Further revisions to Invoicing.
[sitka/doc/acquisitions.git] / acq / acq-invoices.xml
CommitLineData
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
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
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
53purchase 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 88</step>\r
31063226
RJ
89</procedure>\r
90\r
91</simplesect>\r
92\r
93<simplesect xml:id="create-invoice-purchase-order">\r
9880bf27 94<title>Create an Invoice From a Purchase Order</title>\r
65782033
JP
95<para>You can create an invoice containing all of the line items on a purchase order.</para>\r
96\r
97<note><para>The following fields are required to save the invoice:</para>\r
31063226
RJ
98\r
99<itemizedlist> \r
100<listitem>\r
101<para>Vendor Invoice ID</para>\r
102</listitem>\r
103<listitem>\r
104<para>Provider</para>\r
105</listitem>\r
106<listitem>\r
107<para>Shipper</para>\r
108</listitem>\r
109<listitem>\r
110<para>Payment Method</para>\r
111</listitem>\r
112<listitem>\r
113<para># Invoiced</para>\r
114</listitem>\r
115<listitem>\r
116<para># Paid</para>\r
117</listitem>\r
118</itemizedlist>\r
65782033 119</note>\r
31063226
RJ
120\r
121<para></para>\r
122\r
123<procedure>\r
124<step>\r
65782033 125<para>Open a purchase order.</para>\r
31063226
RJ
126</step>\r
127\r
128<step>\r
129<informalfigure>\r
130<para>Click <guibutton>Create Invoice</guibutton>.</para>\r
131<para><mediaobject>\r
132<alt>screenshot of invoicing</alt>\r
133\r
134<imageobject>\r
135<imagedata fileref="media/purchaseorder-invoice-1.png" scalefit="0"></imagedata>\r
136</imageobject>\r
137</mediaobject></para>\r
138</informalfigure>\r
139</step>\r
140\r
141<step>\r
142<para>A new invoice will open in the same tab.</para>\r
143</step>\r
144\r
145<step>\r
146<informalfigure>\r
65782033 147<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
148<para><mediaobject>\r
149<alt>screenshot of invoicing</alt>\r
150\r
151<imageobject>\r
152<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
153</imageobject>\r
154</mediaobject></para>\r
155</informalfigure>\r
65782033 156</step>\r
31063226 157\r
65782033 158<step>\r
31063226 159<informalfigure>\r
65782033
JP
160<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list the line items from the prchase order along with information pertaining \r
161to that line item.</para> \r
31063226
RJ
162<para><mediaobject>\r
163<alt>screenshot of invoicing</alt>\r
164\r
165<imageobject>\r
65782033 166<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
31063226
RJ
167</imageobject>\r
168</mediaobject></para>\r
169</informalfigure>\r
31063226 170\r
65782033 171<para>This information includes:</para>\r
31063226 172\r
65782033
JP
173<itemizedlist>\r
174<listitem>\r
175<para>Title</para>\r
31063226 176</listitem>\r
31063226 177<listitem>\r
65782033 178<para>Author</para>\r
31063226 179</listitem>\r
31063226 180<listitem>\r
65782033
JP
181<para>ISBN</para>\r
182</listitem>\r
183<listitem>\r
184<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
185</listitem>\r
186<listitem>\r
187<para>summary of amounts estimated, encumbered, and paid</para>\r
188</listitem>\r
189<listitem>\r
190<para>line item ID number</para>\r
191</listitem>\r
192<listitem>\r
193<para>link to the Selection List (if used)</para>\r
31063226 194</listitem>\r
31063226 195<listitem>\r
65782033
JP
196<para>link to the Purchase Order</para>\r
197</listitem>\r
198</itemizedlist>\r
199</step>\r
200\r
201<step>\r
31063226 202<informalfigure>\r
65782033 203<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
204<para><mediaobject>\r
205<alt>screenshot of invoicing</alt>\r
206\r
207<imageobject>\r
65782033 208<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
31063226
RJ
209</imageobject>\r
210</mediaobject></para>\r
211</informalfigure>\r
65782033
JP
212<note><para>The <guilabel># Invoiced</guilabel> field must be completed or the invoice will not save.</para></note>\r
213</step>\r
31063226 214\r
65782033 215<step>\r
31063226 216<informalfigure>\r
65782033 217<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
31063226
RJ
218<para><mediaobject>\r
219<alt>screenshot of invoicing</alt>\r
220\r
221<imageobject>\r
65782033 222<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
31063226
RJ
223</imageobject>\r
224</mediaobject></para>\r
225</informalfigure>\r
65782033 226</step>\r
31063226 227\r
65782033 228<step>\r
31063226 229<informalfigure>\r
65782033 230<para>There are two options for saving an invoice:</para> \r
31063226
RJ
231<para><mediaobject>\r
232<alt>screenshot of invoicing</alt>\r
233\r
234<imageobject>\r
65782033 235<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
31063226
RJ
236</imageobject>\r
237</mediaobject></para>\r
238</informalfigure>\r
31063226 239\r
65782033
JP
240<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
241<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
242</step>\r
243\r
244<step>\r
245<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
246</step>\r
247\r
248<step>\r
249<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
250</step>\r
251\r
252<step>\r
253<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
254</step>\r
255\r
256\r
257</procedure>\r
258\r
259</simplesect>\r
260\r
261<simplesect xml:id="create-invoice-line-items">\r
262<title>Create an Invoice From Multiple Line Items</title>\r
263\r
264<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
265different purchase orders to this invoice. See <link linkend="link-lineitem-invoice">Link a line item to an exisiting invoice</link>.</para>\r
793049ba 266<note><para>The fields that are required to save the invoice are:</para>\r
65782033
JP
267\r
268<itemizedlist> \r
31063226 269<listitem>\r
65782033
JP
270<para>Vendor Invoice ID</para>\r
271</listitem>\r
272<listitem>\r
273<para>Provider</para>\r
274</listitem>\r
275<listitem>\r
276<para>Shipper</para>\r
277</listitem>\r
278<listitem>\r
279<para>Payment Method</para>\r
280</listitem>\r
281<listitem>\r
282<para># Invoiced</para>\r
283</listitem>\r
284<listitem>\r
285<para># Paid</para>\r
286</listitem>\r
287</itemizedlist>\r
793049ba 288</note>\r
65782033
JP
289\r
290<para></para>\r
291 \r
292<procedure>\r
293<step>\r
294<para>Open the purchase order.</para>\r
295</step>\r
296\r
297<step>\r
298<para>Check the boxes beside the line items you would like to use to create your invoice.</para>\r
299</step>\r
300\r
301<step>\r
31063226 302<informalfigure>\r
65782033
JP
303<para>Using the main <guilabel>Actions</guilabel> menu, select \r
304<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Invoice From Selected Lineitems</guimenuitem></menuchoice>.</para>\r
31063226
RJ
305<para><mediaobject>\r
306<alt>screenshot of invoicing</alt>\r
307\r
308<imageobject>\r
65782033 309<imagedata fileref="media/lineitem-multiple-invoice-1.png" scalefit="0"></imagedata>\r
31063226
RJ
310</imageobject>\r
311</mediaobject></para>\r
312</informalfigure>\r
65782033 313</step>\r
31063226 314\r
65782033
JP
315\r
316<step>\r
317<para>A new invoice will open in the same tab.</para>\r
318</step>\r
319\r
320\r
321<step>\r
31063226 322<informalfigure>\r
65782033 323<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
324<para><mediaobject>\r
325<alt>screenshot of invoicing</alt>\r
326\r
327<imageobject>\r
65782033 328<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
31063226
RJ
329</imageobject>\r
330</mediaobject></para>\r
331</informalfigure>\r
31063226
RJ
332</step>\r
333\r
334<step>\r
335<informalfigure>\r
9880bf27
JP
336<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list the line items from the prchase order along with information pertaining \r
337to that line item.</para> \r
31063226
RJ
338<para><mediaobject>\r
339<alt>screenshot of invoicing</alt>\r
340\r
341<imageobject>\r
342<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
343</imageobject>\r
344</mediaobject></para>\r
345</informalfigure>\r
346\r
347<para>This information includes:</para>\r
348\r
349<itemizedlist>\r
350<listitem>\r
351<para>Title</para>\r
352</listitem>\r
353<listitem>\r
354<para>Author</para>\r
355</listitem>\r
356<listitem>\r
357<para>ISBN</para>\r
358</listitem>\r
359<listitem>\r
360<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
361</listitem>\r
362<listitem>\r
363<para>summary of amounts estimated, encumbered, and paid</para>\r
364</listitem>\r
365<listitem>\r
366<para>line item ID number</para>\r
367</listitem>\r
368<listitem>\r
369<para>link to the Selection List (if used)</para>\r
370</listitem>\r
371<listitem>\r
372<para>link to the Purchase Order</para>\r
373</listitem>\r
374</itemizedlist>\r
375</step>\r
376\r
377<step>\r
378<informalfigure>\r
379<para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field will have automatically filled.</para>\r
380<para><mediaobject>\r
381<alt>screenshot of invoicing</alt>\r
382\r
383<imageobject>\r
384<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
385</imageobject>\r
386</mediaobject></para>\r
387</informalfigure>\r
9880bf27 388<note><para>The <guilabel># Invoiced</guilabel> field must be completed or the invoice will not save.</para></note>\r
31063226
RJ
389</step>\r
390\r
391<step>\r
392<informalfigure>\r
393<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
394<para><mediaobject>\r
395<alt>screenshot of invoicing</alt>\r
396\r
397<imageobject>\r
398<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
399</imageobject>\r
400</mediaobject></para>\r
401</informalfigure>\r
402</step>\r
403\r
404<step>\r
31063226 405<informalfigure>\r
65782033 406<para>There are two options for saving an invoice:</para> \r
31063226
RJ
407<para><mediaobject>\r
408<alt>screenshot of invoicing</alt>\r
409\r
410<imageobject>\r
411<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
412</imageobject>\r
413</mediaobject></para>\r
414</informalfigure>\r
415\r
416<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
65782033
JP
417<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
418</step>\r
419\r
420<step>\r
421<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
422</step>\r
423\r
424<step>\r
425<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
426</step>\r
427\r
428<step>\r
429<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
31063226
RJ
430</step>\r
431</procedure>\r
432\r
65782033 433\r
31063226
RJ
434</simplesect>\r
435\r
436\r
437 <simplesect xml:id="create-invoice-line-item">\r
65782033 438 <title>Create an Invoice for a Single Line Item</title>\r
31063226 439\r
9880bf27
JP
440<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
441different purchase orders to this invoice. See <link linkend="link-lineitem-invoice">Link a line item to an exisiting invoice</link>.</para>\r
65782033 442<note><para>The fields that are required to save the invoice are:</para>\r
31063226
RJ
443\r
444<itemizedlist> \r
445<listitem>\r
446<para>Vendor Invoice ID</para>\r
447</listitem>\r
448<listitem>\r
449<para>Provider</para>\r
450</listitem>\r
451<listitem>\r
452<para>Shipper</para>\r
453</listitem>\r
454<listitem>\r
455<para>Payment Method</para>\r
456</listitem>\r
457<listitem>\r
458<para># Invoiced</para>\r
459</listitem>\r
460<listitem>\r
461<para># Paid</para>\r
462</listitem>\r
463</itemizedlist>\r
65782033 464</note>\r
31063226
RJ
465\r
466<para></para>\r
467 \r
468<procedure>\r
469<step>\r
65782033 470<para>Open a purchase order.</para>\r
31063226
RJ
471</step>\r
472\r
473<step>\r
474<informalfigure>\r
475<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
476<menuchoice><guimenu>Actions</guimenu><guimenuitem>New Invoice</guimenuitem></menuchoice>.</para>\r
477<para><mediaobject>\r
478<alt>screenshot of invoicing</alt>\r
479\r
480<imageobject>\r
481<imagedata fileref="media/lineitem-invoice-1.png" scalefit="0"></imagedata>\r
482</imageobject>\r
483</mediaobject></para>\r
484</informalfigure>\r
485</step>\r
486\r
487<step>\r
488<para>A new invoice will open in the same tab.</para>\r
489</step>\r
490\r
65782033 491\r
31063226
RJ
492<step>\r
493<informalfigure>\r
65782033 494<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
495<para><mediaobject>\r
496<alt>screenshot of invoicing</alt>\r
497\r
498<imageobject>\r
499<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
500</imageobject>\r
501</mediaobject></para>\r
502</informalfigure>\r
65782033 503</step>\r
31063226 504\r
65782033 505<step>\r
31063226 506<informalfigure>\r
793049ba 507<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list the line items from the purchase order along with information pertaining \r
65782033 508to that line item.</para> \r
31063226
RJ
509<para><mediaobject>\r
510<alt>screenshot of invoicing</alt>\r
511\r
512<imageobject>\r
65782033 513<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
31063226
RJ
514</imageobject>\r
515</mediaobject></para>\r
516</informalfigure>\r
31063226 517\r
65782033
JP
518<para>This information includes:</para>\r
519\r
520<itemizedlist>\r
521<listitem>\r
522<para>Title</para>\r
523</listitem>\r
524<listitem>\r
525<para>Author</para>\r
526</listitem>\r
527<listitem>\r
528<para>ISBN</para>\r
529</listitem>\r
530<listitem>\r
531<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
532</listitem>\r
533<listitem>\r
534<para>summary of amounts estimated, encumbered, and paid</para>\r
535</listitem>\r
536<listitem>\r
537<para>line item ID number</para>\r
538</listitem>\r
539<listitem>\r
540<para>link to the Selection List (if used)</para>\r
541</listitem>\r
31063226 542<listitem>\r
65782033
JP
543<para>link to the Purchase Order</para>\r
544</listitem>\r
545</itemizedlist>\r
546</step>\r
547\r
548<step>\r
31063226 549<informalfigure>\r
65782033 550<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
551<para><mediaobject>\r
552<alt>screenshot of invoicing</alt>\r
553\r
554<imageobject>\r
65782033 555<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
31063226
RJ
556</imageobject>\r
557</mediaobject></para>\r
558</informalfigure>\r
65782033
JP
559<note><para>The <guilabel># Invoiced</guilabel> field must be completed or the invoice will not save.</para></note>\r
560</step>\r
31063226 561\r
65782033 562<step>\r
31063226 563<informalfigure>\r
65782033 564<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
31063226
RJ
565<para><mediaobject>\r
566<alt>screenshot of invoicing</alt>\r
567\r
568<imageobject>\r
65782033 569<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
31063226
RJ
570</imageobject>\r
571</mediaobject></para>\r
572</informalfigure>\r
65782033 573</step>\r
31063226 574\r
65782033 575<step>\r
31063226 576<informalfigure>\r
65782033 577<para>There are two options for saving an invoice:</para> \r
31063226
RJ
578<para><mediaobject>\r
579<alt>screenshot of invoicing</alt>\r
580\r
581<imageobject>\r
65782033 582<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
31063226
RJ
583</imageobject>\r
584</mediaobject></para>\r
585</informalfigure>\r
31063226 586\r
65782033
JP
587<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
588<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
589</step>\r
590\r
591<step>\r
592<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
593</step>\r
594\r
595<step>\r
596<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
597</step>\r
598\r
599<step>\r
600<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
601</step>\r
602\r
603</procedure>\r
604</simplesect>\r
605\r
606</section>\r
607\r
608<section xml:id="invoice-interface">\r
609<title>Invoice Interface</title>\r
610\r
793049ba
JP
611<para>The invoice interface has changed significantly with new development. These changes include:</para>\r
612\r
613<itemizedlist>\r
614<listitem>\r
615<para>A line item count at the top of the interface.</para>\r
616</listitem>\r
617<listitem>\r
618<para>An expected cost total at the top of the interface.</para>\r
619</listitem>\r
620<listitem>\r
621<para>The ability to hide and show the invoice details.</para>\r
622</listitem>\r
623<listitem>\r
624<para>A new <guilabel>Search</guilabel> tab.</para>\r
625</listitem>\r
626<listitem>\r
627<para>New buttons for <guilabel>Save</guilabel>, <guilabel>Save and Clear</guilabel>, <guilabel>Prorate</guilabel>, and <guilabel>Close</guilabel>.</para>\r
628</listitem>\r
629</itemizedlist>\r
630\r
65782033
JP
631\r
632<simplesect xml:id="invoice-details">\r
633<title>Invoice Details</title>\r
634\r
635<itemizedlist>\r
31063226
RJ
636<listitem>\r
637<informalfigure>\r
65782033 638<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
639<para><mediaobject>\r
640<alt>screenshot of invoicing</alt>\r
641\r
642<imageobject>\r
65782033 643<imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>\r
31063226
RJ
644</imageobject>\r
645</mediaobject></para>\r
646</informalfigure>\r
647</listitem>\r
648\r
649<listitem>\r
650<informalfigure>\r
65782033 651<para>Choose a <guilabel>Receive Method</guilabel> from the drop down menu.</para>\r
31063226
RJ
652<para><mediaobject>\r
653<alt>screenshot of invoicing</alt>\r
654\r
655<imageobject>\r
65782033 656<imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>\r
31063226
RJ
657</imageobject>\r
658</mediaobject></para>\r
659</informalfigure>\r
65782033 660<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
661</listitem>\r
662\r
663<listitem>\r
664<informalfigure>\r
65782033
JP
665<para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para>\r
666<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
667<para><mediaobject>\r
668<alt>screenshot of invoicing</alt>\r
669\r
670<imageobject>\r
65782033 671<imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>\r
31063226
RJ
672</imageobject>\r
673</mediaobject></para>\r
674</informalfigure>\r
675</listitem>\r
676\r
677<listitem>\r
678<informalfigure>\r
65782033 679<para>If you desire, enter a note in the <guilabel>Note</guilabel> field.</para>\r
31063226
RJ
680<para><mediaobject>\r
681<alt>screenshot of invoicing</alt>\r
682\r
683<imageobject>\r
65782033 684<imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>\r
31063226
RJ
685</imageobject>\r
686</mediaobject></para>\r
687</informalfigure>\r
688</listitem>\r
689\r
690<listitem>\r
691<informalfigure>\r
65782033 692<para>From the <guilabel>Payment Method</guilabel> drop down menu, select a payment method.</para>\r
31063226
RJ
693<para><mediaobject>\r
694<alt>screenshot of invoicing</alt>\r
695\r
696<imageobject>\r
65782033 697<imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>\r
31063226
RJ
698</imageobject>\r
699</mediaobject></para>\r
700</informalfigure>\r
701</listitem>\r
31063226 702\r
65782033 703<listitem>\r
31063226 704<informalfigure>\r
65782033
JP
705<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
706new date using the calendar widget.</para>\r
31063226
RJ
707<para><mediaobject>\r
708<alt>screenshot of invoicing</alt>\r
709\r
710<imageobject>\r
65782033 711<imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>\r
31063226
RJ
712</imageobject>\r
713</mediaobject></para>\r
714</informalfigure>\r
31063226 715</listitem>\r
31063226 716\r
65782033 717<listitem>\r
31063226 718<informalfigure>\r
65782033 719<para>Specify an <guilabel>Invoice Type</guilabel> if your library distinguishes between types of invoices.</para>\r
31063226
RJ
720<para><mediaobject>\r
721<alt>screenshot of invoicing</alt>\r
722\r
723<imageobject>\r
65782033 724<imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata>\r
31063226
RJ
725</imageobject>\r
726</mediaobject></para>\r
727</informalfigure>\r
65782033 728</listitem>\r
31063226 729\r
65782033 730<listitem>\r
31063226 731<informalfigure>\r
65782033 732<para>If your library requires it, enter a <guilabel>Payment Authorization</guilabel>.</para>\r
31063226
RJ
733<para><mediaobject>\r
734<alt>screenshot of invoicing</alt>\r
735\r
736<imageobject>\r
65782033 737<imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>\r
31063226
RJ
738</imageobject>\r
739</mediaobject></para>\r
740</informalfigure>\r
65782033 741</listitem>\r
31063226 742\r
65782033 743<listitem>\r
31063226 744<informalfigure>\r
65782033
JP
745<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
746down menu.</para>\r
31063226
RJ
747<para><mediaobject>\r
748<alt>screenshot of invoicing</alt>\r
749\r
750<imageobject>\r
65782033 751<imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>\r
31063226
RJ
752</imageobject>\r
753</mediaobject></para>\r
754</informalfigure>\r
65782033
JP
755</listitem>\r
756</itemizedlist>\r
31063226 757\r
31063226
RJ
758</simplesect>\r
759\r
760</section>\r
761\r
65782033
JP
762<section xml:id="populate-invoice">\r
763<title>Populating Invoices</title>\r
764\r
793049ba 765<para>Line items can be added to invoices in four ways:</para>\r
65782033
JP
766\r
767<itemizedlist>\r
768<listitem>\r
769<para><link linkend="link-invoice-purchase-order">Link an Entire Purchase Order to an Existing Invoice</link></para>\r
770</listitem>\r
771<listitem>\r
772<para><link linkend="link-lineitem-invoice">Link a Line Item to an Existing Invoice</link></para>\r
773</listitem>\r
774<listitem>\r
775<para><link linkend="link-multiple-lineitem-invoice">Link Multiple Line Items to an Existing Invoice</link></para>\r
776</listitem>\r
793049ba
JP
777<listitem>\r
778<para><link linkend="link-search-lineitem">Search for Line Items from an Invoice</link></para>\r
779</listitem>\r
65782033 780</itemizedlist>\r
31063226 781\r
65782033
JP
782 <simplesect xml:id="link-invoice-purchase-order">\r
783 <title>Link an Entire Purchase Order to an Existing Invoice</title>\r
31063226
RJ
784 <para>You can use the <guibutton>Link Invoice</guibutton> button to link a purchase order to an existing invoice.</para>\r
785<para>For example, an invoice is received for a shipment with items on \r
786purchase 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
787purchase order #2 you simply link the purchase order to the invoice.</para>\r
788\r
789<procedure>\r
790<step>\r
791<para>Open a purchase order.</para>\r
792</step>\r
793\r
794<step>\r
795<informalfigure>\r
796<para>Click <guibutton>Link Invoice</guibutton>.</para>\r
797<para><mediaobject>\r
798<alt>screenshot of invoicing</alt>\r
799\r
800<imageobject>\r
801<imagedata fileref="media/purchaseorder-link-invoice-1.png" scalefit="0"></imagedata>\r
802</imageobject>\r
803</mediaobject></para>\r
804</informalfigure>\r
805</step>\r
806\r
807<step>\r
808<informalfigure>\r
809<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
810<para><mediaobject>\r
811<alt>screenshot of invoicing</alt>\r
812\r
813<imageobject>\r
814<imagedata fileref="media/purchaseorder-link-invoice-2.png" scalefit="0"></imagedata>\r
815</imageobject>\r
816</mediaobject></para>\r
817</informalfigure>\r
818</step>\r
819\r
820<step>\r
821<informalfigure>\r
822<para>Enter the code for the provider. This field will auto-complete.</para>\r
823<para><mediaobject>\r
824<alt>screenshot of invoicing</alt>\r
825\r
826<imageobject>\r
827<imagedata fileref="media/purchaseorder-link-invoice-3.png" scalefit="0"></imagedata>\r
828</imageobject>\r
829</mediaobject></para>\r
830</informalfigure>\r
831</step>\r
832\r
833<step>\r
834<informalfigure>\r
835<para>Click <guibutton>Link</guibutton>.</para>\r
836<para><mediaobject>\r
837<alt>screenshot of invoicing</alt>\r
838\r
839<imageobject>\r
840<imagedata fileref="media/purchaseorder-link-invoice-4.png" scalefit="0"></imagedata>\r
841</imageobject>\r
842</mediaobject></para>\r
843</informalfigure>\r
844</step>\r
845\r
846<step>\r
847<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
848</step>\r
849</procedure>\r
850\r
65782033 851</simplesect>\r
31063226
RJ
852\r
853\r
65782033 854 <simplesect xml:id="link-lineitem-invoice">\r
31063226
RJ
855 <title>Link a Line Item to an Existing Invoice</title>\r
856 <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 857<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
858first item and then link the line items from other purchase orders onto that invoice.</para> \r
859\r
860<procedure>\r
861<step>\r
9880bf27 862<para>Open a purchase order.</para>\r
31063226
RJ
863</step>\r
864\r
865<step>\r
866<informalfigure>\r
867<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
868<menuchoice><guimenu>Actions</guimenu><guimenuitem>Link to Invoice</guimenuitem></menuchoice>.</para>\r
869<para><mediaobject>\r
870<alt>screenshot of invoicing</alt>\r
871\r
872<imageobject>\r
873<imagedata fileref="media/link-invoice-lineitem-1.png" scalefit="0"></imagedata>\r
874</imageobject>\r
875</mediaobject></para>\r
876</informalfigure>\r
877</step>\r
878\r
879<step>\r
880<informalfigure>\r
9880bf27 881<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
882<para><mediaobject>\r
883<alt>screenshot of invoicing</alt>\r
884\r
885<imageobject>\r
886<imagedata fileref="media/link-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
887</imageobject>\r
888</mediaobject></para>\r
889</informalfigure>\r
890</step>\r
891\r
892<step>\r
893<informalfigure>\r
894<para>Enter the code for the provider. This field will auto-complete.</para>\r
895<para><mediaobject>\r
896<alt>screenshot of invoicing</alt>\r
897\r
898<imageobject>\r
899<imagedata fileref="media/link-invoice-lineitem-3.png" scalefit="0"></imagedata>\r
900</imageobject>\r
901</mediaobject></para>\r
902</informalfigure>\r
903</step>\r
904\r
905<step>\r
906<informalfigure>\r
907<para>Click <guibutton>Link</guibutton>.</para>\r
908<para><mediaobject>\r
909<alt>screenshot of invoicing</alt>\r
910\r
911<imageobject>\r
912<imagedata fileref="media/link-invoice-lineitem-4.png" scalefit="0"></imagedata>\r
913</imageobject>\r
914</mediaobject></para>\r
915</informalfigure>\r
916</step>\r
917\r
918<step>\r
919<informalfigure>\r
920<para>The invoice will open in the same tab and the line item will added to the invoice.</para>\r
921<para><mediaobject>\r
922<alt>screenshot of link invoice</alt>\r
923\r
924<imageobject>\r
925<imagedata fileref="media/link-invoice-lineitem-5.png" scalefit="0"></imagedata>\r
926</imageobject>\r
927</mediaobject></para>\r
928</informalfigure>\r
929</step>\r
930</procedure>\r
65782033
JP
931</simplesect>\r
932\r
793049ba 933<simplesect xml:id="link-multiple-lineitem-invoice">\r
65782033
JP
934<title>Link Multiple Line Items to an Existing Invoice</title>\r
935\r
936<procedure>\r
937<step>\r
938<para>Open a purchase order.</para>\r
939</step>\r
940\r
941<step>\r
793049ba
JP
942<para>Check the boxes beside the line items you would like to link to your invoice.</para>\r
943</step>\r
944\r
945<step>\r
65782033
JP
946<informalfigure>\r
947<para>Using the main <guilabel>Actions</guilabel> menu, select \r
948<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Invoice From Selected Lineitems</guimenuitem></menuchoice>.</para>\r
949<para><mediaobject>\r
950<alt>screenshot of invoicing</alt>\r
951\r
952<imageobject>\r
953<imagedata fileref="media/lineitem-multiple-invoice-1.png" scalefit="0"></imagedata>\r
954</imageobject>\r
955</mediaobject></para>\r
956</informalfigure>\r
957</step>\r
958\r
793049ba
JP
959<step>\r
960<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
961</step>\r
962\r
963<step>\r
964<para>Enter the code for the provider. This field will auto-complete.</para>\r
965</step>\r
966\r
967<step>\r
968<para>Click <guibutton>Link</guibutton>.</para>\r
969</step>\r
970\r
971<step>\r
972<para>The invoice will open in the same tab and the line items will added to the invoice.</para>\r
973</step>\r
974\r
65782033
JP
975</procedure>\r
976\r
977\r
978</simplesect>\r
31063226 979\r
793049ba
JP
980<simplesect xml:id="link-search-lineitem">\r
981<title>Search for Line Items from an Invoice</title>\r
982\r
983<procedure>\r
984\r
985<step>\r
986<para>Open an invoice or <link linkend="create-blanket-invoice">create an invoice</link>.</para>\r
987</step>\r
988\r
989<step>\r
990<para>Click the <guibutton>Search</guibutton>.</para>\r
991</step>\r
992\r
993<step>\r
994<para>Select your search criteria from the drop down menu.</para>\r
995<para>See <link linkend="lineitem-search">Searching for Line Items</link> for searching tips.</para>\r
996</step>\r
997\r
998<step>\r
999<para> The <guilabel>Limit to Invoiceable Items</guilabel> check box is checked by default.</para>\r
1000<para>Invoiceable items are those that are on order, have not been cancelled, and have not yet been invoiced.</para>\r
1001</step>\r
1002\r
1003<step>\r
1004<para>The <guilabel>Sort by title</guilabel> check box is optional.</para>\r
1005<para>By default, results are listed by line number. This check box sorts the results by ascending title.</para>\r
1006</step>\r
1007\r
1008<step>\r
1009<para>Click <guilabel>Search</guilabel>.</para>\r
1010</step>\r
1011\r
1012<step>\r
1013<para>Use the <guilabel>Next</guilabel> and <guilabel>Back</guilabel> links to navigate through the results.</para>\r
1014</step>\r
1015\r
1016<step>\r
1017<para>Select the line items you would like to add to the invoice and click <guibutton>Add Selected Items to Invoice</guibutton>.</para>\r
1018</step>\r
1019\r
1020<step>\r
1021<para>The selected line items are highlighted, adn the invoice summary at the top of the screen updates.</para>\r
1022</step>\r
1023\r
1024<step>\r
1025<para>Click the <guilabel>Invoice</guilabel> tab to see the updated invoice.</para>\r
1026</step>\r
1027\r
1028</procedure>\r
1029\r
1030</simplesect>\r
1031\r
31063226
RJ
1032</section>\r
1033\r
1034\r
1035 <section xml:id="charges-invoice">\r
1036<title>Invoice Charges</title>\r
1037\r
9880bf27
JP
1038<para>You can add additional charges to any invoice. Possible charges include taxes and shipping fees as well as charges for items that \r
1039are 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
1040for a list of the charge types available.</para>\r
1041\r
1042<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
1043proportionally among the funds in use on the invoice based on how much is being spent out of each fund.</para>\r
1044\r
31063226
RJ
1045<para><link linkend="add-charges-invoice">Add Charges to an Invoice</link></para>\r
1046<para><link linkend="delete-charges-invoice">Delete Charges from an Invoice</link></para>\r
1047\r
1048<simplesect xml:id="add-charges-invoice">\r
1049 <title>Add Charges to an Invoice</title>\r
1050 \r
1051<procedure>\r
1052<step>\r
1053<para>Open an invoice.</para>\r
1054</step>\r
1055\r
1056<step>\r
1057<informalfigure>\r
1058<para>Click the <guilabel>Add Charge...</guilabel> link.</para>\r
1059<para><mediaobject>\r
1060<alt>screenshot of invoicing</alt>\r
1061\r
1062<imageobject>\r
1063<imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata>\r
1064</imageobject>\r
1065</mediaobject></para>\r
1066</informalfigure>\r
1067</step>\r
1068\r
1069<step>\r
1070<informalfigure>\r
9880bf27 1071<para>Choose the charge you would like to apply from the <guilabel>Charge Type</guilabel> drop down menu.</para>\r
31063226
RJ
1072<para><mediaobject>\r
1073<alt>screenshot of invoicing</alt>\r
1074\r
1075<imageobject>\r
1076<imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata>\r
1077</imageobject>\r
1078</mediaobject></para>\r
1079</informalfigure>\r
1080</step>\r
1081\r
1082<step>\r
1083<informalfigure>\r
9880bf27 1084<para>Using the drop down menu, choose the fund from which payment for the charge will come.</para>\r
31063226
RJ
1085<para><mediaobject>\r
1086<alt>screenshot of invoicing</alt>\r
1087\r
1088<imageobject>\r
1089<imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata>\r
1090</imageobject>\r
1091</mediaobject></para>\r
1092</informalfigure>\r
9880bf27
JP
1093<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
1094 funds to apply the charges to based on the contents of the invoice.</para></note>\r
31063226
RJ
1095</step>\r
1096\r
1097<step>\r
1098<informalfigure>\r
1099<para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para>\r
1100<para><mediaobject>\r
1101<alt>screenshot of invoicing</alt>\r
1102\r
1103<imageobject>\r
1104<imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata>\r
1105</imageobject>\r
1106</mediaobject></para>\r
1107</informalfigure>\r
1108</step>\r
1109\r
1110<step>\r
1111<informalfigure>\r
1112<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
1113<para><mediaobject>\r
1114<alt>screenshot of invoicing</alt>\r
1115\r
1116<imageobject>\r
1117<imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata>\r
1118</imageobject>\r
1119</mediaobject></para>\r
1120</informalfigure>\r
1121</step>\r
1122\r
1123<step>\r
1124<informalfigure>\r
1125<para>There are three options for saving an invoice:</para> \r
1126<para><mediaobject>\r
1127<alt>screenshot of invoicing</alt>\r
1128\r
1129<imageobject>\r
1130<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1131</imageobject>\r
1132</mediaobject></para>\r
1133</informalfigure>\r
1134\r
1135<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
1136<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
1137pay the invoice.</para>\r
9880bf27
JP
1138<para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r
1139<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
1140</step>\r
1141\r
1142</procedure>\r
1143\r
1144\r
1145</simplesect>\r
1146\r
1147<simplesect xml:id="delete-charges-invoice">\r
1148<title>Delete Charges from an Invoice</title>\r
9880bf27
JP
1149<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
1150See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para>\r
31063226
RJ
1151\r
1152<procedure>\r
1153\r
1154<step>\r
9880bf27 1155<para>Open an invoice.</para>\r
31063226
RJ
1156</step>\r
1157\r
1158<step>\r
1159<informalfigure>\r
1160<para>Click the <guilabel>Delete</guilabel> link adjacent to the charge line.</para>\r
1161<para><mediaobject>\r
1162<alt>screenshot of invoicing</alt>\r
1163\r
1164<imageobject>\r
1165<imagedata fileref="media/delete-charge-invoice-1.png" scalefit="0"></imagedata>\r
1166</imageobject>\r
1167</mediaobject></para>\r
1168</informalfigure>\r
1169</step>\r
1170\r
1171<step>\r
1172<informalfigure>\r
1173<para>Confirm that you wish to delete the charge by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1174<para><mediaobject>\r
1175<alt>screenshot of invoicing</alt>\r
1176\r
1177<imageobject>\r
1178<imagedata fileref="media/delete-charge-invoice-2.png" scalefit="0"></imagedata>\r
1179</imageobject>\r
1180</mediaobject></para>\r
1181</informalfigure>\r
1182</step>\r
1183\r
1184<step>\r
1185<informalfigure>\r
1186<para>The charge is deleted and removed from the invoice.</para>\r
1187<para><mediaobject>\r
1188<alt>screenshot of invoicing</alt>\r
1189\r
1190<imageobject>\r
1191<imagedata fileref="media/delete-charge-invoice-3.png" scalefit="0"></imagedata>\r
1192</imageobject>\r
1193</mediaobject></para>\r
1194</informalfigure>\r
1195</step>\r
9880bf27
JP
1196\r
1197<step>\r
1198<informalfigure>\r
1199<para>There are three options for saving an invoice:</para> \r
1200<para><mediaobject>\r
1201<alt>screenshot of invoicing</alt>\r
1202\r
1203<imageobject>\r
1204<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1205</imageobject>\r
1206</mediaobject></para>\r
1207</informalfigure>\r
1208\r
1209<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
1210<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
1211pay the invoice.</para>\r
1212<para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r
1213<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
1214</step>\r
1215\r
31063226
RJ
1216</procedure>\r
1217\r
1218</simplesect>\r
1219\r
1220</section> \r
1221 \r
1222 <section xml:id="add-copies-invoice">\r
1223 <title>Add Additional Copies to an Invoice</title>\r
1224 <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
1225<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
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>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
1235<para><mediaobject>\r
1236<alt>screenshot of invoicing</alt>\r
1237\r
1238<imageobject>\r
1239<imagedata fileref="media/add-copies-invoice-5.png" scalefit="0"></imagedata>\r
1240</imageobject>\r
1241</mediaobject></para>\r
1242</informalfigure>\r
1243</step>\r
1244\r
1245<step>\r
1246<informalfigure>\r
1247<para>The <guilabel>Extra Items</guilabel> pop up will appear to confirm the number of copies you are adding.</para>\r
1248<para><mediaobject>\r
1249<alt>screenshot of invoicing</alt>\r
1250\r
1251<imageobject>\r
1252<imagedata fileref="media/add-copies-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>Select a fund from the drop down menu to apply to the new copies.</para>\r
1261<para><mediaobject>\r
1262<alt>screenshot of invoicing</alt>\r
1263\r
1264<imageobject>\r
1265<imagedata fileref="media/add-copies-invoice-3.png" scalefit="0"></imagedata>\r
1266</imageobject>\r
1267</mediaobject></para>\r
1268</informalfigure>\r
1269</step>\r
1270\r
1271<step>\r
1272<informalfigure>\r
1273<para>Click <guibutton>Add New Items</guibutton>.</para>\r
1274<para><mediaobject>\r
1275<alt>screenshot of invoicing</alt>\r
1276\r
1277<imageobject>\r
1278<imagedata fileref="media/add-copies-invoice-4.png" scalefit="0"></imagedata>\r
1279</imageobject>\r
1280</mediaobject></para>\r
1281</informalfigure>\r
1282</step>\r
1283\r
1284<step>\r
1285<informalfigure>\r
1286<para>Click <guibutton>Save</guibutton> to allow the changes to take effect.</para>\r
1287<para><mediaobject>\r
1288<alt>screenshot of invoicing</alt>\r
1289\r
1290<imageobject>\r
1291<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1292</imageobject>\r
1293</mediaobject></para>\r
1294</informalfigure>\r
1295</step>\r
1296\r
1297<step>\r
1298<informalfigure>\r
1299<para>The <guilabel>Title Details</guilabel> for the line item will update to reflect the additional copies. The additional copies are automatically received\r
1300in the system. Proceed with paying the invoice.</para>\r
1301<para><mediaobject>\r
1302<alt>screenshot of invoicing</alt>\r
1303\r
1304<imageobject>\r
1305<imagedata fileref="media/add-copies-invoice-6.png" scalefit="0"></imagedata>\r
1306</imageobject>\r
1307</mediaobject></para>\r
1308</informalfigure>\r
1309<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
1310 section.</para></note>\r
1311</step>\r
1312\r
1313</procedure>\r
1314\r
1315</section> \r
1316 <section xml:id="detach-lineitem-invoice">\r
1317 <title>Detach Line Items from an Invoice</title>\r
1318 \r
1319<procedure>\r
1320<step>\r
1321<para>Open an invoice.</para>\r
1322</step>\r
1323\r
1324<step>\r
1325<informalfigure>\r
1326<para>Click the <guilabel>Detach</guilabel> link adjacent to the line item you wish to remove.</para>\r
1327<para><mediaobject>\r
1328<alt>screenshot of invoicing</alt>\r
1329\r
1330<imageobject>\r
1331<imagedata fileref="media/detach-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
1332</imageobject>\r
1333</mediaobject></para>\r
1334</informalfigure>\r
31063226
RJ
1335</step>\r
1336\r
1337<step>\r
1338<informalfigure>\r
1339<para>Confirm that you wish to detach the line item by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1340<para><mediaobject>\r
1341<alt>screenshot of invoicing</alt>\r
1342\r
1343<imageobject>\r
1344<imagedata fileref="media/detach-lineitem-invoice-2.png" scalefit="0"></imagedata>\r
1345</imageobject>\r
1346</mediaobject></para>\r
1347</informalfigure>\r
1348</step>\r
1349\r
1350<step>\r
793049ba
JP
1351<para>If your invoice is complete and contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1352</step>\r
1353\r
1354<step>\r
31063226 1355<informalfigure>\r
793049ba 1356<para>Save the invoice. There are two options for saving an invoice:</para>\r
31063226
RJ
1357<para><mediaobject>\r
1358<alt>screenshot of invoicing</alt>\r
1359\r
1360<imageobject>\r
1361<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1362</imageobject>\r
1363</mediaobject></para>\r
1364</informalfigure>\r
1365 \r
793049ba
JP
1366\r
1367<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1368<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
9880bf27 1369<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
1370</step>\r
1371\r
1372</procedure>\r
9880bf27
JP
1373\r
1374<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
1375\r
31063226
RJ
1376</section> \r
1377\r
9880bf27 1378\r
31063226
RJ
1379 <section xml:id="view-invoice">\r
1380 <title>View an Invoice</title>\r
1381 <para>You can view an invoice in one of three ways:</para>\r
1382<itemizedlist>\r
1383<listitem>\r
1384<para><link linkend="view-invoice-search">View Invoices through a Search</link></para>\r
1385</listitem>\r
1386<listitem>\r
1387<para><link linkend="view-invoice-purchase-order">View Invoices on a Purchase Order</link></para>\r
1388</listitem>\r
1389<listitem>\r
1390<para><link linkend="view-invoice-lineitem">View Invoices Attached to a Line Item</link></para>\r
1391</listitem>\r
1392</itemizedlist>\r
1393\r
1394<simplesect xml:id="view-invoice-search">\r
1395<title>View Invoices through a Search</title>\r
1396\r
1397<para><link linkend="invoice-search-tips">Search Tips</link></para>\r
1398<para>The default invoice search allows you to quickly generate a list of open invoices.</para> \r
1399<para>This search can also easily be modified to search for invoices using other parameters.</para>\r
1400\r
1401<procedure>\r
1402<step>\r
1403<informalfigure>\r
1404<para>To access the searching interface, select\r
1405<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1406<para><mediaobject>\r
1407<alt>screenshot of the Invoice Search</alt>\r
1408\r
1409<imageobject>\r
1410<imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata>\r
1411</imageobject>\r
1412</mediaobject></para>\r
1413</informalfigure>\r
1414</step>\r
1415\r
1416<step>\r
1417<informalfigure>\r
1418<para>By default the search interface is set to search for open invoices created by your ordering agency.</para>\r
1419<para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
1420<para><mediaobject>\r
1421<alt>screenshot of the Invoice Search</alt>\r
1422\r
1423<imageobject>\r
1424<imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata>\r
1425</imageobject>\r
1426</mediaobject></para>\r
1427</informalfigure>\r
1428</step>\r
1429</procedure>\r
1430</simplesect>\r
1431\r
1432<simplesect xml:id="view-invoice-purchase-order">\r
1433<title>View Invoices on a Purchase Order</title>\r
1434\r
1435<procedure>\r
1436<step>\r
1437<para>Open a purchase order.</para>\r
1438</step>\r
1439\r
1440<step>\r
1441<informalfigure>\r
1442<para>Click <guibutton>View Invoices</guibutton>. The number in parentheses indicates the number of invoices attached to the purchase order.</para>\r
1443<para><mediaobject>\r
1444<alt>screenshot of invoicing</alt>\r
1445\r
1446<imageobject>\r
1447<imagedata fileref="media/view-link-po-invoice-1.png" scalefit="0"></imagedata>\r
1448</imageobject>\r
1449</mediaobject></para>\r
1450</informalfigure>\r
1451</step>\r
1452\r
1453<step>\r
1454<informalfigure>\r
1455<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1456<para><mediaobject>\r
1457<alt>screenshot of invoicing</alt>\r
1458\r
1459<imageobject>\r
1460<imagedata fileref="media/view-link-po-invoice-2.png" scalefit="0"></imagedata>\r
1461</imageobject>\r
1462</mediaobject></para>\r
1463</informalfigure>\r
1464</step>\r
1465</procedure>\r
1466</simplesect>\r
1467\r
1468<simplesect xml:id="view-invoice-lineitem">\r
1469<title>View Invoices Attached to a Line Item</title>\r
1470\r
1471<procedure>\r
1472<step>\r
9880bf27 1473<para>Open a purchase order.</para>\r
31063226
RJ
1474</step>\r
1475\r
1476<step>\r
1477<informalfigure>\r
1478<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
1479<menuchoice><guimenu>Actions</guimenu><guimenuitem>View Invoice(s)</guimenuitem></menuchoice> to view any invoices that are attached to the line item.</para>\r
1480<para><mediaobject>\r
1481<alt>screenshot of invoicing</alt>\r
1482\r
1483<imageobject>\r
1484<imagedata fileref="media/view-link-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
1485</imageobject>\r
1486</mediaobject></para>\r
1487</informalfigure>\r
1488</step>\r
1489\r
1490<step>\r
1491<informalfigure>\r
1492<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1493<para><mediaobject>\r
1494<alt>screenshot of invoicing</alt>\r
1495\r
1496<imageobject>\r
1497<imagedata fileref="media/view-invoice-6.png" scalefit="0"></imagedata>\r
1498</imageobject>\r
1499</mediaobject></para>\r
1500</informalfigure>\r
1501</step>\r
1502</procedure>\r
1503</simplesect>\r
1504\r
1505</section> \r
1506 <section xml:id="print-invoice">\r
1507 <title>Printing Invoices</title>\r
1508 <para>Invoices can be printed individually or as a batch from the search grid.</para>\r
1509\r
1510<procedure>\r
1511<step>\r
1512<informalfigure>\r
1513<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1514<para><mediaobject>\r
1515<alt>screenshot of invoicing</alt>\r
1516\r
1517<imageobject>\r
1518<imagedata fileref="media/view-invoice-1.png" scalefit="0"></imagedata>\r
1519</imageobject>\r
1520</mediaobject></para>\r
1521</informalfigure>\r
1522</step>\r
1523\r
1524<step>\r
1525<para>This opens the Acquisitions Search screen. Use this search to retrieve the invoices you would like to print. For more information see \r
1526<link linkend="view-invoice-search">View Invoices through a Search</link>.</para>\r
1527</step>\r
1528\r
1529<step>\r
1530<informalfigure>\r
1531<para>Check the boxes adjacent to the invoices you would like to print.</para>\r
1532<para><mediaobject>\r
1533<alt>screenshot of invoicing</alt>\r
1534\r
1535<imageobject>\r
1536<imagedata fileref="media/print-invoice-1.png" scalefit="0"></imagedata>\r
1537</imageobject>\r
1538</mediaobject></para>\r
1539</informalfigure>\r
1540<tip><para>You can select only one invoice if you only want to print a specific invoice.</para></tip>\r
1541</step>\r
1542\r
1543<step>\r
1544<informalfigure>\r
1545<para>Click <guibutton>Print Selected Invoices</guibutton>.</para>\r
1546<para><mediaobject>\r
1547<alt>screenshot of invoicing</alt>\r
1548\r
1549<imageobject>\r
1550<imagedata fileref="media/print-invoice-2.png" scalefit="0"></imagedata>\r
1551</imageobject>\r
1552</mediaobject></para>\r
1553</informalfigure>\r
1554</step>\r
1555\r
1556<step>\r
1557<informalfigure>\r
1558<para>Select your printer and click <guibutton>OK</guibutton>.</para>\r
1559<para><mediaobject>\r
1560<alt>screenshot of invoicing</alt>\r
1561\r
1562<imageobject>\r
1563<imagedata fileref="media/print-invoice-3.png" scalefit="0"></imagedata>\r
1564</imageobject>\r
1565</mediaobject></para>\r
1566</informalfigure>\r
1567</step>\r
1568\r
1569</procedure>\r
1570\r
1571</section> \r
1572 <section xml:id="pay-invoice">\r
1573 <title>Pay an Invoice</title>\r
1574<para>Invoices must be paid in Evergreen for funds to move from encumbered to spent.</para>\r
1575 \r
1576<procedure>\r
1577<step>\r
1578<para>Open or create an invoice.</para>\r
1579</step>\r
1580\r
1581<step>\r
1582<informalfigure>\r
1583<para>In the <guilabel>Paid</guilabel> column, enter the amount paid for each line item.</para>\r
1584<para><mediaobject>\r
1585<alt>screenshot of invoicing</alt>\r
1586\r
1587<imageobject>\r
1588<imagedata fileref="media/pay-invoice-1.png" scalefit="0"></imagedata>\r
1589</imageobject>\r
1590</mediaobject></para>\r
1591</informalfigure>\r
1592</step>\r
1593\r
1594<step>\r
793049ba
JP
1595<para>If your invoice contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1596<para>This prorates the charges, such as taxes, across funds if multiple funds are used to pay the invoice.</para>\r
1597</step>\r
1598\r
1599<step>\r
31063226 1600<informalfigure>\r
793049ba 1601<para>Save the invoice. There are two options for saving an invoice:</para> \r
31063226
RJ
1602<para><mediaobject>\r
1603<alt>screenshot of invoicing</alt>\r
1604\r
1605<imageobject>\r
1606<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1607</imageobject>\r
1608</mediaobject></para>\r
1609</informalfigure>\r
1610\r
793049ba
JP
1611<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1612<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
1613\r
9880bf27 1614<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
1615</step>\r
1616</procedure>\r
1617\r
1618</section> \r
1619 <section xml:id="complete-invoice">\r
1620 <title>Complete an Invoice</title>\r
9880bf27 1621 <para>An invoice is complete when all required fields are filled in and the invoice is closed.</para>\r
31063226
RJ
1622\r
1623<procedure>\r
1624<step>\r
1625<para>Open an invoice.</para>\r
1626</step>\r
1627\r
1628<step>\r
1629<informalfigure>\r
9880bf27 1630<para>Ensure information is entered into all of the required fields.</para>\r
31063226
RJ
1631<para><mediaobject>\r
1632<alt>screenshot of invoicing</alt>\r
1633\r
1634<imageobject>\r
1635<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
1636</imageobject>\r
1637</mediaobject></para>\r
1638</informalfigure>\r
1639<para>Required fields are:</para>\r
1640\r
1641<itemizedlist>\r
1642<listitem>\r
1643<para>Vendor Invoice ID</para>\r
1644</listitem>\r
1645<listitem>\r
1646<para>Provider</para>\r
1647</listitem>\r
1648<listitem>\r
1649<para>Payment Method</para>\r
1650</listitem>\r
1651<listitem>\r
1652<para>Invoice Date</para>\r
1653</listitem>\r
1654<listitem>\r
1655<para>Shipper</para>\r
1656</listitem>\r
1657<listitem>\r
1658<para>Receiver</para>\r
1659</listitem>\r
1660<listitem>\r
1661<para># Invoiced/# Paid</para>\r
1662</listitem>\r
1663<listitem>\r
1664<para>Billed</para>\r
1665</listitem>\r
1666<listitem>\r
1667<para>Paid</para>\r
1668</listitem>\r
1669</itemizedlist>\r
1670\r
9880bf27
JP
1671<para>The totals at the bottom of the invoice will calculate based on the information entered.</para>\r
1672<note><para>These totals must match or the invoice will not close.</para></note>\r
31063226
RJ
1673</step>\r
1674\r
1675<step>\r
1676<informalfigure>\r
793049ba 1677<para>Click <guibutton>Close</guibutton>. This will complete the invoice.</para>\r
31063226
RJ
1678<para><mediaobject>\r
1679<alt>screenshot of invoicing</alt>\r
1680\r
1681<imageobject>\r
1682<imagedata fileref="media/complete-invoice-2.png" scalefit="0"></imagedata>\r
1683</imageobject>\r
1684</mediaobject></para>\r
1685</informalfigure>\r
1686</step>\r
1687</procedure>\r
1688\r
1689</section> \r
1690 <section xml:id="reopen-invoice">\r
1691 <title>Re-open an Invoice</title>\r
9880bf27 1692 <para>Completed invoices can be re-opened at anytime by users with appropriate permissions.</para>\r
31063226
RJ
1693\r
1694<procedure>\r
1695<step>\r
1696<para>Bring up the completed invoice you wish to re-open.</para>\r
1697</step>\r
1698\r
1699<step>\r
1700<informalfigure>\r
1701<para>At the bottom of the invoice click <guibutton>Reopen Invoice</guibutton>.</para>\r
1702<para><mediaobject>\r
1703<alt>screenshot of invoicing</alt>\r
1704\r
1705<imageobject>\r
1706<imagedata fileref="media/reopen-invoice-1.png" scalefit="0"></imagedata>\r
1707</imageobject>\r
1708</mediaobject></para>\r
1709</informalfigure>\r
1710</step>\r
1711\r
1712<step>\r
1713<informalfigure>\r
1714<para>The invoice is now be open and can be edited.</para>\r
1715<para><mediaobject>\r
1716<alt>screenshot of invoicing</alt>\r
1717\r
1718<imageobject>\r
1719<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
1720</imageobject>\r
1721</mediaobject></para>\r
1722</informalfigure>\r
1723</step>\r
1724</procedure>\r
1725\r
1726</section> \r
1727</chapter>\r