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