuitem></menuchoice>.</para>\r
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1145 <para><mediaobject>\r
1146 <alt>screenshot of purchase order</alt>\r
1147 \r
1148 <imageobject>\r
d1eaf1bc 1149 <imagedata fileref="media/purchase-search-1.png" scalefit="0"></imagedata>\r
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1150 </imageobject>\r
1151 </mediaobject></para>\r
1152 </informalfigure>\r
1153 </step>\r
1154 <step>\r
1155 <informalfigure>\r
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1156 <para>By default the search interface is set to search for on-order purchase orders created by your ordering agency.</para>\r
1157 <para>If this is the search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
1158 <para><mediaobject>\r
1159 <alt>screenshot of the Purchase Order Search</alt>\r
1160 \r
1161 <imageobject>\r
1162 <imagedata fileref="media/invoice-blanketorder-posearch.png" width="100%" scalefit="1"></imagedata>\r
1163 </imageobject>\r
1164 </mediaobject></para>\r
1165 </informalfigure>\r
1166 </step>\r
1167 <step>\r
1168 <informalfigure>\r
2dddf731 1169 <para>Click the hyperlinked Purchase Order <guilabel>Name</guilabel> to open the Blanket Order.</para>\r
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1170 <para><mediaobject>\r
1171 <alt>screenshot of purchase order</alt>\r
1172 \r
1173 <imageobject>\r
1174 <imagedata fileref="media/invoice-blanketorder-posearch-1.png" width="100%" scalefit="1"></imagedata>\r
1175 </imageobject>\r
1176 </mediaobject></para>\r
1177 </informalfigure>\r
1178 </step> \r
1179 <step>\r
1180 <informalfigure>\r
1181 <para>Click <guilabel>Create Invoice.</guilabel></para>\r
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1182 <para><mediaobject>\r
1183 <alt>screenshot of purchase order</alt>\r
1184 \r
1185 <imageobject>\r
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1186 <imagedata fileref="media/invoice-blanketorder-create.png" width="100%" scalefit="1"></imagedata>\r
1187 </imageobject>\r
1188 </mediaobject></para>\r
1189 </informalfigure>\r
1190 </step> \r
1191 <step>\r
1192 <informalfigure>\r
1193 <para>Fill in the top section of the invoice. See <link linkend="invoice-details"> Invoice Details</link> for guidelines.</para>\r
1194 <para><mediaobject>\r
1195 <alt>screenshot of invoice</alt>\r
1196 <imageobject>\r
1197 <imagedata fileref="media/invoice-blanketorder-details.png" scalefit="0"></imagedata>\r
1198 </imageobject>\r
1199 </mediaobject></para>\r
1200 </informalfigure>\r
2dddf731 1201 </step> \r
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1202 <step>\r
1203 <informalfigure>\r
1204 <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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1205 <itemizedlist>\r
1206 <listitem>\r
1207 <para>The <guilabel>Fund</guilabel> will have auto-populated with the <guilabel>Fund</guilabel> used on the <guilabel>Purchase Order.</guilabel></para>\r
1208 </listitem>\r
1209 </itemizedlist>\r
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1210 <para><mediaobject>\r
1211 <alt>screenshot of invoice</alt>\r
1212 <imageobject>\r
1213 <imagedata fileref="media/invoice-blanketorder-billed.png" width="100%" scalefit="1"></imagedata>\r
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1214 </imageobject>\r
1215 </mediaobject></para>\r
1216 </informalfigure>\r
1217 </step> \r
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1218 <step>\r
1219 <para>Enter an optional <guilabel>Title / Description</guilabel>.</para> \r
1220 </step> \r
1221 <step><informalfigure>\r
1222 <para>Click <guilabel>Save</guilabel> to save the changes you have made.</para>\r
1223 <para><mediaobject>\r
1224 <alt>screenshot of invoice</alt>\r
1225 <imageobject>\r
1226 <imagedata fileref="media/invoice-blanketorder-saved.png" width="100%" scalefit="1"></imagedata>\r
1227 </imageobject>\r
1228 </mediaobject></para>\r
1229 </informalfigure>\r
1230 </step>\r
1231 <step><para>Click <guilabel>Close</guilabel> to close the invoice. Funds will change from encumbered to spent.</para></step>\r
ea3adf1e 1232 </procedure>\r
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1233<note><para>Blanket Order items do not need to be <guilabel>Marked as Received</guilabel> as these charges\r
1234 are not linked to Acquisitions line items.</para></note> \r
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1235 \r
1236 \r
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1237 <simplesect xml:id="complete-blanket-order-invoice">\r
1238 <title>Finalize Blanket Order</title>\r
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1239 <para>When the final shipment arrives, <link linkend="invoice-blanket-order">Create an invoice</link>. Select the\r
1240 <guilabel>Final Invoice for Blanket Order</guilabel> checkbox to mark the Blanket\r
1241 Purchase Order as <guilabel>Received</guilabel> and drop any remaining encumbrances to $0.00.</para>\r
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1242 \r
1243 <procedure>\r
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1244 <step><para><link linkend="invoice-blanket-order">Create an invoice from the Blanket Order PO</link></para></step>\r
1245 <step><para><link linkend="invoice-details">Complete the Invoice Details</link></para></step>\r
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1246 <step>\r
1247 <informalfigure>\r
2dddf731 1248 <para>Check the<guilabel>Final Invoice for Blanket Order</guilabel> checkbox.</para>\r
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1249 <para><mediaobject>\r
1250 <alt>screenshot of invoice</alt>\r
1251 \r
1252 <imageobject>\r
2dddf731 1253 <imagedata fileref="media/invoice-blanketorder-finalized.png" width="100%" scalefit="1"></imagedata>\r
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1254 </imageobject>\r
1255 </mediaobject></para>\r
1256 </informalfigure>\r
1257 </step>\r
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1258 <step> <para>Enter the amount billed into the <guilabel>Billed</guilabel> field. The <guilabel>Paid</guilabel> field will auto-fill to match.</para></step>\r
1259 <step><para>Click <guilabel>Save</guilabel> to save the changes you have made.</para></step>\r
1260 <step>\r
1261 <informalfigure>\r
1262 <para>Click <guilabel>Close</guilabel> to close the invoice. The Purchase Order will be marked as received and any remaining encumbrances set to $0.00.</para>\r
1263 <para><mediaobject>\r
1264 <alt>screenshot of invoice</alt>\r
1265 \r
1266 <imageobject>\r
1267 <imagedata fileref="media/invoice-blanketorder-poreceived.png" width="100%" scalefit="1"></imagedata>\r
1268 </imageobject>\r
1269 </mediaobject></para>\r
1270 </informalfigure>\r
1271 </step>\r
1272 \r
1273 \r
ea3adf1e 1274 </procedure>\r
16d49c29 1275 </simplesect>\r
ea3adf1e 1276 </section>\r
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1277\r
1278 <section xml:id="charges-invoice">\r
1279<title>Invoice Charges</title>\r
1280\r
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1281<para>You can add additional charges to any invoice. Possible charges include taxes and shipping fees as well as charges for items that \r
1282are 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
1283for a list of the charge types available.</para>\r
1284\r
8870d07d 1285<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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1286proportionally among the funds in use on the invoice based on how much is being spent out of each fund.</para>\r
1287\r
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1288<para><link linkend="add-charges-invoice">Add Charges to an Invoice</link></para>\r
1289<para><link linkend="delete-charges-invoice">Delete Charges from an Invoice</link></para>\r
1290\r
1291<simplesect xml:id="add-charges-invoice">\r
1292 <title>Add Charges to an Invoice</title>\r
1293 \r
1294<procedure>\r
1295<step>\r
1296<para>Open an invoice.</para>\r
1297</step>\r
1298\r
1299<step>\r
1300<informalfigure>\r
1301<para>Click the <guilabel>Add Charge...</guilabel> link.</para>\r
1302<para><mediaobject>\r
1303<alt>screenshot of invoicing</alt>\r
1304\r
1305<imageobject>\r
1306<imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata>\r
1307</imageobject>\r
1308</mediaobject></para>\r
1309</informalfigure>\r
1310</step>\r
1311\r
1312<step>\r
1313<informalfigure>\r
9880bf27 1314<para>Choose the charge you would like to apply from the <guilabel>Charge Type</guilabel> drop down menu.</para>\r
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1315<para><mediaobject>\r
1316<alt>screenshot of invoicing</alt>\r
1317\r
1318<imageobject>\r
1319<imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata>\r
1320</imageobject>\r
1321</mediaobject></para>\r
1322</informalfigure>\r
1323</step>\r
1324\r
1325<step>\r
1326<informalfigure>\r
9880bf27 1327<para>Using the drop down menu, choose the fund from which payment for the charge will come.</para>\r
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1328<para><mediaobject>\r
1329<alt>screenshot of invoicing</alt>\r
1330\r
1331<imageobject>\r
1332<imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata>\r
1333</imageobject>\r
1334</mediaobject></para>\r
1335</informalfigure>\r
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1336<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
1337 funds to apply the charges to based on the contents of the invoice.</para></note>\r
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1338</step>\r
1339\r
1340<step>\r
1341<informalfigure>\r
1342<para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para>\r
1343<para><mediaobject>\r
1344<alt>screenshot of invoicing</alt>\r
1345\r
1346<imageobject>\r
1347<imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata>\r
1348</imageobject>\r
1349</mediaobject></para>\r
1350</informalfigure>\r
1351</step>\r
1352\r
1353<step>\r
1354<informalfigure>\r
1355<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
1356<para><mediaobject>\r
1357<alt>screenshot of invoicing</alt>\r
1358\r
1359<imageobject>\r
1360<imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata>\r
1361</imageobject>\r
1362</mediaobject></para>\r
1363</informalfigure>\r
1364</step>\r
1365\r
1366<step>\r
1367<informalfigure>\r
8870d07d 1368<para>There are two options for saving an invoice:</para> \r
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1369<para><mediaobject>\r
1370<alt>screenshot of invoicing</alt>\r
1371\r
1372<imageobject>\r
1373<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1374</imageobject>\r
1375</mediaobject></para>\r
1376</informalfigure>\r
1377\r
1378<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
8870d07d 1379<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
92e3b46c 1380\r
31063226 1381</step>\r
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1382 \r
1383 <step>\r
1384 <informalfigure>\r
4591993e 1385 <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
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1386 items and invoice charges have been added the invoice must be closed. </para>\r
1387 <para><mediaobject>\r
1388 <alt>screenshot of invoicing</alt>\r
1389 \r
1390 <imageobject>\r
1391 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
1392 </imageobject>\r
1393 </mediaobject></para>\r
1394 </informalfigure>\r
1395 </step>\r
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1396\r
1397</procedure>\r
92e3b46c 1398 <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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1399\r
1400</simplesect>\r
1401\r
1402<simplesect xml:id="delete-charges-invoice">\r
1403<title>Delete Charges from an Invoice</title>\r
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1404<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
1405See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para>\r
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1406\r
1407<procedure>\r
1408\r
1409<step>\r
9880bf27 1410<para>Open an invoice.</para>\r
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1411</step>\r
1412\r
1413<step>\r
1414<informalfigure>\r
1415<para>Click the <guilabel>Delete</guilabel> link adjacent to the charge line.</para>\r
1416<para><mediaobject>\r
1417<alt>screenshot of invoicing</alt>\r
1418\r
1419<imageobject>\r
1420<imagedata fileref="media/delete-charge-invoice-1.png" scalefit="0"></imagedata>\r
1421</imageobject>\r
1422</mediaobject></para>\r
1423</informalfigure>\r
1424</step>\r
1425\r
1426<step>\r
1427<informalfigure>\r
1428<para>Confirm that you wish to delete the charge by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1429<para><mediaobject>\r
1430<alt>screenshot of invoicing</alt>\r
1431\r
1432<imageobject>\r
1433<imagedata fileref="media/delete-charge-invoice-2.png" scalefit="0"></imagedata>\r
1434</imageobject>\r
1435</mediaobject></para>\r
1436</informalfigure>\r
1437</step>\r
1438\r
1439<step>\r
1440<informalfigure>\r
1441<para>The charge is deleted and removed from the invoice.</para>\r
1442<para><mediaobject>\r
1443<alt>screenshot of invoicing</alt>\r
1444\r
1445<imageobject>\r
1446<imagedata fileref="media/delete-charge-invoice-3.png" scalefit="0"></imagedata>\r
1447</imageobject>\r
1448</mediaobject></para>\r
1449</informalfigure>\r
1450</step>\r
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1451\r
1452<step>\r
1453<informalfigure>\r
8870d07d 1454<para>There are two options for saving an invoice:</para> \r
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1455<para><mediaobject>\r
1456<alt>screenshot of invoicing</alt>\r
1457\r
1458<imageobject>\r
1459<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1460</imageobject>\r
1461</mediaobject></para>\r
1462</informalfigure>\r
1463\r
1464<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
8870d07d 1465<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
9880bf27 1466</step>\r
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1467 <step>\r
1468 <informalfigure>\r
4591993e 1469 <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
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1470 items and invoice charges have been added the invoice must be closed. </para>\r
1471 <para><mediaobject>\r
1472 <alt>screenshot of invoicing</alt>\r
1473 \r
1474 <imageobject>\r
1475 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
1476 </imageobject>\r
1477 </mediaobject></para>\r
1478 </informalfigure>\r
1479 </step>\r
31063226 1480</procedure>\r
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1481<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
1482\r
1483\r
1484\r
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1485\r
1486</simplesect>\r
1487\r
1488</section> \r
1489 \r
1490 <section xml:id="add-copies-invoice">\r
1491 <title>Add Additional Copies to an Invoice</title>\r
1492 <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
1493<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
1494\r
1495<procedure>\r
1496<step>\r
1497<para>Open an invoice.</para>\r
1498</step>\r
1499\r
1500<step>\r
1501<informalfigure>\r
1502<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
1503<para><mediaobject>\r
1504<alt>screenshot of invoicing</alt>\r
1505\r
1506<imageobject>\r
1507<imagedata fileref="media/add-copies-invoice-5.png" scalefit="0"></imagedata>\r
1508</imageobject>\r
1509</mediaobject></para>\r
1510</informalfigure>\r
1511</step>\r
1512\r
1513<step>\r
31063226 1514<para>The <guilabel>Extra Items</guilabel> pop up will appear to confirm the number of copies you are adding.</para>\r
31063226 1515<para>Select a fund from the drop down menu to apply to the new copies.</para>\r
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1516<informalfigure>\r
1517<para>Click <guibutton>Add New Items</guibutton>.</para>\r
1518<para><mediaobject>\r
1519<alt>screenshot of invoicing</alt>\r
1520\r
1521<imageobject>\r
d5a71f04 1522<imagedata fileref="media/add-copies-invoice-2.png" scalefit="0"></imagedata>\r
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1523</imageobject>\r
1524</mediaobject></para>\r
1525</informalfigure>\r
1526</step>\r
1527\r
1528<step>\r
1529<informalfigure>\r
1530<para>Click <guibutton>Save</guibutton> to allow the changes to take effect.</para>\r
1531<para><mediaobject>\r
1532<alt>screenshot of invoicing</alt>\r
1533\r
1534<imageobject>\r
1535<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1536</imageobject>\r
1537</mediaobject></para>\r
1538</informalfigure>\r
1539</step>\r
1540\r
1541<step>\r
1542<informalfigure>\r
1543<para>The <guilabel>Title Details</guilabel> for the line item will update to reflect the additional copies. The additional copies are automatically received\r
1544in the system. Proceed with paying the invoice.</para>\r
1545<para><mediaobject>\r
1546<alt>screenshot of invoicing</alt>\r
1547\r
1548<imageobject>\r
1549<imagedata fileref="media/add-copies-invoice-6.png" scalefit="0"></imagedata>\r
1550</imageobject>\r
1551</mediaobject></para>\r
1552</informalfigure>\r
1553<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
1554 section.</para></note>\r
1555</step>\r
1556\r
1557</procedure>\r
1558\r
1559</section> \r
1560 <section xml:id="detach-lineitem-invoice">\r
1561 <title>Detach Line Items from an Invoice</title>\r
1562 \r
1563<procedure>\r
1564<step>\r
1565<para>Open an invoice.</para>\r
1566</step>\r
1567\r
1568<step>\r
1569<informalfigure>\r
1570<para>Click the <guilabel>Detach</guilabel> link adjacent to the line item you wish to remove.</para>\r
1571<para><mediaobject>\r
1572<alt>screenshot of invoicing</alt>\r
1573\r
1574<imageobject>\r
1575<imagedata fileref="media/detach-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
1576</imageobject>\r
1577</mediaobject></para>\r
1578</informalfigure>\r
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1579</step>\r
1580\r
1581<step>\r
1582<informalfigure>\r
1583<para>Confirm that you wish to detach the line item by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1584<para><mediaobject>\r
1585<alt>screenshot of invoicing</alt>\r
1586\r
1587<imageobject>\r
1588<imagedata fileref="media/detach-lineitem-invoice-2.png" scalefit="0"></imagedata>\r
1589</imageobject>\r
1590</mediaobject></para>\r
1591</informalfigure>\r
1592</step>\r
1593\r
1594<step>\r
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1595<para>If your invoice is complete and contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1596</step>\r
1597\r
1598<step>\r
31063226 1599<informalfigure>\r
793049ba 1600<para>Save the invoice. There are two options for saving an invoice:</para>\r
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1601<para><mediaobject>\r
1602<alt>screenshot of invoicing</alt>\r
1603\r
1604<imageobject>\r
1605<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1606</imageobject>\r
1607</mediaobject></para>\r
1608</informalfigure>\r
1609 \r
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1610\r
1611<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1612<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
31063226 1613</step>\r
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1614 <step>\r
1615 <informalfigure>\r
4591993e 1616 <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
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1617 items and invoice charges have been added the invoice must be closed. </para>\r
1618 <para><mediaobject>\r
1619 <alt>screenshot of invoicing</alt>\r
1620 \r
1621 <imageobject>\r
1622 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
1623 </imageobject>\r
1624 </mediaobject></para>\r
1625 </informalfigure>\r
1626 </step>\r
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1627\r
1628</procedure>\r
92e3b46c 1629 <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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1630<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
1631\r
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1632</section> \r
1633\r
9880bf27 1634\r
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1635 <section xml:id="view-invoice">\r
1636 <title>View an Invoice</title>\r
1637 <para>You can view an invoice in one of three ways:</para>\r
1638<itemizedlist>\r
1639<listitem>\r
1640<para><link linkend="view-invoice-search">View Invoices through a Search</link></para>\r
1641</listitem>\r
1642<listitem>\r
1643<para><link linkend="view-invoice-purchase-order">View Invoices on a Purchase Order</link></para>\r
1644</listitem>\r
1645<listitem>\r
1646<para><link linkend="view-invoice-lineitem">View Invoices Attached to a Line Item</link></para>\r
1647</listitem>\r
1648</itemizedlist>\r
1649\r
1650<simplesect xml:id="view-invoice-search">\r
1651<title>View Invoices through a Search</title>\r
1652\r
1653<para><link linkend="invoice-search-tips">Search Tips</link></para>\r
1654<para>The default invoice search allows you to quickly generate a list of open invoices.</para> \r
1655<para>This search can also easily be modified to search for invoices using other parameters.</para>\r
1656\r
1657<procedure>\r
1658<step>\r
1659<informalfigure>\r
1660<para>To access the searching interface, select\r
1661<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1662<para><mediaobject>\r
1663<alt>screenshot of the Invoice Search</alt>\r
1664\r
1665<imageobject>\r
1666<imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata>\r
1667</imageobject>\r
1668</mediaobject></para>\r
1669</informalfigure>\r
1670</step>\r
1671\r
1672<step>\r
1673<informalfigure>\r
1674<para>By default the search interface is set to search for open invoices created by your ordering agency.</para>\r
1675<para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
1676<para><mediaobject>\r
1677<alt>screenshot of the Invoice Search</alt>\r
1678\r
1679<imageobject>\r
1680<imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata>\r
1681</imageobject>\r
1682</mediaobject></para>\r
1683</informalfigure>\r
1684</step>\r
1685</procedure>\r
1686</simplesect>\r
1687\r
1688<simplesect xml:id="view-invoice-purchase-order">\r
1689<title>View Invoices on a Purchase Order</title>\r
1690\r
1691<procedure>\r
1692<step>\r
1693<para>Open a purchase order.</para>\r
1694</step>\r
1695\r
1696<step>\r
1697<informalfigure>\r
1698<para>Click <guibutton>View Invoices</guibutton>. The number in parentheses indicates the number of invoices attached to the purchase order.</para>\r
1699<para><mediaobject>\r
1700<alt>screenshot of invoicing</alt>\r
1701\r
1702<imageobject>\r
1703<imagedata fileref="media/view-link-po-invoice-1.png" scalefit="0"></imagedata>\r
1704</imageobject>\r
1705</mediaobject></para>\r
1706</informalfigure>\r
1707</step>\r
1708\r
1709<step>\r
1710<informalfigure>\r
1711<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1712<para><mediaobject>\r
1713<alt>screenshot of invoicing</alt>\r
1714\r
1715<imageobject>\r
1716<imagedata fileref="media/view-link-po-invoice-2.png" scalefit="0"></imagedata>\r
1717</imageobject>\r
1718</mediaobject></para>\r
1719</informalfigure>\r
1720</step>\r
1721</procedure>\r
1722</simplesect>\r
1723\r
1724<simplesect xml:id="view-invoice-lineitem">\r
1725<title>View Invoices Attached to a Line Item</title>\r
1726\r
1727<procedure>\r
1728<step>\r
9880bf27 1729<para>Open a purchase order.</para>\r
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1730</step>\r
1731\r
1732<step>\r
1733<informalfigure>\r
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1734<para>Click <guilabel>view invoice(s)</guilabel> on the Line Item.</para>\r
1735\r
1736<para><mediaobject>\r
1737<alt>screenshot of invoicing</alt>\r
1738\r
1739<imageobject>\r
4faa3aa2 1740<imagedata fileref="media/view-link-lineitem-invoice-1b.png" width="100%" scalefit="1"></imagedata>\r
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1741</imageobject>\r
1742</mediaobject></para>\r
1743</informalfigure>\r
1744\r
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1745</step>\r
1746\r
1747<step>\r
1748<informalfigure>\r
1749<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1750<para><mediaobject>\r
1751<alt>screenshot of invoicing</alt>\r
1752\r
1753<imageobject>\r
4faa3aa2 1754<imagedata fileref="media/view-invoice-6.png" width="100%" scalefit="1"></imagedata>\r
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1755</imageobject>\r
1756</mediaobject></para>\r
1757</informalfigure>\r
1758</step>\r
1759</procedure>\r
1760</simplesect>\r
1761\r
1762</section> \r
1763 <section xml:id="print-invoice">\r
1764 <title>Printing Invoices</title>\r
1765 <para>Invoices can be printed individually or as a batch from the search grid.</para>\r
1766\r
1767<procedure>\r
1768<step>\r
1769<informalfigure>\r
1770<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1771<para><mediaobject>\r
1772<alt>screenshot of invoicing</alt>\r
1773\r
1774<imageobject>\r
1775<imagedata fileref="media/view-invoice-1.png" scalefit="0"></imagedata>\r
1776</imageobject>\r
1777</mediaobject></para>\r
1778</informalfigure>\r
1779</step>\r
1780\r
1781<step>\r
1782<para>This opens the Acquisitions Search screen. Use this search to retrieve the invoices you would like to print. For more information see \r
1783<link linkend="view-invoice-search">View Invoices through a Search</link>.</para>\r
1784</step>\r
1785\r
1786<step>\r
1787<informalfigure>\r
1788<para>Check the boxes adjacent to the invoices you would like to print.</para>\r
1789<para><mediaobject>\r
1790<alt>screenshot of invoicing</alt>\r
1791\r
1792<imageobject>\r
4faa3aa2 1793<imagedata fileref="media/print-invoice-1.png" width="100%" scalefit="1"></imagedata>\r
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1794</imageobject>\r
1795</mediaobject></para>\r
1796</informalfigure>\r
1797<tip><para>You can select only one invoice if you only want to print a specific invoice.</para></tip>\r
1798</step>\r
1799\r
1800<step>\r
1801<informalfigure>\r
1802<para>Click <guibutton>Print Selected Invoices</guibutton>.</para>\r
1803<para><mediaobject>\r
1804<alt>screenshot of invoicing</alt>\r
1805\r
1806<imageobject>\r
4faa3aa2 1807 <imagedata fileref="media/print-invoice-2.png" width="100%" scalefit="1"></imagedata>\r
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1808</imageobject>\r
1809</mediaobject></para>\r
1810</informalfigure>\r
1811</step>\r
1812\r
1813<step>\r
1814<informalfigure>\r
1815<para>Select your printer and click <guibutton>OK</guibutton>.</para>\r
1816<para><mediaobject>\r
1817<alt>screenshot of invoicing</alt>\r
1818\r
1819<imageobject>\r
1820<imagedata fileref="media/print-invoice-3.png" scalefit="0"></imagedata>\r
1821</imageobject>\r
1822</mediaobject></para>\r
1823</informalfigure>\r
1824</step>\r
1825\r
1826</procedure>\r
1827\r
1828</section> \r
1829 <section xml:id="pay-invoice">\r
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1830 <title>Close an Invoice</title>\r
1831<para>Invoices must be paid and closed in Evergreen for funds to move from encumbered to spent. </para>\r
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1832 \r
1833<procedure>\r
1834<step>\r
1835<para>Open or create an invoice.</para>\r
1836</step>\r
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1837 \r
1838 <step>\r
1839 <informalfigure>\r
1840 <para>Ensure information is entered into all of the required fields.</para>\r
1841 <para>\r
1842 <mediaobject>\r
1843 <alt>screenshot of invoicing</alt>\r
1844 <imageobject>\r
4591993e 1845 <imagedata fileref="media/complete-invoice.png" width="100%" scalefit="1"/>\r
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1846 </imageobject>\r
1847 </mediaobject>\r
1848 </para>\r
1849 </informalfigure>\r
1850 <para>Required fields are:</para>\r
1851 <itemizedlist>\r
1852 <listitem>\r
1853 <para>Vendor Invoice ID</para>\r
1854 </listitem>\r
1855 <listitem>\r
1856 <para>Provider</para>\r
1857 </listitem>\r
1858 <listitem>\r
1859 <para>Payment Method</para>\r
1860 </listitem>\r
1861 <listitem>\r
1862 <para>Invoice Date</para>\r
1863 </listitem>\r
1864 <listitem>\r
1865 <para>Shipper</para>\r
1866 </listitem>\r
1867 <listitem>\r
1868 <para>Receiver</para>\r
1869 </listitem>\r
1870 <listitem>\r
1871 <para># Invoiced/# Paid</para>\r
1872 </listitem>\r
1873 <listitem>\r
1874 <para>Billed</para>\r
1875 </listitem>\r
1876 <listitem>\r
1877 <para>Paid</para>\r
1878 </listitem>\r
1879 </itemizedlist>\r
1880 <para>The totals at the bottom of the invoice will calculate based on the information\r
1881 entered.</para>\r
1882 <note>\r
1883 <para>These totals must match or the invoice will not close.</para>\r
1884 </note>\r
1885 </step>\r
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1886\r
1887<step>\r
1888<informalfigure>\r
87a80b55 1889<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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1890<para><mediaobject>\r
1891<alt>screenshot of invoicing</alt>\r
1892\r
1893<imageobject>\r
4591993e 1894<imagedata fileref="media/complete-invoice-billed.png" width="100%" scalefit="1"></imagedata>\r
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1895</imageobject>\r
1896</mediaobject></para>\r
1897</informalfigure>\r
1898</step>\r
1899\r
1900<step>\r
de0d1fa8 1901<informalfigure>\r
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1902<para>If your invoice contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1903<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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1904<para><mediaobject>\r
1905<alt>screenshot of invoicing</alt>\r
1906\r
1907<imageobject>\r
1908<imagedata fileref="media/prorate-invoice-1.png" scalefit="0"></imagedata>\r
1909</imageobject>\r
1910</mediaobject></para>\r
1911</informalfigure>\r
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1912</step>\r
1913\r
1914<step>\r
31063226 1915<informalfigure>\r
793049ba 1916<para>Save the invoice. There are two options for saving an invoice:</para> \r
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1917<para><mediaobject>\r
1918<alt>screenshot of invoicing</alt>\r
1919\r
1920<imageobject>\r
1921<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1922</imageobject>\r
1923</mediaobject></para>\r
1924</informalfigure>\r
1925\r
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1926<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1927<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
1928\r
31063226 1929</step>\r
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1930 <step>\r
1931 <informalfigure>\r
4591993e 1932 <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
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1933 items and invoice charges have been added the invoice must be closed. </para>\r
1934 <para><mediaobject>\r
1935 <alt>screenshot of invoicing</alt>\r
1936 \r
1937 <imageobject>\r
1938 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
1939 </imageobject>\r
1940 </mediaobject></para>\r
1941 </informalfigure>\r
1942 </step>\r
31063226 1943</procedure>\r
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1944 \r
1945 <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
1946 <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
1947 <para><mediaobject><alt>Screenshot of line item</alt>\r
47f6908a 1948 <imageobject><imagedata fileref="media/invoice-lineitem-paid.png" width="100%" scalefit="1"></imagedata></imageobject></mediaobject></para></informalfigure></note>\r
92e3b46c 1949 \r
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1950</section> \r
1951 <section xml:id="reopen-invoice">\r
1952 <title>Re-open an Invoice</title>\r
9880bf27 1953 <para>Completed invoices can be re-opened at anytime by users with appropriate permissions.</para>\r
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1954\r
1955<procedure>\r
1956<step>\r
1957<para>Bring up the completed invoice you wish to re-open.</para>\r
1958</step>\r
1959\r
1960<step>\r
1961<informalfigure>\r
1962<para>At the bottom of the invoice click <guibutton>Reopen Invoice</guibutton>.</para>\r
1963<para><mediaobject>\r
1964<alt>screenshot of invoicing</alt>\r
1965\r
1966<imageobject>\r
1967<imagedata fileref="media/reopen-invoice-1.png" scalefit="0"></imagedata>\r
1968</imageobject>\r
1969</mediaobject></para>\r
1970</informalfigure>\r
1971</step>\r
1972\r
1973<step>\r
1974<informalfigure>\r
4591993e 1975<para>The invoice is now open and can be edited.</para>\r
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1976<para><mediaobject>\r
1977<alt>screenshot of invoicing</alt>\r
1978\r
1979<imageobject>\r
1980<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
1981</imageobject>\r
1982</mediaobject></para>\r
1983</informalfigure>\r
1984</step>\r
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1985 <step>\r
1986 <informalfigure>\r
1987 <para>Click <guibutton>Close</guibutton> to close the invoice once finished.</para>\r
1988 <para><mediaobject>\r
1989 <alt>screenshot of invoicing</alt>\r
1990 \r
1991 <imageobject>\r
1992 <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
1993 </imageobject>\r
1994 </mediaobject></para>\r
1995 </informalfigure>\r
1996 </step>\r
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1997</procedure>\r
1998\r
1999</section> \r
2000</chapter>\r