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