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31063226 RJ |
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 | |
9880bf27 JP |
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 |
17 | link 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 | |
18 | in 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 | |
20 | invoices.</para>\r | |
31063226 RJ |
21 | <para>All invoicing in 2.0 is manual.</para>\r |
22 | </abstract>\r | |
23 | \r | |
24 | \r | |
25 | </info>\r | |
26 | \r | |
31063226 RJ |
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 |
31063226 RJ |
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 |
65782033 JP |
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 | |
53 | purchase order or to search for line items to add to the invoice from within the invoice itself.</para>\r | |
31063226 | 54 | \r |
65782033 JP |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
77 | </imageobject>\r |
78 | </mediaobject></para>\r | |
79 | </informalfigure>\r | |
65782033 | 80 | </step>\r |
31063226 | 81 | \r |
65782033 JP |
82 | <step>\r |
83 | <para>Click <guilabel>Save</guilabel>.</para>\r | |
31063226 RJ |
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 RJ |
88 | </step>\r |
89 | \r | |
31063226 | 90 | \r |
31063226 | 91 | \r |
31063226 RJ |
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 |
65782033 JP |
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 | |
31063226 RJ |
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 |
31063226 RJ |
123 | \r |
124 | <para></para>\r | |
125 | \r | |
126 | <procedure>\r | |
127 | <step>\r | |
65782033 | 128 | <para>Open a purchase order.</para>\r |
31063226 RJ |
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 |
31063226 RJ |
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 |
65782033 JP |
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 |
164 | to that line item.</para> \r | |
31063226 RJ |
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 |
31063226 RJ |
170 | </imageobject>\r |
171 | </mediaobject></para>\r | |
172 | </informalfigure>\r | |
31063226 | 173 | \r |
65782033 | 174 | <para>This information includes:</para>\r |
31063226 | 175 | \r |
65782033 JP |
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 |
65782033 JP |
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 |
65782033 JP |
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 |
31063226 RJ |
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 |
31063226 RJ |
212 | </imageobject>\r |
213 | </mediaobject></para>\r | |
214 | </informalfigure>\r | |
65782033 JP |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
239 | </imageobject>\r |
240 | </mediaobject></para>\r | |
241 | </informalfigure>\r | |
31063226 | 242 | \r |
65782033 JP |
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 | |
268 | different 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 |
65782033 JP |
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 |
65782033 JP |
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 | |
31063226 RJ |
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 |
31063226 RJ |
312 | </imageobject>\r |
313 | </mediaobject></para>\r | |
314 | </informalfigure>\r | |
65782033 | 315 | </step>\r |
31063226 | 316 | \r |
65782033 JP |
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 |
31063226 RJ |
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 |
31063226 RJ |
331 | </imageobject>\r |
332 | </mediaobject></para>\r | |
333 | </informalfigure>\r | |
31063226 RJ |
334 | </step>\r |
335 | \r | |
336 | <step>\r | |
337 | <informalfigure>\r | |
9880bf27 JP |
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 |
339 | to that line item.</para> \r | |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 | |
65782033 JP |
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 | |
31063226 RJ |
432 | </step>\r |
433 | </procedure>\r | |
434 | \r | |
65782033 | 435 | \r |
31063226 RJ |
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 |
9880bf27 JP |
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 |
443 | different 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 |
31063226 RJ |
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 |
31063226 RJ |
467 | \r |
468 | <para></para>\r | |
469 | \r | |
470 | <procedure>\r | |
471 | <step>\r | |
65782033 | 472 | <para>Open a purchase order.</para>\r |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
65782033 JP |
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 |
510 | to that line item.</para> \r | |
31063226 RJ |
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 |
31063226 RJ |
516 | </imageobject>\r |
517 | </mediaobject></para>\r | |
518 | </informalfigure>\r | |
31063226 | 519 | \r |
65782033 JP |
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 |
65782033 JP |
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 |
31063226 RJ |
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 |
31063226 RJ |
558 | </imageobject>\r |
559 | </mediaobject></para>\r | |
560 | </informalfigure>\r | |
65782033 JP |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
585 | </imageobject>\r |
586 | </mediaobject></para>\r | |
587 | </informalfigure>\r | |
31063226 | 588 | \r |
65782033 JP |
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 | |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
644 | </listitem>\r |
645 | \r | |
646 | <listitem>\r | |
647 | <informalfigure>\r | |
65782033 JP |
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 | |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
681 | </imageobject>\r |
682 | </mediaobject></para>\r | |
683 | </informalfigure>\r | |
684 | </listitem>\r | |
31063226 | 685 | \r |
65782033 | 686 | <listitem>\r |
31063226 | 687 | <informalfigure>\r |
65782033 JP |
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 |
689 | new date using the calendar widget.</para>\r | |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 |
65782033 JP |
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 |
729 | down menu.</para>\r | |
31063226 RJ |
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 |
31063226 RJ |
735 | </imageobject>\r |
736 | </mediaobject></para>\r | |
737 | </informalfigure>\r | |
65782033 JP |
738 | </listitem>\r |
739 | </itemizedlist>\r | |
31063226 | 740 | \r |
31063226 RJ |
741 | </simplesect>\r |
742 | \r | |
743 | </section>\r | |
744 | \r | |
65782033 JP |
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 |
65782033 JP |
762 | <simplesect xml:id="link-invoice-purchase-order">\r |
763 | <title>Link an Entire Purchase Order to an Existing Invoice</title>\r | |
31063226 RJ |
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 | |
766 | purchase 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 | |
767 | purchase 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 |
31063226 RJ |
832 | \r |
833 | \r | |
65782033 | 834 | <simplesect xml:id="link-lineitem-invoice">\r |
31063226 RJ |
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 |
31063226 RJ |
838 | first 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 |
31063226 RJ |
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 |
31063226 RJ |
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 | |
65782033 JP |
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 | |
31063226 RJ |
939 | \r |
940 | </section>\r | |
941 | \r | |
942 | \r | |
943 | <section xml:id="charges-invoice">\r | |
944 | <title>Invoice Charges</title>\r | |
945 | \r | |
9880bf27 JP |
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 |
947 | are 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 | |
948 | for 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 | |
951 | proportionally among the funds in use on the invoice based on how much is being spent out of each fund.</para>\r | |
952 | \r | |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 | |
9880bf27 JP |
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 | |
31063226 RJ |
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 | |
1045 | pay the invoice.</para>\r | |
9880bf27 JP |
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 | |
31063226 RJ |
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 | |
9880bf27 JP |
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 |
1058 | See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para>\r | |
31063226 RJ |
1059 | \r |
1060 | <procedure>\r | |
1061 | \r | |
1062 | <step>\r | |
9880bf27 | 1063 | <para>Open an invoice.</para>\r |
31063226 RJ |
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 | |
9880bf27 JP |
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 | |
1119 | pay 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 | |
31063226 RJ |
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 | |
1208 | in 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 | |
31063226 RJ |
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 | |
1272 | pay the invoice.</para>\r | |
9880bf27 JP |
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 | |
31063226 RJ |
1275 | </step>\r |
1276 | \r | |
1277 | </procedure>\r | |
9880bf27 JP |
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 | |
31063226 RJ |
1281 | </section> \r |
1282 | \r | |
9880bf27 | 1283 | \r |
31063226 RJ |
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 |
31063226 RJ |
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 | |
1513 | pay the invoice.</para>\r | |
9880bf27 JP |
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 | |
31063226 RJ |
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 |
31063226 RJ |
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 |
31063226 RJ |
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 | |
31063226 RJ |
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 |
31063226 RJ |
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 |