Links for invoicing added to What's New section.
[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<para>All invoicing in 2.0 is manual.</para>\r
22</abstract>\r
23 \r
24\r
25 </info>\r
26\r
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27\r
28<section xml:id="creating-invoices">\r
29<title>Creating Invoices</title>\r
30\r
65782033 31<para>There are four ways to create an invoice:</para>\r
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32\r
33<itemizedlist>\r
34<listitem>\r
65782033 35<para><link linkend="create-blanket-invoice">Create a Blank Invoice</link></para>\r
31063226 36</listitem>\r
31063226 37<listitem>\r
65782033 38<para><link linkend="create-invoice-purchase-order">Create an Invoice From a Purchase Order</link></para>\r
31063226 39</listitem>\r
31063226 40<listitem>\r
65782033 41<para><link linkend="create-invoice-line-items">Create an Invoice From Multiple Line Items</link></para>\r
31063226 42</listitem>\r
31063226 43<listitem>\r
65782033 44<para><link linkend="create-invoice-line-item">Create an Invoice From a Single Line Item</link></para>\r
31063226 45</listitem>\r
65782033 46</itemizedlist>\r
31063226 47\r
31063226 48\r
31063226 49\r
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50 <simplesect xml:id="create-blanket-invoice">\r
51 <title>Create a Blank Invoice</title>\r
52 <para>You can create an invoice to use for purchases that have no purchase order. You are also able to link line items to a blank invoice from an existing \r
53purchase order or to search for line items to add to the invoice from within the invoice itself.</para>\r
31063226 54\r
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55<procedure>\r
56<step>\r
31063226 57<informalfigure>\r
65782033 58<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Invoice</guimenuitem></menuchoice>.</para>\r
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59<para><mediaobject>\r
60<alt>screenshot of invoicing</alt>\r
61\r
62<imageobject>\r
65782033 63<imagedata fileref="media/blanket-invoice-1.png" scalefit="0"></imagedata>\r
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64</imageobject>\r
65</mediaobject></para>\r
66</informalfigure>\r
65782033 67</step>\r
31063226 68\r
65782033 69<step>\r
31063226 70<informalfigure>\r
65782033 71<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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72<para><mediaobject>\r
73<alt>screenshot of invoicing</alt>\r
74\r
75<imageobject>\r
65782033 76<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
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77</imageobject>\r
78</mediaobject></para>\r
79</informalfigure>\r
65782033 80</step>\r
31063226 81\r
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82<step>\r
83<para>Click <guilabel>Save</guilabel>.</para>\r
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84</step>\r
85\r
86<step>\r
9880bf27 87<para>You can now <link linkend="add-charges-invoice">add charges</link> or <link linkend="link-lineitem-invoice">link a line items</link> to this invoice.</para>\r
31063226 88</step>\r
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89</procedure>\r
90\r
91</simplesect>\r
92\r
93<simplesect xml:id="create-invoice-purchase-order">\r
9880bf27 94<title>Create an Invoice From a Purchase Order</title>\r
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95<para>You can create an invoice containing all of the line items on a purchase order.</para>\r
96\r
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97<procedure>\r
98<step>\r
65782033 99<para>Open a purchase order.</para>\r
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100</step>\r
101\r
102<step>\r
103<informalfigure>\r
104<para>Click <guibutton>Create Invoice</guibutton>.</para>\r
105<para><mediaobject>\r
106<alt>screenshot of invoicing</alt>\r
107\r
108<imageobject>\r
109<imagedata fileref="media/purchaseorder-invoice-1.png" scalefit="0"></imagedata>\r
110</imageobject>\r
111</mediaobject></para>\r
112</informalfigure>\r
113</step>\r
114\r
115<step>\r
116<para>A new invoice will open in the same tab.</para>\r
117</step>\r
118\r
119<step>\r
120<informalfigure>\r
65782033 121<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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122<para><mediaobject>\r
123<alt>screenshot of invoicing</alt>\r
124\r
125<imageobject>\r
126<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
127</imageobject>\r
128</mediaobject></para>\r
129</informalfigure>\r
65782033 130</step>\r
31063226 131\r
65782033 132<step>\r
31063226 133<informalfigure>\r
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134<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list the line items from the prchase order along with information pertaining \r
135to that line item.</para> \r
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136<para><mediaobject>\r
137<alt>screenshot of invoicing</alt>\r
138\r
139<imageobject>\r
65782033 140<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
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141</imageobject>\r
142</mediaobject></para>\r
143</informalfigure>\r
31063226 144\r
65782033 145<para>This information includes:</para>\r
31063226 146\r
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147<itemizedlist>\r
148<listitem>\r
149<para>Title</para>\r
31063226 150</listitem>\r
31063226 151<listitem>\r
65782033 152<para>Author</para>\r
31063226 153</listitem>\r
31063226 154<listitem>\r
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155<para>ISBN</para>\r
156</listitem>\r
157<listitem>\r
158<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
159</listitem>\r
160<listitem>\r
161<para>summary of amounts estimated, encumbered, and paid</para>\r
162</listitem>\r
163<listitem>\r
164<para>line item ID number</para>\r
165</listitem>\r
166<listitem>\r
167<para>link to the Selection List (if used)</para>\r
31063226 168</listitem>\r
31063226 169<listitem>\r
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170<para>link to the Purchase Order</para>\r
171</listitem>\r
172</itemizedlist>\r
173</step>\r
174\r
175<step>\r
31063226 176<informalfigure>\r
65782033 177<para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field will have automatically filled.</para>\r
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178<para><mediaobject>\r
179<alt>screenshot of invoicing</alt>\r
180\r
181<imageobject>\r
65782033 182<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
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183</imageobject>\r
184</mediaobject></para>\r
185</informalfigure>\r
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186<note><para>The <guilabel># Invoiced</guilabel> field must be completed or the invoice will not save.</para></note>\r
187</step>\r
31063226 188\r
65782033 189<step>\r
31063226 190<informalfigure>\r
65782033 191<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
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192<para><mediaobject>\r
193<alt>screenshot of invoicing</alt>\r
194\r
195<imageobject>\r
65782033 196<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
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197</imageobject>\r
198</mediaobject></para>\r
199</informalfigure>\r
65782033 200</step>\r
31063226 201\r
65782033 202<step>\r
31063226 203<informalfigure>\r
65782033 204<para>There are two options for saving an invoice:</para> \r
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205<para><mediaobject>\r
206<alt>screenshot of invoicing</alt>\r
207\r
208<imageobject>\r
65782033 209<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
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210</imageobject>\r
211</mediaobject></para>\r
212</informalfigure>\r
31063226 213\r
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214<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
215<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
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216\r
217<note><para>The following fields are required to save the invoice:</para>\r
218\r
219<itemizedlist> \r
220<listitem>\r
221<para>Vendor Invoice ID</para>\r
222</listitem>\r
223<listitem>\r
224<para>Provider</para>\r
225</listitem>\r
226<listitem>\r
227<para>Shipper</para>\r
228</listitem>\r
229<listitem>\r
230<para>Payment Method</para>\r
231</listitem>\r
232<listitem>\r
233<para># Invoiced</para>\r
234</listitem>\r
235<listitem>\r
236<para># Paid</para>\r
237</listitem>\r
238</itemizedlist>\r
239</note>\r
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240</step>\r
241\r
242<step>\r
243<para>For information on linking additional line items to the invoice see <link linkend="link-lineitem-invoice">Link a Line Item to an Existing Invoice</link>.</para>\r
244</step>\r
245\r
246<step>\r
247<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
248</step>\r
249\r
250<step>\r
251<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
252</step>\r
253\r
254\r
255</procedure>\r
256\r
257</simplesect>\r
258\r
259<simplesect xml:id="create-invoice-line-items">\r
260<title>Create an Invoice From Multiple Line Items</title>\r
261\r
262<para>You can create an invoice from mulitple line items on a purchase order. You can then link additional line items from the same or \r
263different purchase orders to this invoice. See <link linkend="link-lineitem-invoice">Link a line item to an exisiting invoice</link>.</para>\r
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264\r
265<para></para>\r
266 \r
267<procedure>\r
268<step>\r
269<para>Open the purchase order.</para>\r
270</step>\r
271\r
272<step>\r
273<para>Check the boxes beside the line items you would like to use to create your invoice.</para>\r
274</step>\r
275\r
276<step>\r
31063226 277<informalfigure>\r
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278<para>Using the main <guilabel>Actions</guilabel> menu, select \r
279<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Invoice From Selected Lineitems</guimenuitem></menuchoice>.</para>\r
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280<para><mediaobject>\r
281<alt>screenshot of invoicing</alt>\r
282\r
283<imageobject>\r
65782033 284<imagedata fileref="media/lineitem-multiple-invoice-1.png" scalefit="0"></imagedata>\r
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285</imageobject>\r
286</mediaobject></para>\r
287</informalfigure>\r
65782033 288</step>\r
31063226 289\r
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290\r
291<step>\r
292<para>A new invoice will open in the same tab.</para>\r
293</step>\r
294\r
295\r
296<step>\r
31063226 297<informalfigure>\r
65782033 298<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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299<para><mediaobject>\r
300<alt>screenshot of invoicing</alt>\r
301\r
302<imageobject>\r
65782033 303<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
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304</imageobject>\r
305</mediaobject></para>\r
306</informalfigure>\r
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307</step>\r
308\r
309<step>\r
310<informalfigure>\r
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311<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list the line items from the prchase order along with information pertaining \r
312to that line item.</para> \r
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313<para><mediaobject>\r
314<alt>screenshot of invoicing</alt>\r
315\r
316<imageobject>\r
317<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
318</imageobject>\r
319</mediaobject></para>\r
320</informalfigure>\r
321\r
322<para>This information includes:</para>\r
323\r
324<itemizedlist>\r
325<listitem>\r
326<para>Title</para>\r
327</listitem>\r
328<listitem>\r
329<para>Author</para>\r
330</listitem>\r
331<listitem>\r
332<para>ISBN</para>\r
333</listitem>\r
334<listitem>\r
335<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
336</listitem>\r
337<listitem>\r
338<para>summary of amounts estimated, encumbered, and paid</para>\r
339</listitem>\r
340<listitem>\r
341<para>line item ID number</para>\r
342</listitem>\r
343<listitem>\r
344<para>link to the Selection List (if used)</para>\r
345</listitem>\r
346<listitem>\r
347<para>link to the Purchase Order</para>\r
348</listitem>\r
349</itemizedlist>\r
350</step>\r
351\r
352<step>\r
353<informalfigure>\r
354<para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field will have automatically filled.</para>\r
355<para><mediaobject>\r
356<alt>screenshot of invoicing</alt>\r
357\r
358<imageobject>\r
359<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
360</imageobject>\r
361</mediaobject></para>\r
362</informalfigure>\r
9880bf27 363<note><para>The <guilabel># Invoiced</guilabel> field must be completed or the invoice will not save.</para></note>\r
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364</step>\r
365\r
366<step>\r
367<informalfigure>\r
368<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
369<para><mediaobject>\r
370<alt>screenshot of invoicing</alt>\r
371\r
372<imageobject>\r
373<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
374</imageobject>\r
375</mediaobject></para>\r
376</informalfigure>\r
377</step>\r
378\r
379<step>\r
31063226 380<informalfigure>\r
65782033 381<para>There are two options for saving an invoice:</para> \r
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382<para><mediaobject>\r
383<alt>screenshot of invoicing</alt>\r
384\r
385<imageobject>\r
386<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
387</imageobject>\r
388</mediaobject></para>\r
389</informalfigure>\r
390\r
391<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
65782033 392<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
31063226 393\r
65782033 394<note><para>The fields that are required to save the invoice are:</para>\r
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395\r
396<itemizedlist> \r
397<listitem>\r
398<para>Vendor Invoice ID</para>\r
399</listitem>\r
400<listitem>\r
401<para>Provider</para>\r
402</listitem>\r
403<listitem>\r
404<para>Shipper</para>\r
405</listitem>\r
406<listitem>\r
407<para>Payment Method</para>\r
408</listitem>\r
409<listitem>\r
410<para># Invoiced</para>\r
411</listitem>\r
412<listitem>\r
413<para># Paid</para>\r
414</listitem>\r
415</itemizedlist>\r
65782033 416</note>\r
025756cb 417</step>\r
31063226 418\r
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419<step>\r
420<para>For information on linking additional line items to the invoice see <link linkend="link-lineitem-invoice">Link a Line Item to an Existing Invoice</link>.</para>\r
421</step>\r
422\r
423<step>\r
424<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
425</step>\r
426\r
427<step>\r
428<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
429</step>\r
430</procedure>\r
431\r
432\r
433</simplesect>\r
434\r
435\r
436 <simplesect xml:id="create-invoice-line-item">\r
437 <title>Create an Invoice for a Single Line Item</title>\r
438\r
439<para>You can create an invoice from a specific line item on a purchase order. You can then link additional line items from the same or \r
440different purchase orders to this invoice. See <link linkend="link-lineitem-invoice">Link a line item to an exisiting invoice</link>.</para>\r
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441 \r
442<procedure>\r
443<step>\r
65782033 444<para>Open a purchase order.</para>\r
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445</step>\r
446\r
447<step>\r
448<informalfigure>\r
449<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
450<menuchoice><guimenu>Actions</guimenu><guimenuitem>New Invoice</guimenuitem></menuchoice>.</para>\r
451<para><mediaobject>\r
452<alt>screenshot of invoicing</alt>\r
453\r
454<imageobject>\r
455<imagedata fileref="media/lineitem-invoice-1.png" scalefit="0"></imagedata>\r
456</imageobject>\r
457</mediaobject></para>\r
458</informalfigure>\r
459</step>\r
460\r
461<step>\r
462<para>A new invoice will open in the same tab.</para>\r
463</step>\r
464\r
65782033 465\r
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466<step>\r
467<informalfigure>\r
65782033 468<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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469<para><mediaobject>\r
470<alt>screenshot of invoicing</alt>\r
471\r
472<imageobject>\r
473<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
474</imageobject>\r
475</mediaobject></para>\r
476</informalfigure>\r
65782033 477</step>\r
31063226 478\r
65782033 479<step>\r
31063226 480<informalfigure>\r
793049ba 481<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list the line items from the purchase order along with information pertaining \r
65782033 482to that line item.</para> \r
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483<para><mediaobject>\r
484<alt>screenshot of invoicing</alt>\r
485\r
486<imageobject>\r
65782033 487<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
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488</imageobject>\r
489</mediaobject></para>\r
490</informalfigure>\r
31063226 491\r
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492<para>This information includes:</para>\r
493\r
494<itemizedlist>\r
495<listitem>\r
496<para>Title</para>\r
497</listitem>\r
498<listitem>\r
499<para>Author</para>\r
500</listitem>\r
501<listitem>\r
502<para>ISBN</para>\r
503</listitem>\r
504<listitem>\r
505<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
506</listitem>\r
507<listitem>\r
508<para>summary of amounts estimated, encumbered, and paid</para>\r
509</listitem>\r
510<listitem>\r
511<para>line item ID number</para>\r
512</listitem>\r
513<listitem>\r
514<para>link to the Selection List (if used)</para>\r
515</listitem>\r
31063226 516<listitem>\r
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517<para>link to the Purchase Order</para>\r
518</listitem>\r
519</itemizedlist>\r
520</step>\r
521\r
522<step>\r
31063226 523<informalfigure>\r
65782033 524<para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field will have automatically filled.</para>\r
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525<para><mediaobject>\r
526<alt>screenshot of invoicing</alt>\r
527\r
528<imageobject>\r
65782033 529<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
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530</imageobject>\r
531</mediaobject></para>\r
532</informalfigure>\r
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533<note><para>The <guilabel># Invoiced</guilabel> field must be completed or the invoice will not save.</para></note>\r
534</step>\r
31063226 535\r
65782033 536<step>\r
31063226 537<informalfigure>\r
65782033 538<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
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539<para><mediaobject>\r
540<alt>screenshot of invoicing</alt>\r
541\r
542<imageobject>\r
65782033 543<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
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544</imageobject>\r
545</mediaobject></para>\r
546</informalfigure>\r
65782033 547</step>\r
31063226 548\r
65782033 549<step>\r
31063226 550<informalfigure>\r
65782033 551<para>There are two options for saving an invoice:</para> \r
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552<para><mediaobject>\r
553<alt>screenshot of invoicing</alt>\r
554\r
555<imageobject>\r
65782033 556<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
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557</imageobject>\r
558</mediaobject></para>\r
559</informalfigure>\r
31063226 560\r
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561<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
562<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
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563<note><para>The fields that are required to save the invoice are:</para>\r
564\r
565<itemizedlist> \r
566<listitem>\r
567<para>Vendor Invoice ID</para>\r
568</listitem>\r
569<listitem>\r
570<para>Provider</para>\r
571</listitem>\r
572<listitem>\r
573<para>Shipper</para>\r
574</listitem>\r
575<listitem>\r
576<para>Payment Method</para>\r
577</listitem>\r
578<listitem>\r
579<para># Invoiced</para>\r
580</listitem>\r
581<listitem>\r
582<para># Paid</para>\r
583</listitem>\r
584</itemizedlist>\r
585</note>\r
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586</step>\r
587\r
588<step>\r
589<para>For information on linking additional line items to the invoice see <link linkend="link-lineitem-invoice">Link a Line Item to an Existing Invoice</link>.</para>\r
590</step>\r
591\r
592<step>\r
593<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
594</step>\r
595\r
596<step>\r
597<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
598</step>\r
599\r
600</procedure>\r
601</simplesect>\r
602\r
603</section>\r
604\r
605<section xml:id="invoice-interface">\r
606<title>Invoice Interface</title>\r
607\r
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608<para>The invoice interface has changed significantly with new development. These changes include:</para>\r
609\r
610<itemizedlist>\r
611<listitem>\r
612<para>A line item count at the top of the interface.</para>\r
613</listitem>\r
614<listitem>\r
615<para>An expected cost total at the top of the interface.</para>\r
616</listitem>\r
617<listitem>\r
618<para>The ability to hide and show the invoice details.</para>\r
619</listitem>\r
620<listitem>\r
621<para>A new <guilabel>Search</guilabel> tab.</para>\r
622</listitem>\r
623<listitem>\r
624<para>New buttons for <guilabel>Save</guilabel>, <guilabel>Save and Clear</guilabel>, <guilabel>Prorate</guilabel>, and <guilabel>Close</guilabel>.</para>\r
625</listitem>\r
626</itemizedlist>\r
627\r
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628\r
629<simplesect xml:id="invoice-details">\r
630<title>Invoice Details</title>\r
631\r
632<itemizedlist>\r
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633<listitem>\r
634<informalfigure>\r
65782033 635<para>Enter the <guilabel>Vendor Invoice ID</guilabel>. This number may be listed on the paper invoice sent by your provider.</para>\r
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636<para><mediaobject>\r
637<alt>screenshot of invoicing</alt>\r
638\r
639<imageobject>\r
65782033 640<imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>\r
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641</imageobject>\r
642</mediaobject></para>\r
643</informalfigure>\r
644</listitem>\r
645\r
646<listitem>\r
647<informalfigure>\r
65782033 648<para>Choose a <guilabel>Receive Method</guilabel> from the drop down menu.</para>\r
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649<para><mediaobject>\r
650<alt>screenshot of invoicing</alt>\r
651\r
652<imageobject>\r
65782033 653<imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>\r
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654</imageobject>\r
655</mediaobject></para>\r
656</informalfigure>\r
65782033 657<note><para>Only paper invoicing is available in the 2.0 release. Electronic invoicing through EDI may be available in future releases.</para></note>\r
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658</listitem>\r
659\r
660<listitem>\r
661<informalfigure>\r
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662<para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para>\r
663<para>In the <guilabel>Shipper</guilabel> field, enter the code for your shipper. You shipper is usually the same as your provider.</para>\r
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664<para><mediaobject>\r
665<alt>screenshot of invoicing</alt>\r
666\r
667<imageobject>\r
65782033 668<imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>\r
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669</imageobject>\r
670</mediaobject></para>\r
671</informalfigure>\r
672</listitem>\r
673\r
674<listitem>\r
675<informalfigure>\r
65782033 676<para>If you desire, enter a note in the <guilabel>Note</guilabel> field.</para>\r
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677<para><mediaobject>\r
678<alt>screenshot of invoicing</alt>\r
679\r
680<imageobject>\r
65782033 681<imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>\r
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682</imageobject>\r
683</mediaobject></para>\r
684</informalfigure>\r
685</listitem>\r
686\r
687<listitem>\r
688<informalfigure>\r
65782033 689<para>From the <guilabel>Payment Method</guilabel> drop down menu, select a payment method.</para>\r
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690<para><mediaobject>\r
691<alt>screenshot of invoicing</alt>\r
692\r
693<imageobject>\r
65782033 694<imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>\r
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695</imageobject>\r
696</mediaobject></para>\r
697</informalfigure>\r
698</listitem>\r
31063226 699\r
65782033 700<listitem>\r
31063226 701<informalfigure>\r
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702<para>The <guilabel>Invoice Date</guilabel> is entered by default as the date you create the invoice. You can change this date by clicking the field and selecting a \r
703new date using the calendar widget.</para>\r
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704<para><mediaobject>\r
705<alt>screenshot of invoicing</alt>\r
706\r
707<imageobject>\r
65782033 708<imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>\r
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709</imageobject>\r
710</mediaobject></para>\r
711</informalfigure>\r
31063226 712</listitem>\r
31063226 713\r
65782033 714<listitem>\r
31063226 715<informalfigure>\r
65782033 716<para>Specify an <guilabel>Invoice Type</guilabel> if your library distinguishes between types of invoices.</para>\r
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717<para><mediaobject>\r
718<alt>screenshot of invoicing</alt>\r
719\r
720<imageobject>\r
65782033 721<imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata>\r
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722</imageobject>\r
723</mediaobject></para>\r
724</informalfigure>\r
65782033 725</listitem>\r
31063226 726\r
65782033 727<listitem>\r
31063226 728<informalfigure>\r
65782033 729<para>If your library requires it, enter a <guilabel>Payment Authorization</guilabel>.</para>\r
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730<para><mediaobject>\r
731<alt>screenshot of invoicing</alt>\r
732\r
733<imageobject>\r
65782033 734<imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>\r
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735</imageobject>\r
736</mediaobject></para>\r
737</informalfigure>\r
65782033 738</listitem>\r
31063226 739\r
65782033 740<listitem>\r
31063226 741<informalfigure>\r
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742<para>The <guilabel>Receiver</guilabel> defaults to the location at which your workstation is registered. If necessary, you can change the receiver using the drop \r
743down menu.</para>\r
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744<para><mediaobject>\r
745<alt>screenshot of invoicing</alt>\r
746\r
747<imageobject>\r
65782033 748<imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>\r
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749</imageobject>\r
750</mediaobject></para>\r
751</informalfigure>\r
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752</listitem>\r
753</itemizedlist>\r
31063226 754\r
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755</simplesect>\r
756\r
757</section>\r
758\r
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759<section xml:id="populate-invoice">\r
760<title>Populating Invoices</title>\r
761\r
793049ba 762<para>Line items can be added to invoices in four ways:</para>\r
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763\r
764<itemizedlist>\r
765<listitem>\r
766<para><link linkend="link-invoice-purchase-order">Link an Entire Purchase Order to an Existing Invoice</link></para>\r
767</listitem>\r
768<listitem>\r
769<para><link linkend="link-lineitem-invoice">Link a Line Item to an Existing Invoice</link></para>\r
770</listitem>\r
771<listitem>\r
772<para><link linkend="link-multiple-lineitem-invoice">Link Multiple Line Items to an Existing Invoice</link></para>\r
773</listitem>\r
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774<listitem>\r
775<para><link linkend="link-search-lineitem">Search for Line Items from an Invoice</link></para>\r
776</listitem>\r
65782033 777</itemizedlist>\r
31063226 778\r
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779 <simplesect xml:id="link-invoice-purchase-order">\r
780 <title>Link an Entire Purchase Order to an Existing Invoice</title>\r
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781 <para>You can use the <guibutton>Link Invoice</guibutton> button to link a purchase order to an existing invoice.</para>\r
782<para>For example, an invoice is received for a shipment with items on \r
783purchase 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
784purchase order #2 you simply link the purchase order to the invoice.</para>\r
785\r
786<procedure>\r
787<step>\r
788<para>Open a purchase order.</para>\r
789</step>\r
790\r
791<step>\r
792<informalfigure>\r
793<para>Click <guibutton>Link Invoice</guibutton>.</para>\r
794<para><mediaobject>\r
795<alt>screenshot of invoicing</alt>\r
796\r
797<imageobject>\r
798<imagedata fileref="media/purchaseorder-link-invoice-1.png" scalefit="0"></imagedata>\r
799</imageobject>\r
800</mediaobject></para>\r
801</informalfigure>\r
802</step>\r
803\r
804<step>\r
805<informalfigure>\r
806<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
807<para><mediaobject>\r
808<alt>screenshot of invoicing</alt>\r
809\r
810<imageobject>\r
811<imagedata fileref="media/purchaseorder-link-invoice-2.png" scalefit="0"></imagedata>\r
812</imageobject>\r
813</mediaobject></para>\r
814</informalfigure>\r
815</step>\r
816\r
817<step>\r
818<informalfigure>\r
819<para>Enter the code for the provider. This field will auto-complete.</para>\r
820<para><mediaobject>\r
821<alt>screenshot of invoicing</alt>\r
822\r
823<imageobject>\r
824<imagedata fileref="media/purchaseorder-link-invoice-3.png" scalefit="0"></imagedata>\r
825</imageobject>\r
826</mediaobject></para>\r
827</informalfigure>\r
828</step>\r
829\r
830<step>\r
831<informalfigure>\r
832<para>Click <guibutton>Link</guibutton>.</para>\r
833<para><mediaobject>\r
834<alt>screenshot of invoicing</alt>\r
835\r
836<imageobject>\r
837<imagedata fileref="media/purchaseorder-link-invoice-4.png" scalefit="0"></imagedata>\r
838</imageobject>\r
839</mediaobject></para>\r
840</informalfigure>\r
841</step>\r
842\r
843<step>\r
844<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
845</step>\r
846</procedure>\r
847\r
65782033 848</simplesect>\r
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849\r
850\r
65782033 851 <simplesect xml:id="link-lineitem-invoice">\r
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852 <title>Link a Line Item to an Existing Invoice</title>\r
853 <para>Use the <guilabel>Link to Invoice</guilabel> menu option to link a line item to an invoice that already exists in Evergreen.</para>\r
9880bf27 854<para>For example, an invoice may be made up of items from multiple purchase orders. In this circumstance, you can create an invoice for your\r
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855first item and then link the line items from other purchase orders onto that invoice.</para> \r
856\r
857<procedure>\r
858<step>\r
9880bf27 859<para>Open a purchase order.</para>\r
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860</step>\r
861\r
862<step>\r
863<informalfigure>\r
864<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
865<menuchoice><guimenu>Actions</guimenu><guimenuitem>Link to Invoice</guimenuitem></menuchoice>.</para>\r
866<para><mediaobject>\r
867<alt>screenshot of invoicing</alt>\r
868\r
869<imageobject>\r
870<imagedata fileref="media/link-invoice-lineitem-1.png" scalefit="0"></imagedata>\r
871</imageobject>\r
872</mediaobject></para>\r
873</informalfigure>\r
874</step>\r
875\r
876<step>\r
877<informalfigure>\r
9880bf27 878<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
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879<para><mediaobject>\r
880<alt>screenshot of invoicing</alt>\r
881\r
882<imageobject>\r
883<imagedata fileref="media/link-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
884</imageobject>\r
885</mediaobject></para>\r
886</informalfigure>\r
887</step>\r
888\r
889<step>\r
890<informalfigure>\r
891<para>Enter the code for the provider. This field will auto-complete.</para>\r
892<para><mediaobject>\r
893<alt>screenshot of invoicing</alt>\r
894\r
895<imageobject>\r
896<imagedata fileref="media/link-invoice-lineitem-3.png" scalefit="0"></imagedata>\r
897</imageobject>\r
898</mediaobject></para>\r
899</informalfigure>\r
900</step>\r
901\r
902<step>\r
903<informalfigure>\r
904<para>Click <guibutton>Link</guibutton>.</para>\r
905<para><mediaobject>\r
906<alt>screenshot of invoicing</alt>\r
907\r
908<imageobject>\r
909<imagedata fileref="media/link-invoice-lineitem-4.png" scalefit="0"></imagedata>\r
910</imageobject>\r
911</mediaobject></para>\r
912</informalfigure>\r
913</step>\r
914\r
915<step>\r
916<informalfigure>\r
917<para>The invoice will open in the same tab and the line item will added to the invoice.</para>\r
918<para><mediaobject>\r
919<alt>screenshot of link invoice</alt>\r
920\r
921<imageobject>\r
922<imagedata fileref="media/link-invoice-lineitem-5.png" scalefit="0"></imagedata>\r
923</imageobject>\r
924</mediaobject></para>\r
925</informalfigure>\r
926</step>\r
927</procedure>\r
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928</simplesect>\r
929\r
793049ba 930<simplesect xml:id="link-multiple-lineitem-invoice">\r
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931<title>Link Multiple Line Items to an Existing Invoice</title>\r
932\r
933<procedure>\r
934<step>\r
935<para>Open a purchase order.</para>\r
936</step>\r
937\r
938<step>\r
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939<para>Check the boxes beside the line items you would like to link to your invoice.</para>\r
940</step>\r
941\r
942<step>\r
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943<informalfigure>\r
944<para>Using the main <guilabel>Actions</guilabel> menu, select \r
945<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Invoice From Selected Lineitems</guimenuitem></menuchoice>.</para>\r
946<para><mediaobject>\r
947<alt>screenshot of invoicing</alt>\r
948\r
949<imageobject>\r
950<imagedata fileref="media/lineitem-multiple-invoice-1.png" scalefit="0"></imagedata>\r
951</imageobject>\r
952</mediaobject></para>\r
953</informalfigure>\r
954</step>\r
955\r
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956<step>\r
957<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
958</step>\r
959\r
960<step>\r
961<para>Enter the code for the provider. This field will auto-complete.</para>\r
962</step>\r
963\r
964<step>\r
965<para>Click <guibutton>Link</guibutton>.</para>\r
966</step>\r
967\r
968<step>\r
969<para>The invoice will open in the same tab and the line items will added to the invoice.</para>\r
970</step>\r
971\r
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972</procedure>\r
973\r
974\r
975</simplesect>\r
31063226 976\r
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977<simplesect xml:id="link-search-lineitem">\r
978<title>Search for Line Items from an Invoice</title>\r
979\r
980<procedure>\r
981\r
982<step>\r
983<para>Open an invoice or <link linkend="create-blanket-invoice">create an invoice</link>.</para>\r
984</step>\r
985\r
986<step>\r
987<para>Click the <guibutton>Search</guibutton>.</para>\r
988</step>\r
989\r
990<step>\r
991<para>Select your search criteria from the drop down menu.</para>\r
992<para>See <link linkend="lineitem-search">Searching for Line Items</link> for searching tips.</para>\r
993</step>\r
994\r
995<step>\r
996<para> The <guilabel>Limit to Invoiceable Items</guilabel> check box is checked by default.</para>\r
997<para>Invoiceable items are those that are on order, have not been cancelled, and have not yet been invoiced.</para>\r
998</step>\r
999\r
1000<step>\r
1001<para>The <guilabel>Sort by title</guilabel> check box is optional.</para>\r
1002<para>By default, results are listed by line number. This check box sorts the results by ascending title.</para>\r
1003</step>\r
1004\r
1005<step>\r
1006<para>Click <guilabel>Search</guilabel>.</para>\r
1007</step>\r
1008\r
1009<step>\r
1010<para>Use the <guilabel>Next</guilabel> and <guilabel>Back</guilabel> links to navigate through the results.</para>\r
1011</step>\r
1012\r
1013<step>\r
1014<para>Select the line items you would like to add to the invoice and click <guibutton>Add Selected Items to Invoice</guibutton>.</para>\r
1015</step>\r
1016\r
1017<step>\r
1018<para>The selected line items are highlighted, adn the invoice summary at the top of the screen updates.</para>\r
1019</step>\r
1020\r
1021<step>\r
1022<para>Click the <guilabel>Invoice</guilabel> tab to see the updated invoice.</para>\r
1023</step>\r
1024\r
1025</procedure>\r
1026\r
1027</simplesect>\r
1028\r
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1029</section>\r
1030\r
1031\r
1032 <section xml:id="charges-invoice">\r
1033<title>Invoice Charges</title>\r
1034\r
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1035<para>You can add additional charges to any invoice. Possible charges include taxes and shipping fees as well as charges for items that \r
1036are 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
1037for a list of the charge types available.</para>\r
1038\r
1039<para>Some charge types, such as taxes, are proratable. This means when <guilabel>Save and Prorate</guilabel> is clicked the system divides the amount being charged \r
1040proportionally among the funds in use on the invoice based on how much is being spent out of each fund.</para>\r
1041\r
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1042<para><link linkend="add-charges-invoice">Add Charges to an Invoice</link></para>\r
1043<para><link linkend="delete-charges-invoice">Delete Charges from an Invoice</link></para>\r
1044\r
1045<simplesect xml:id="add-charges-invoice">\r
1046 <title>Add Charges to an Invoice</title>\r
1047 \r
1048<procedure>\r
1049<step>\r
1050<para>Open an invoice.</para>\r
1051</step>\r
1052\r
1053<step>\r
1054<informalfigure>\r
1055<para>Click the <guilabel>Add Charge...</guilabel> link.</para>\r
1056<para><mediaobject>\r
1057<alt>screenshot of invoicing</alt>\r
1058\r
1059<imageobject>\r
1060<imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata>\r
1061</imageobject>\r
1062</mediaobject></para>\r
1063</informalfigure>\r
1064</step>\r
1065\r
1066<step>\r
1067<informalfigure>\r
9880bf27 1068<para>Choose the charge you would like to apply from the <guilabel>Charge Type</guilabel> drop down menu.</para>\r
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1069<para><mediaobject>\r
1070<alt>screenshot of invoicing</alt>\r
1071\r
1072<imageobject>\r
1073<imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata>\r
1074</imageobject>\r
1075</mediaobject></para>\r
1076</informalfigure>\r
1077</step>\r
1078\r
1079<step>\r
1080<informalfigure>\r
9880bf27 1081<para>Using the drop down menu, choose the fund from which payment for the charge will come.</para>\r
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1082<para><mediaobject>\r
1083<alt>screenshot of invoicing</alt>\r
1084\r
1085<imageobject>\r
1086<imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata>\r
1087</imageobject>\r
1088</mediaobject></para>\r
1089</informalfigure>\r
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1090<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
1091 funds to apply the charges to based on the contents of the invoice.</para></note>\r
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1092</step>\r
1093\r
1094<step>\r
1095<informalfigure>\r
1096<para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para>\r
1097<para><mediaobject>\r
1098<alt>screenshot of invoicing</alt>\r
1099\r
1100<imageobject>\r
1101<imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata>\r
1102</imageobject>\r
1103</mediaobject></para>\r
1104</informalfigure>\r
1105</step>\r
1106\r
1107<step>\r
1108<informalfigure>\r
1109<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
1110<para><mediaobject>\r
1111<alt>screenshot of invoicing</alt>\r
1112\r
1113<imageobject>\r
1114<imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata>\r
1115</imageobject>\r
1116</mediaobject></para>\r
1117</informalfigure>\r
1118</step>\r
1119\r
1120<step>\r
1121<informalfigure>\r
1122<para>There are three options for saving an invoice:</para> \r
1123<para><mediaobject>\r
1124<alt>screenshot of invoicing</alt>\r
1125\r
1126<imageobject>\r
1127<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1128</imageobject>\r
1129</mediaobject></para>\r
1130</informalfigure>\r
1131\r
1132<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
1133<para>Click <guibutton>Save and Prorate</guibutton> to save the invoice and prorate any additional changes, such as taxes across funds if multiple funds are used to \r
1134pay the invoice.</para>\r
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1135<para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r
1136<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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1137</step>\r
1138\r
1139</procedure>\r
1140\r
1141\r
1142</simplesect>\r
1143\r
1144<simplesect xml:id="delete-charges-invoice">\r
1145<title>Delete Charges from an Invoice</title>\r
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1146<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
1147See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para>\r
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1148\r
1149<procedure>\r
1150\r
1151<step>\r
9880bf27 1152<para>Open an invoice.</para>\r
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1153</step>\r
1154\r
1155<step>\r
1156<informalfigure>\r
1157<para>Click the <guilabel>Delete</guilabel> link adjacent to the charge line.</para>\r
1158<para><mediaobject>\r
1159<alt>screenshot of invoicing</alt>\r
1160\r
1161<imageobject>\r
1162<imagedata fileref="media/delete-charge-invoice-1.png" scalefit="0"></imagedata>\r
1163</imageobject>\r
1164</mediaobject></para>\r
1165</informalfigure>\r
1166</step>\r
1167\r
1168<step>\r
1169<informalfigure>\r
1170<para>Confirm that you wish to delete the charge by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1171<para><mediaobject>\r
1172<alt>screenshot of invoicing</alt>\r
1173\r
1174<imageobject>\r
1175<imagedata fileref="media/delete-charge-invoice-2.png" scalefit="0"></imagedata>\r
1176</imageobject>\r
1177</mediaobject></para>\r
1178</informalfigure>\r
1179</step>\r
1180\r
1181<step>\r
1182<informalfigure>\r
1183<para>The charge is deleted and removed from the invoice.</para>\r
1184<para><mediaobject>\r
1185<alt>screenshot of invoicing</alt>\r
1186\r
1187<imageobject>\r
1188<imagedata fileref="media/delete-charge-invoice-3.png" scalefit="0"></imagedata>\r
1189</imageobject>\r
1190</mediaobject></para>\r
1191</informalfigure>\r
1192</step>\r
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1193\r
1194<step>\r
1195<informalfigure>\r
1196<para>There are three options for saving an invoice:</para> \r
1197<para><mediaobject>\r
1198<alt>screenshot of invoicing</alt>\r
1199\r
1200<imageobject>\r
1201<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1202</imageobject>\r
1203</mediaobject></para>\r
1204</informalfigure>\r
1205\r
1206<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
1207<para>Click <guibutton>Save and Prorate</guibutton> to save the invoice and prorate any additional changes, such as taxes across funds if multiple funds are used to \r
1208pay the invoice.</para>\r
1209<para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r
1210<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
1211</step>\r
1212\r
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1213</procedure>\r
1214\r
1215</simplesect>\r
1216\r
1217</section> \r
1218 \r
1219 <section xml:id="add-copies-invoice">\r
1220 <title>Add Additional Copies to an Invoice</title>\r
1221 <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
1222<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
1223\r
1224<procedure>\r
1225<step>\r
1226<para>Open an invoice.</para>\r
1227</step>\r
1228\r
1229<step>\r
1230<informalfigure>\r
1231<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
1232<para><mediaobject>\r
1233<alt>screenshot of invoicing</alt>\r
1234\r
1235<imageobject>\r
1236<imagedata fileref="media/add-copies-invoice-5.png" scalefit="0"></imagedata>\r
1237</imageobject>\r
1238</mediaobject></para>\r
1239</informalfigure>\r
1240</step>\r
1241\r
1242<step>\r
1243<informalfigure>\r
1244<para>The <guilabel>Extra Items</guilabel> pop up will appear to confirm the number of copies you are adding.</para>\r
1245<para><mediaobject>\r
1246<alt>screenshot of invoicing</alt>\r
1247\r
1248<imageobject>\r
1249<imagedata fileref="media/add-copies-invoice-2.png" scalefit="0"></imagedata>\r
1250</imageobject>\r
1251</mediaobject></para>\r
1252</informalfigure>\r
1253</step>\r
1254\r
1255<step>\r
1256<informalfigure>\r
1257<para>Select a fund from the drop down menu to apply to the new copies.</para>\r
1258<para><mediaobject>\r
1259<alt>screenshot of invoicing</alt>\r
1260\r
1261<imageobject>\r
1262<imagedata fileref="media/add-copies-invoice-3.png" scalefit="0"></imagedata>\r
1263</imageobject>\r
1264</mediaobject></para>\r
1265</informalfigure>\r
1266</step>\r
1267\r
1268<step>\r
1269<informalfigure>\r
1270<para>Click <guibutton>Add New Items</guibutton>.</para>\r
1271<para><mediaobject>\r
1272<alt>screenshot of invoicing</alt>\r
1273\r
1274<imageobject>\r
1275<imagedata fileref="media/add-copies-invoice-4.png" scalefit="0"></imagedata>\r
1276</imageobject>\r
1277</mediaobject></para>\r
1278</informalfigure>\r
1279</step>\r
1280\r
1281<step>\r
1282<informalfigure>\r
1283<para>Click <guibutton>Save</guibutton> to allow the changes to take effect.</para>\r
1284<para><mediaobject>\r
1285<alt>screenshot of invoicing</alt>\r
1286\r
1287<imageobject>\r
1288<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1289</imageobject>\r
1290</mediaobject></para>\r
1291</informalfigure>\r
1292</step>\r
1293\r
1294<step>\r
1295<informalfigure>\r
1296<para>The <guilabel>Title Details</guilabel> for the line item will update to reflect the additional copies. The additional copies are automatically received\r
1297in the system. Proceed with paying the invoice.</para>\r
1298<para><mediaobject>\r
1299<alt>screenshot of invoicing</alt>\r
1300\r
1301<imageobject>\r
1302<imagedata fileref="media/add-copies-invoice-6.png" scalefit="0"></imagedata>\r
1303</imageobject>\r
1304</mediaobject></para>\r
1305</informalfigure>\r
1306<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
1307 section.</para></note>\r
1308</step>\r
1309\r
1310</procedure>\r
1311\r
1312</section> \r
1313 <section xml:id="detach-lineitem-invoice">\r
1314 <title>Detach Line Items from an Invoice</title>\r
1315 \r
1316<procedure>\r
1317<step>\r
1318<para>Open an invoice.</para>\r
1319</step>\r
1320\r
1321<step>\r
1322<informalfigure>\r
1323<para>Click the <guilabel>Detach</guilabel> link adjacent to the line item you wish to remove.</para>\r
1324<para><mediaobject>\r
1325<alt>screenshot of invoicing</alt>\r
1326\r
1327<imageobject>\r
1328<imagedata fileref="media/detach-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
1329</imageobject>\r
1330</mediaobject></para>\r
1331</informalfigure>\r
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1332</step>\r
1333\r
1334<step>\r
1335<informalfigure>\r
1336<para>Confirm that you wish to detach the line item by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1337<para><mediaobject>\r
1338<alt>screenshot of invoicing</alt>\r
1339\r
1340<imageobject>\r
1341<imagedata fileref="media/detach-lineitem-invoice-2.png" scalefit="0"></imagedata>\r
1342</imageobject>\r
1343</mediaobject></para>\r
1344</informalfigure>\r
1345</step>\r
1346\r
1347<step>\r
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1348<para>If your invoice is complete and contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1349</step>\r
1350\r
1351<step>\r
31063226 1352<informalfigure>\r
793049ba 1353<para>Save the invoice. There are two options for saving an invoice:</para>\r
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1354<para><mediaobject>\r
1355<alt>screenshot of invoicing</alt>\r
1356\r
1357<imageobject>\r
1358<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1359</imageobject>\r
1360</mediaobject></para>\r
1361</informalfigure>\r
1362 \r
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1363\r
1364<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1365<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
9880bf27 1366<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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1367</step>\r
1368\r
1369</procedure>\r
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1370\r
1371<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
1372\r
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1373</section> \r
1374\r
9880bf27 1375\r
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1376 <section xml:id="view-invoice">\r
1377 <title>View an Invoice</title>\r
1378 <para>You can view an invoice in one of three ways:</para>\r
1379<itemizedlist>\r
1380<listitem>\r
1381<para><link linkend="view-invoice-search">View Invoices through a Search</link></para>\r
1382</listitem>\r
1383<listitem>\r
1384<para><link linkend="view-invoice-purchase-order">View Invoices on a Purchase Order</link></para>\r
1385</listitem>\r
1386<listitem>\r
1387<para><link linkend="view-invoice-lineitem">View Invoices Attached to a Line Item</link></para>\r
1388</listitem>\r
1389</itemizedlist>\r
1390\r
1391<simplesect xml:id="view-invoice-search">\r
1392<title>View Invoices through a Search</title>\r
1393\r
1394<para><link linkend="invoice-search-tips">Search Tips</link></para>\r
1395<para>The default invoice search allows you to quickly generate a list of open invoices.</para> \r
1396<para>This search can also easily be modified to search for invoices using other parameters.</para>\r
1397\r
1398<procedure>\r
1399<step>\r
1400<informalfigure>\r
1401<para>To access the searching interface, select\r
1402<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1403<para><mediaobject>\r
1404<alt>screenshot of the Invoice Search</alt>\r
1405\r
1406<imageobject>\r
1407<imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata>\r
1408</imageobject>\r
1409</mediaobject></para>\r
1410</informalfigure>\r
1411</step>\r
1412\r
1413<step>\r
1414<informalfigure>\r
1415<para>By default the search interface is set to search for open invoices created by your ordering agency.</para>\r
1416<para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
1417<para><mediaobject>\r
1418<alt>screenshot of the Invoice Search</alt>\r
1419\r
1420<imageobject>\r
1421<imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata>\r
1422</imageobject>\r
1423</mediaobject></para>\r
1424</informalfigure>\r
1425</step>\r
1426</procedure>\r
1427</simplesect>\r
1428\r
1429<simplesect xml:id="view-invoice-purchase-order">\r
1430<title>View Invoices on a Purchase Order</title>\r
1431\r
1432<procedure>\r
1433<step>\r
1434<para>Open a purchase order.</para>\r
1435</step>\r
1436\r
1437<step>\r
1438<informalfigure>\r
1439<para>Click <guibutton>View Invoices</guibutton>. The number in parentheses indicates the number of invoices attached to the purchase order.</para>\r
1440<para><mediaobject>\r
1441<alt>screenshot of invoicing</alt>\r
1442\r
1443<imageobject>\r
1444<imagedata fileref="media/view-link-po-invoice-1.png" scalefit="0"></imagedata>\r
1445</imageobject>\r
1446</mediaobject></para>\r
1447</informalfigure>\r
1448</step>\r
1449\r
1450<step>\r
1451<informalfigure>\r
1452<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1453<para><mediaobject>\r
1454<alt>screenshot of invoicing</alt>\r
1455\r
1456<imageobject>\r
1457<imagedata fileref="media/view-link-po-invoice-2.png" scalefit="0"></imagedata>\r
1458</imageobject>\r
1459</mediaobject></para>\r
1460</informalfigure>\r
1461</step>\r
1462</procedure>\r
1463</simplesect>\r
1464\r
1465<simplesect xml:id="view-invoice-lineitem">\r
1466<title>View Invoices Attached to a Line Item</title>\r
1467\r
1468<procedure>\r
1469<step>\r
9880bf27 1470<para>Open a purchase order.</para>\r
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1471</step>\r
1472\r
1473<step>\r
1474<informalfigure>\r
1475<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
1476<menuchoice><guimenu>Actions</guimenu><guimenuitem>View Invoice(s)</guimenuitem></menuchoice> to view any invoices that are attached to the line item.</para>\r
1477<para><mediaobject>\r
1478<alt>screenshot of invoicing</alt>\r
1479\r
1480<imageobject>\r
1481<imagedata fileref="media/view-link-lineitem-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<informalfigure>\r
1489<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1490<para><mediaobject>\r
1491<alt>screenshot of invoicing</alt>\r
1492\r
1493<imageobject>\r
1494<imagedata fileref="media/view-invoice-6.png" scalefit="0"></imagedata>\r
1495</imageobject>\r
1496</mediaobject></para>\r
1497</informalfigure>\r
1498</step>\r
1499</procedure>\r
1500</simplesect>\r
1501\r
1502</section> \r
1503 <section xml:id="print-invoice">\r
1504 <title>Printing Invoices</title>\r
1505 <para>Invoices can be printed individually or as a batch from the search grid.</para>\r
1506\r
1507<procedure>\r
1508<step>\r
1509<informalfigure>\r
1510<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1511<para><mediaobject>\r
1512<alt>screenshot of invoicing</alt>\r
1513\r
1514<imageobject>\r
1515<imagedata fileref="media/view-invoice-1.png" scalefit="0"></imagedata>\r
1516</imageobject>\r
1517</mediaobject></para>\r
1518</informalfigure>\r
1519</step>\r
1520\r
1521<step>\r
1522<para>This opens the Acquisitions Search screen. Use this search to retrieve the invoices you would like to print. For more information see \r
1523<link linkend="view-invoice-search">View Invoices through a Search</link>.</para>\r
1524</step>\r
1525\r
1526<step>\r
1527<informalfigure>\r
1528<para>Check the boxes adjacent to the invoices you would like to print.</para>\r
1529<para><mediaobject>\r
1530<alt>screenshot of invoicing</alt>\r
1531\r
1532<imageobject>\r
1533<imagedata fileref="media/print-invoice-1.png" scalefit="0"></imagedata>\r
1534</imageobject>\r
1535</mediaobject></para>\r
1536</informalfigure>\r
1537<tip><para>You can select only one invoice if you only want to print a specific invoice.</para></tip>\r
1538</step>\r
1539\r
1540<step>\r
1541<informalfigure>\r
1542<para>Click <guibutton>Print Selected Invoices</guibutton>.</para>\r
1543<para><mediaobject>\r
1544<alt>screenshot of invoicing</alt>\r
1545\r
1546<imageobject>\r
1547<imagedata fileref="media/print-invoice-2.png" scalefit="0"></imagedata>\r
1548</imageobject>\r
1549</mediaobject></para>\r
1550</informalfigure>\r
1551</step>\r
1552\r
1553<step>\r
1554<informalfigure>\r
1555<para>Select your printer and click <guibutton>OK</guibutton>.</para>\r
1556<para><mediaobject>\r
1557<alt>screenshot of invoicing</alt>\r
1558\r
1559<imageobject>\r
1560<imagedata fileref="media/print-invoice-3.png" scalefit="0"></imagedata>\r
1561</imageobject>\r
1562</mediaobject></para>\r
1563</informalfigure>\r
1564</step>\r
1565\r
1566</procedure>\r
1567\r
1568</section> \r
1569 <section xml:id="pay-invoice">\r
1570 <title>Pay an Invoice</title>\r
1571<para>Invoices must be paid in Evergreen for funds to move from encumbered to spent.</para>\r
1572 \r
1573<procedure>\r
1574<step>\r
1575<para>Open or create an invoice.</para>\r
1576</step>\r
1577\r
1578<step>\r
1579<informalfigure>\r
1580<para>In the <guilabel>Paid</guilabel> column, enter the amount paid for each line item.</para>\r
1581<para><mediaobject>\r
1582<alt>screenshot of invoicing</alt>\r
1583\r
1584<imageobject>\r
1585<imagedata fileref="media/pay-invoice-1.png" scalefit="0"></imagedata>\r
1586</imageobject>\r
1587</mediaobject></para>\r
1588</informalfigure>\r
1589</step>\r
1590\r
1591<step>\r
793049ba
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1592<para>If your invoice contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1593<para>This prorates the charges, such as taxes, across funds if multiple funds are used to pay the invoice.</para>\r
1594</step>\r
1595\r
1596<step>\r
31063226 1597<informalfigure>\r
793049ba 1598<para>Save the invoice. There are two options for saving an invoice:</para> \r
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1599<para><mediaobject>\r
1600<alt>screenshot of invoicing</alt>\r
1601\r
1602<imageobject>\r
1603<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1604</imageobject>\r
1605</mediaobject></para>\r
1606</informalfigure>\r
1607\r
793049ba
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1608<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1609<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
1610\r
9880bf27 1611<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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1612</step>\r
1613</procedure>\r
1614\r
1615</section> \r
1616 <section xml:id="complete-invoice">\r
1617 <title>Complete an Invoice</title>\r
9880bf27 1618 <para>An invoice is complete when all required fields are filled in and the invoice is closed.</para>\r
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1619\r
1620<procedure>\r
1621<step>\r
1622<para>Open an invoice.</para>\r
1623</step>\r
1624\r
1625<step>\r
1626<informalfigure>\r
9880bf27 1627<para>Ensure information is entered into all of the required fields.</para>\r
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1628<para><mediaobject>\r
1629<alt>screenshot of invoicing</alt>\r
1630\r
1631<imageobject>\r
1632<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
1633</imageobject>\r
1634</mediaobject></para>\r
1635</informalfigure>\r
1636<para>Required fields are:</para>\r
1637\r
1638<itemizedlist>\r
1639<listitem>\r
1640<para>Vendor Invoice ID</para>\r
1641</listitem>\r
1642<listitem>\r
1643<para>Provider</para>\r
1644</listitem>\r
1645<listitem>\r
1646<para>Payment Method</para>\r
1647</listitem>\r
1648<listitem>\r
1649<para>Invoice Date</para>\r
1650</listitem>\r
1651<listitem>\r
1652<para>Shipper</para>\r
1653</listitem>\r
1654<listitem>\r
1655<para>Receiver</para>\r
1656</listitem>\r
1657<listitem>\r
1658<para># Invoiced/# Paid</para>\r
1659</listitem>\r
1660<listitem>\r
1661<para>Billed</para>\r
1662</listitem>\r
1663<listitem>\r
1664<para>Paid</para>\r
1665</listitem>\r
1666</itemizedlist>\r
1667\r
9880bf27
JP
1668<para>The totals at the bottom of the invoice will calculate based on the information entered.</para>\r
1669<note><para>These totals must match or the invoice will not close.</para></note>\r
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1670</step>\r
1671\r
1672<step>\r
1673<informalfigure>\r
793049ba 1674<para>Click <guibutton>Close</guibutton>. This will complete the invoice.</para>\r
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1675<para><mediaobject>\r
1676<alt>screenshot of invoicing</alt>\r
1677\r
1678<imageobject>\r
1679<imagedata fileref="media/complete-invoice-2.png" scalefit="0"></imagedata>\r
1680</imageobject>\r
1681</mediaobject></para>\r
1682</informalfigure>\r
1683</step>\r
1684</procedure>\r
1685\r
1686</section> \r
1687 <section xml:id="reopen-invoice">\r
1688 <title>Re-open an Invoice</title>\r
9880bf27 1689 <para>Completed invoices can be re-opened at anytime by users with appropriate permissions.</para>\r
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1690\r
1691<procedure>\r
1692<step>\r
1693<para>Bring up the completed invoice you wish to re-open.</para>\r
1694</step>\r
1695\r
1696<step>\r
1697<informalfigure>\r
1698<para>At the bottom of the invoice click <guibutton>Reopen Invoice</guibutton>.</para>\r
1699<para><mediaobject>\r
1700<alt>screenshot of invoicing</alt>\r
1701\r
1702<imageobject>\r
1703<imagedata fileref="media/reopen-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>The invoice is now be open and can be edited.</para>\r
1712<para><mediaobject>\r
1713<alt>screenshot of invoicing</alt>\r
1714\r
1715<imageobject>\r
1716<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
1717</imageobject>\r
1718</mediaobject></para>\r
1719</informalfigure>\r
1720</step>\r
1721</procedure>\r
1722\r
1723</section> \r
1724</chapter>\r