add section for vendor created invoices via EDI
authorChristine Burns <christine.burns@bc.libraries.coop>
Thu, 18 May 2017 19:04:42 +0000 (12:04 -0700)
committerChristine Burns <christine.burns@bc.libraries.coop>
Thu, 18 May 2017 19:04:42 +0000 (12:04 -0700)
Signed-off-by: Christine Burns <christine.burns@bc.libraries.coop>
acq/acq-invoices.xml
acq/media/ediinvcharge.png [new file with mode: 0644]
acq/media/ediinvdetails.png [new file with mode: 0644]
acq/media/ediinvitems.png [new file with mode: 0644]
acq/media/ediinvshow.png [new file with mode: 0644]
acq/media/searchedi-1.png [new file with mode: 0644]
acq/media/searchedi-2.png [new file with mode: 0644]

index 169697c..e98b8f5 100644 (file)
@@ -27,7 +27,7 @@ invoices.</para>
 <section xml:id="creating-invoices">\r
 <title>Creating Invoices</title>\r
 \r
-<para>There are three ways to create an invoice:</para>\r
+<para>There are four ways to create an invoice:</para>\r
 \r
 <itemizedlist>\r
 <listitem>\r
@@ -39,6 +39,9 @@ invoices.</para>
 <listitem>\r
 <para><link linkend="create-invoice-line-items">Create an Invoice From Multiple Line Items</link></para>\r
 </listitem>\r
+<listitem>\r
+<para><link linkend="vendorinvoice-edicreated">Vendor created invoice From EDI</link></para>\r
+</listitem>\r
 </itemizedlist>\r
 \r
 \r
@@ -529,7 +532,116 @@ the line item.</para>
 \r
 </simplesect>\r
 \r
+<simplesect xml:id="vendorinvoice-edicreated">\r
+<title>Vendor created invoice from EDI</title>\r
+\r
+<para>You can search for vendor created invoices received via <link linkend="e-d-i">EDI</link>.</para>\r
+<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
+\r
+<procedure>\r
+<step>\r
+<informalfigure>\r
+<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>General Search</guimenuitem></menuchoice>.</para>\r
+<para><mediaobject>\r
+<alt>screenshot of invoicing</alt>\r
+\r
+<imageobject>\r
+<imagedata fileref="media/general-search-0.png" scalefit="0"></imagedata>\r
+</imageobject>\r
+</mediaobject></para>\r
+</informalfigure>\r
+</step>\r
+\r
+<step>\r
+<informalfigure>\r
+<step><para>Search for the invoice</link> using the <guilabel>Vendor Invoice Id</guilabel> found on the paper invoice received with the items.</para><step>\r
+<para><mediaobject>\r
+<alt>screenshot of invoicing</alt>\r
+\r
+<imageobject>\r
+<imagedata fileref="media/searchedi-1.png" scalefit="0"></imagedata>\r
+</imageobject>\r
+</mediaobject></para>\r
+</informalfigure>\r
+</step>\r
+\r
+<step>\r
+<informalfigure>\r
+<para>Click on the <guilabel>Vendor Invoice ID</guilable> to retrieve the invoice.</para>\r
+<para><mediaobject>\r
+<alt>screenshot of invoicing</alt>\r
+\r
+<imageobject>\r
+<imagedata fileref="media/searchedi-2.png" scalefit="0"></imagedata>\r
+</imageobject>\r
+</mediaobject></para>\r
+</informalfigure>\r
+</step>\r
 \r
+<step>\r
+<informalfigure>\r
+<para>Click on <guilabel>Show Details</guilable>.</para>\r
+<para><mediaobject>\r
+<alt>screenshot of invoicing</alt>\r
+\r
+<imageobject>\r
+<imagedata fileref="media/ediinvshow.png" scalefit="0"></imagedata>\r
+</imageobject>\r
+</mediaobject></para>\r
+</informalfigure>\r
+</step>\r
+\r
+<step>\r
+<informalfigure>\r
+<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
+<para><mediaobject>\r
+<alt>screenshot of invoicing</alt>\r
+\r
+<imageobject>\r
+<imagedata fileref="media/ediinvdetails.png" scalefit="0"></imagedata>\r
+</imageobject>\r
+</mediaobject></para>\r
+</informalfigure>\r
+</step>\r
\r
+<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
\r
+<step>\r
+<informalfigure>\r
+<para>Verify the billed amounts for each line item listed in the <guilabel>Bibliographic Items</guilabel>section. </para>\r
+\r
+<para><mediaobject>\r
+<alt>screenshot of invoicing</alt>\r
+\r
+<imageobject>\r
+<imagedata fileref="media/ediinvitems.png"></imagedata>\r
+</imageobject>\r
+</mediaobject></para>\r
+</informalfigure>\r
+</step>\r
+      \r
+<step><para>Mark the items as <link linkend="receive-invoice">received</link></para></step>\r
+\r
+<step><para>Add <link linkend="charges-invoice">Charges</link> for:</para>\r
+<itemizedlist><listitem><para>Items received from a Standing Order should be added as a <guilabel><guimenu>Direct Purchase</guimenu></guilabel>.</para></listitem>\r
+<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
+<listitem><para>Shipping costs. </para></listitem>  \r
+<listitem><para>Taxes.</para></listitem>\r
+</itemizedlist></step>\r
+\r
+<step><para>Prorate the charges.</para>\r
+<para>Some charge types, such as taxes, are proratable. This means when <guilabel>Prorate</guilable> 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
+<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
+<para>Do NOT <guilabel>Prorate</guilable> 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
+</step>\r
+\r
+<step><para>Save and <link linkend="pay-invoice">Close the invoice</link></para></step>\r
+\r
+ <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
+      debits linked to an invoice are only marked as paid when the invoice is\r
+      closed.</para></note>\r
+</procedure>\r
+</simplesect>\r
    \r
 </section>\r
 \r
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