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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 | |
9880bf27 JP |
31 | <para><link linkend="create-blanket-invoice">Create a Blank Invoice</link></para>\r |
32 | <para><link linkend="create-invoice-purchase-order">Create an Invoice From a Purchase Order</link></para>\r | |
33 | <para><link linkend="create-invoice-line-item">Create an Invoice From a Line Item</link></para>\r | |
31063226 RJ |
34 | \r |
35 | \r | |
36 | <simplesect xml:id="create-blanket-invoice">\r | |
9880bf27 JP |
37 | <title>Create a Blank Invoice</title>\r |
38 | <para>You can create an invoice to use for purchases that have no purchase order or to link line items to from an existing purchase order.</para>\r | |
31063226 RJ |
39 | \r |
40 | <procedure>\r | |
41 | <step>\r | |
42 | <informalfigure>\r | |
43 | <para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Invoice</guimenuitem></menuchoice>.</para>\r | |
44 | <para><mediaobject>\r | |
45 | <alt>screenshot of invoicing</alt>\r | |
46 | \r | |
47 | <imageobject>\r | |
48 | <imagedata fileref="media/blanket-invoice-1.png" scalefit="0"></imagedata>\r | |
49 | </imageobject>\r | |
50 | </mediaobject></para>\r | |
51 | </informalfigure>\r | |
52 | </step>\r | |
53 | \r | |
54 | <step>\r | |
55 | <informalfigure>\r | |
56 | <para>Fill in the top section of the invoice.</para>\r | |
57 | <para><mediaobject>\r | |
58 | <alt>screenshot of invoicing</alt>\r | |
59 | \r | |
60 | <imageobject>\r | |
61 | <imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r | |
62 | </imageobject>\r | |
63 | </mediaobject></para>\r | |
64 | </informalfigure>\r | |
65 | \r | |
66 | <itemizedlist>\r | |
67 | <listitem>\r | |
68 | <informalfigure>\r | |
69 | <para>Enter the <guilabel>Vendor Invoice ID</guilabel>. This number may be listed on the paper invoice sent by your provider.</para>\r | |
70 | <para><mediaobject>\r | |
71 | <alt>screenshot of invoicing</alt>\r | |
72 | \r | |
73 | <imageobject>\r | |
74 | <imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>\r | |
75 | </imageobject>\r | |
76 | </mediaobject></para>\r | |
77 | </informalfigure>\r | |
78 | </listitem>\r | |
79 | \r | |
80 | <listitem>\r | |
81 | <informalfigure>\r | |
82 | <para>Choose a <guilabel>Receive Method</guilabel> from the drop down menu.</para>\r | |
83 | <para><mediaobject>\r | |
84 | <alt>screenshot of invoicing</alt>\r | |
85 | \r | |
86 | <imageobject>\r | |
87 | <imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>\r | |
88 | </imageobject>\r | |
89 | </mediaobject></para>\r | |
90 | </informalfigure>\r | |
91 | <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 | |
92 | </listitem>\r | |
93 | \r | |
94 | <listitem>\r | |
95 | <informalfigure>\r | |
96 | <para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para>\r | |
97 | <para>In the <guilabel>Shipper</guilabel> field, enter the code for your shipper. You shipper is usually the same as your provider.</para>\r | |
98 | <para><mediaobject>\r | |
99 | <alt>screenshot of invoicing</alt>\r | |
100 | \r | |
101 | <imageobject>\r | |
102 | <imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>\r | |
103 | </imageobject>\r | |
104 | </mediaobject></para>\r | |
105 | </informalfigure>\r | |
106 | </listitem>\r | |
107 | \r | |
108 | <listitem>\r | |
109 | <informalfigure>\r | |
110 | <para>If you desire, enter a note in the <guilabel>Note</guilabel> field.</para>\r | |
111 | <para><mediaobject>\r | |
112 | <alt>screenshot of invoicing</alt>\r | |
113 | \r | |
114 | <imageobject>\r | |
115 | <imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>\r | |
116 | </imageobject>\r | |
117 | </mediaobject></para>\r | |
118 | </informalfigure>\r | |
119 | </listitem>\r | |
120 | \r | |
121 | <listitem>\r | |
122 | <informalfigure>\r | |
123 | <para>From the <guilabel>Payment Method</guilabel> drop down menu, select a payment method.</para>\r | |
124 | <para><mediaobject>\r | |
125 | <alt>screenshot of invoicing</alt>\r | |
126 | \r | |
127 | <imageobject>\r | |
128 | <imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>\r | |
129 | </imageobject>\r | |
130 | </mediaobject></para>\r | |
131 | </informalfigure>\r | |
132 | </listitem>\r | |
133 | \r | |
134 | <listitem>\r | |
135 | <informalfigure>\r | |
136 | <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 | |
137 | new date using the calendar widget.</para>\r | |
138 | <para><mediaobject>\r | |
139 | <alt>screenshot of invoicing</alt>\r | |
140 | \r | |
141 | <imageobject>\r | |
142 | <imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>\r | |
143 | </imageobject>\r | |
144 | </mediaobject></para>\r | |
145 | </informalfigure>\r | |
146 | </listitem>\r | |
147 | \r | |
148 | <listitem>\r | |
149 | <informalfigure>\r | |
9880bf27 | 150 | <para>Specify an <guilabel>Invoice Type</guilabel> if your library distinguishes between types of invoices.</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-9.png" scalefit="0"></imagedata>\r | |
156 | </imageobject>\r | |
157 | </mediaobject></para>\r | |
158 | </informalfigure>\r | |
159 | </listitem>\r | |
160 | \r | |
161 | <listitem>\r | |
162 | <informalfigure>\r | |
163 | <para>If your library requires it, enter a <guilabel>Payment Authorization</guilabel>.</para>\r | |
164 | <para><mediaobject>\r | |
165 | <alt>screenshot of invoicing</alt>\r | |
166 | \r | |
167 | <imageobject>\r | |
168 | <imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>\r | |
169 | </imageobject>\r | |
170 | </mediaobject></para>\r | |
171 | </informalfigure>\r | |
172 | </listitem>\r | |
173 | \r | |
174 | <listitem>\r | |
175 | <informalfigure>\r | |
9880bf27 | 176 | <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 |
31063226 RJ |
177 | down menu.</para>\r |
178 | <para><mediaobject>\r | |
179 | <alt>screenshot of invoicing</alt>\r | |
180 | \r | |
181 | <imageobject>\r | |
182 | <imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>\r | |
183 | </imageobject>\r | |
184 | </mediaobject></para>\r | |
185 | </informalfigure>\r | |
186 | </listitem>\r | |
187 | </itemizedlist>\r | |
188 | </step>\r | |
189 | \r | |
190 | <step>\r | |
9880bf27 | 191 | <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 |
192 | </step>\r |
193 | \r | |
194 | <step>\r | |
195 | <informalfigure>\r | |
196 | <para>There are three options for saving an invoice:</para> \r | |
197 | <para><mediaobject>\r | |
198 | <alt>screenshot of invoicing</alt>\r | |
199 | \r | |
200 | <imageobject>\r | |
201 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r | |
202 | </imageobject>\r | |
203 | </mediaobject></para>\r | |
204 | </informalfigure>\r | |
205 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r | |
206 | <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 | |
207 | pay the invoice.</para>\r | |
9880bf27 JP |
208 | <para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r |
209 | <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 |
210 | </step>\r |
211 | \r | |
31063226 RJ |
212 | </procedure>\r |
213 | \r | |
214 | </simplesect>\r | |
215 | \r | |
216 | <simplesect xml:id="create-invoice-purchase-order">\r | |
9880bf27 | 217 | <title>Create an Invoice From a Purchase Order</title>\r |
31063226 RJ |
218 | <para>You can create an invoice containing all of the line items on a purchase order. The fields that are required to save the invoice are:</para>\r |
219 | \r | |
220 | <itemizedlist> \r | |
221 | <listitem>\r | |
222 | <para>Vendor Invoice ID</para>\r | |
223 | </listitem>\r | |
224 | <listitem>\r | |
225 | <para>Provider</para>\r | |
226 | </listitem>\r | |
227 | <listitem>\r | |
228 | <para>Shipper</para>\r | |
229 | </listitem>\r | |
230 | <listitem>\r | |
231 | <para>Payment Method</para>\r | |
232 | </listitem>\r | |
233 | <listitem>\r | |
234 | <para># Invoiced</para>\r | |
235 | </listitem>\r | |
236 | <listitem>\r | |
237 | <para># Paid</para>\r | |
238 | </listitem>\r | |
239 | </itemizedlist>\r | |
240 | \r | |
241 | <para></para>\r | |
242 | \r | |
243 | <procedure>\r | |
244 | <step>\r | |
245 | <para>Open the purchase order.</para>\r | |
246 | </step>\r | |
247 | \r | |
248 | <step>\r | |
249 | <informalfigure>\r | |
250 | <para>Click <guibutton>Create Invoice</guibutton>.</para>\r | |
251 | <para><mediaobject>\r | |
252 | <alt>screenshot of invoicing</alt>\r | |
253 | \r | |
254 | <imageobject>\r | |
255 | <imagedata fileref="media/purchaseorder-invoice-1.png" scalefit="0"></imagedata>\r | |
256 | </imageobject>\r | |
257 | </mediaobject></para>\r | |
258 | </informalfigure>\r | |
259 | </step>\r | |
260 | \r | |
261 | <step>\r | |
262 | <para>A new invoice will open in the same tab.</para>\r | |
263 | </step>\r | |
264 | \r | |
265 | <step>\r | |
266 | <informalfigure>\r | |
267 | <para>Fill in the top section of the invoice.</para>\r | |
268 | <para><mediaobject>\r | |
269 | <alt>screenshot of invoicing</alt>\r | |
270 | \r | |
271 | <imageobject>\r | |
272 | <imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r | |
273 | </imageobject>\r | |
274 | </mediaobject></para>\r | |
275 | </informalfigure>\r | |
276 | \r | |
277 | <itemizedlist>\r | |
278 | <listitem>\r | |
279 | <informalfigure>\r | |
280 | <para>Enter the <guilabel>Vendor Invoice ID</guilabel>. This number may be listed on the paper invoice sent by your provider.</para>\r | |
281 | <para><mediaobject>\r | |
282 | <alt>screenshot of invoicing</alt>\r | |
283 | \r | |
284 | <imageobject>\r | |
285 | <imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>\r | |
286 | </imageobject>\r | |
287 | </mediaobject></para>\r | |
288 | </informalfigure>\r | |
289 | </listitem>\r | |
290 | \r | |
291 | <listitem>\r | |
292 | <informalfigure>\r | |
293 | <para>Choose a <guilabel>Receive Method</guilabel> from the drop down menu.</para>\r | |
294 | <para><mediaobject>\r | |
295 | <alt>screenshot of invoicing</alt>\r | |
296 | \r | |
297 | <imageobject>\r | |
298 | <imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>\r | |
299 | </imageobject>\r | |
300 | </mediaobject></para>\r | |
301 | </informalfigure>\r | |
302 | <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 | |
303 | </listitem>\r | |
304 | \r | |
305 | <listitem>\r | |
306 | <informalfigure>\r | |
307 | <para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para>\r | |
308 | <para>In the <guilabel>Shipper</guilabel> field, enter the code for your shipper. You shipper is usually the same as your provider.</para>\r | |
309 | <para><mediaobject>\r | |
310 | <alt>screenshot of invoicing</alt>\r | |
311 | \r | |
312 | <imageobject>\r | |
313 | <imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>\r | |
314 | </imageobject>\r | |
315 | </mediaobject></para>\r | |
316 | </informalfigure>\r | |
317 | </listitem>\r | |
318 | \r | |
319 | <listitem>\r | |
320 | <informalfigure>\r | |
321 | <para>If you desire, enter a note in the <guilabel>Note</guilabel> field.</para>\r | |
322 | <para><mediaobject>\r | |
323 | <alt>screenshot of invoicing</alt>\r | |
324 | \r | |
325 | <imageobject>\r | |
326 | <imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>\r | |
327 | </imageobject>\r | |
328 | </mediaobject></para>\r | |
329 | </informalfigure>\r | |
330 | </listitem>\r | |
331 | \r | |
332 | <listitem>\r | |
333 | <informalfigure>\r | |
334 | <para>From the <guilabel>Payment Method</guilabel> drop down menu, select a payment method.</para>\r | |
335 | <para><mediaobject>\r | |
336 | <alt>screenshot of invoicing</alt>\r | |
337 | \r | |
338 | <imageobject>\r | |
339 | <imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>\r | |
340 | </imageobject>\r | |
341 | </mediaobject></para>\r | |
342 | </informalfigure>\r | |
343 | </listitem>\r | |
344 | \r | |
345 | <listitem>\r | |
346 | <informalfigure>\r | |
347 | <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 | |
348 | new date using the calendar widget.</para>\r | |
349 | <para><mediaobject>\r | |
350 | <alt>screenshot of invoicing</alt>\r | |
351 | \r | |
352 | <imageobject>\r | |
353 | <imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>\r | |
354 | </imageobject>\r | |
355 | </mediaobject></para>\r | |
356 | </informalfigure>\r | |
357 | </listitem>\r | |
358 | \r | |
359 | <listitem>\r | |
360 | <informalfigure>\r | |
9880bf27 | 361 | <para>Specify an <guilabel>Invoice Type</guilabel> if your library distinguishes between types of invoices.</para>\r |
31063226 RJ |
362 | <para><mediaobject>\r |
363 | <alt>screenshot of invoicing</alt>\r | |
364 | \r | |
365 | <imageobject>\r | |
366 | <imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata>\r | |
367 | </imageobject>\r | |
368 | </mediaobject></para>\r | |
369 | </informalfigure>\r | |
370 | </listitem>\r | |
371 | \r | |
372 | <listitem>\r | |
373 | <informalfigure>\r | |
374 | <para>If your library requires it, enter a <guilabel>Payment Authorization</guilabel>.</para>\r | |
375 | <para><mediaobject>\r | |
376 | <alt>screenshot of invoicing</alt>\r | |
377 | \r | |
378 | <imageobject>\r | |
379 | <imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>\r | |
380 | </imageobject>\r | |
381 | </mediaobject></para>\r | |
382 | </informalfigure>\r | |
383 | </listitem>\r | |
384 | \r | |
385 | <listitem>\r | |
386 | <informalfigure>\r | |
9880bf27 | 387 | <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 |
31063226 RJ |
388 | down menu.</para>\r |
389 | <para><mediaobject>\r | |
390 | <alt>screenshot of invoicing</alt>\r | |
391 | \r | |
392 | <imageobject>\r | |
393 | <imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>\r | |
394 | </imageobject>\r | |
395 | </mediaobject></para>\r | |
396 | </informalfigure>\r | |
397 | </listitem>\r | |
398 | </itemizedlist>\r | |
399 | </step>\r | |
400 | \r | |
401 | <step>\r | |
402 | <informalfigure>\r | |
9880bf27 JP |
403 | <para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list the line items from the prchase order along with information pertaining \r |
404 | to that line item.</para> \r | |
31063226 RJ |
405 | <para><mediaobject>\r |
406 | <alt>screenshot of invoicing</alt>\r | |
407 | \r | |
408 | <imageobject>\r | |
409 | <imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r | |
410 | </imageobject>\r | |
411 | </mediaobject></para>\r | |
412 | </informalfigure>\r | |
413 | \r | |
414 | <para>This information includes:</para>\r | |
415 | \r | |
416 | <itemizedlist>\r | |
417 | <listitem>\r | |
418 | <para>Title</para>\r | |
419 | </listitem>\r | |
420 | <listitem>\r | |
421 | <para>Author</para>\r | |
422 | </listitem>\r | |
423 | <listitem>\r | |
424 | <para>ISBN</para>\r | |
425 | </listitem>\r | |
426 | <listitem>\r | |
427 | <para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r | |
428 | </listitem>\r | |
429 | <listitem>\r | |
430 | <para>summary of amounts estimated, encumbered, and paid</para>\r | |
431 | </listitem>\r | |
432 | <listitem>\r | |
433 | <para>line item ID number</para>\r | |
434 | </listitem>\r | |
435 | <listitem>\r | |
436 | <para>link to the Selection List (if used)</para>\r | |
437 | </listitem>\r | |
438 | <listitem>\r | |
439 | <para>link to the Purchase Order</para>\r | |
440 | </listitem>\r | |
441 | </itemizedlist>\r | |
442 | </step>\r | |
443 | \r | |
444 | <step>\r | |
445 | <informalfigure>\r | |
446 | <para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field will have automatically filled.</para>\r | |
447 | <para><mediaobject>\r | |
448 | <alt>screenshot of invoicing</alt>\r | |
449 | \r | |
450 | <imageobject>\r | |
451 | <imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r | |
452 | </imageobject>\r | |
453 | </mediaobject></para>\r | |
454 | </informalfigure>\r | |
9880bf27 | 455 | <note><para>The <guilabel># Invoiced</guilabel> field must be completed or the invoice will not save.</para></note>\r |
31063226 RJ |
456 | </step>\r |
457 | \r | |
458 | <step>\r | |
459 | <informalfigure>\r | |
460 | <para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r | |
461 | <para><mediaobject>\r | |
462 | <alt>screenshot of invoicing</alt>\r | |
463 | \r | |
464 | <imageobject>\r | |
465 | <imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r | |
466 | </imageobject>\r | |
467 | </mediaobject></para>\r | |
468 | </informalfigure>\r | |
469 | </step>\r | |
470 | \r | |
471 | <step>\r | |
472 | <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 | |
473 | </step>\r | |
474 | \r | |
475 | <step>\r | |
f157673e JP |
476 | <para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r |
477 | </step>\r | |
478 | \r | |
479 | <step>\r | |
31063226 RJ |
480 | <para>For information on other invoice options and features see the other sections in this chapter.</para>\r |
481 | </step>\r | |
482 | \r | |
483 | <step>\r | |
484 | <informalfigure>\r | |
485 | <para>There are three options for saving an invoice:</para> \r | |
486 | <para><mediaobject>\r | |
487 | <alt>screenshot of invoicing</alt>\r | |
488 | \r | |
489 | <imageobject>\r | |
490 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r | |
491 | </imageobject>\r | |
492 | </mediaobject></para>\r | |
493 | </informalfigure>\r | |
494 | \r | |
495 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r | |
496 | <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 | |
497 | pay the invoice.</para>\r | |
9880bf27 JP |
498 | <para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r |
499 | <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 |
500 | </step>\r |
501 | </procedure>\r | |
502 | \r | |
503 | </simplesect>\r | |
504 | \r | |
505 | \r | |
506 | <simplesect xml:id="create-invoice-line-item">\r | |
507 | <title>Create an Invoice for a Line Item</title>\r | |
508 | \r | |
9880bf27 JP |
509 | <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 |
510 | different purchase orders to this invoice. See <link linkend="link-lineitem-invoice">Link a line item to an exisiting invoice</link>.</para>\r | |
511 | <para>The fields that are required to save the invoice are:</para>\r | |
31063226 RJ |
512 | \r |
513 | <itemizedlist> \r | |
514 | <listitem>\r | |
515 | <para>Vendor Invoice ID</para>\r | |
516 | </listitem>\r | |
517 | <listitem>\r | |
518 | <para>Provider</para>\r | |
519 | </listitem>\r | |
520 | <listitem>\r | |
521 | <para>Shipper</para>\r | |
522 | </listitem>\r | |
523 | <listitem>\r | |
524 | <para>Payment Method</para>\r | |
525 | </listitem>\r | |
526 | <listitem>\r | |
527 | <para># Invoiced</para>\r | |
528 | </listitem>\r | |
529 | <listitem>\r | |
530 | <para># Paid</para>\r | |
531 | </listitem>\r | |
532 | </itemizedlist>\r | |
533 | \r | |
534 | <para></para>\r | |
535 | \r | |
536 | <procedure>\r | |
537 | <step>\r | |
538 | <para>Open the purchase order.</para>\r | |
539 | </step>\r | |
540 | \r | |
541 | <step>\r | |
542 | <informalfigure>\r | |
543 | <para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r | |
544 | <menuchoice><guimenu>Actions</guimenu><guimenuitem>New Invoice</guimenuitem></menuchoice>.</para>\r | |
545 | <para><mediaobject>\r | |
546 | <alt>screenshot of invoicing</alt>\r | |
547 | \r | |
548 | <imageobject>\r | |
549 | <imagedata fileref="media/lineitem-invoice-1.png" scalefit="0"></imagedata>\r | |
550 | </imageobject>\r | |
551 | </mediaobject></para>\r | |
552 | </informalfigure>\r | |
553 | </step>\r | |
554 | \r | |
555 | <step>\r | |
556 | <para>A new invoice will open in the same tab.</para>\r | |
557 | </step>\r | |
558 | \r | |
559 | <step>\r | |
560 | <informalfigure>\r | |
561 | <para>Fill in the top section of the invoice.</para>\r | |
562 | <para><mediaobject>\r | |
563 | <alt>screenshot of invoicing</alt>\r | |
564 | \r | |
565 | <imageobject>\r | |
566 | <imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r | |
567 | </imageobject>\r | |
568 | </mediaobject></para>\r | |
569 | </informalfigure>\r | |
570 | \r | |
571 | <itemizedlist>\r | |
572 | <listitem>\r | |
573 | <informalfigure>\r | |
574 | <para>Enter the <guilabel>Vendor Invoice ID</guilabel>. This number may be listed on the paper invoice sent by your provider.</para>\r | |
575 | <para><mediaobject>\r | |
576 | <alt>screenshot of invoicing</alt>\r | |
577 | \r | |
578 | <imageobject>\r | |
579 | <imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>\r | |
580 | </imageobject>\r | |
581 | </mediaobject></para>\r | |
582 | </informalfigure>\r | |
583 | </listitem>\r | |
584 | \r | |
585 | <listitem>\r | |
586 | <informalfigure>\r | |
587 | <para>Choose a <guilabel>Receive Method</guilabel> from the drop down menu.</para>\r | |
588 | <para><mediaobject>\r | |
589 | <alt>screenshot of invoicing</alt>\r | |
590 | \r | |
591 | <imageobject>\r | |
592 | <imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>\r | |
593 | </imageobject>\r | |
594 | </mediaobject></para>\r | |
595 | </informalfigure>\r | |
596 | <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 | |
597 | </listitem>\r | |
598 | \r | |
599 | <listitem>\r | |
600 | <informalfigure>\r | |
601 | <para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para>\r | |
602 | <para>In the <guilabel>Shipper</guilabel> field, enter the code for your shipper. You shipper is usually the same as your provider.</para>\r | |
603 | <para><mediaobject>\r | |
604 | <alt>screenshot of invoicing</alt>\r | |
605 | \r | |
606 | <imageobject>\r | |
607 | <imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>\r | |
608 | </imageobject>\r | |
609 | </mediaobject></para>\r | |
610 | </informalfigure>\r | |
611 | </listitem>\r | |
612 | \r | |
613 | <listitem>\r | |
614 | <informalfigure>\r | |
615 | <para>If you desire, enter a note in the <guilabel>Note</guilabel> field.</para>\r | |
616 | <para><mediaobject>\r | |
617 | <alt>screenshot of invoicing</alt>\r | |
618 | \r | |
619 | <imageobject>\r | |
620 | <imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>\r | |
621 | </imageobject>\r | |
622 | </mediaobject></para>\r | |
623 | </informalfigure>\r | |
624 | </listitem>\r | |
625 | \r | |
626 | <listitem>\r | |
627 | <informalfigure>\r | |
628 | <para>From the <guilabel>Payment Method</guilabel> drop down menu, select a payment method.</para>\r | |
629 | <para><mediaobject>\r | |
630 | <alt>screenshot of invoicing</alt>\r | |
631 | \r | |
632 | <imageobject>\r | |
633 | <imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>\r | |
634 | </imageobject>\r | |
635 | </mediaobject></para>\r | |
636 | </informalfigure>\r | |
637 | </listitem>\r | |
638 | \r | |
639 | <listitem>\r | |
640 | <informalfigure>\r | |
641 | <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 | |
642 | new date using the calendar widget.</para>\r | |
643 | <para><mediaobject>\r | |
644 | <alt>screenshot of invoicing</alt>\r | |
645 | \r | |
646 | <imageobject>\r | |
647 | <imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>\r | |
648 | </imageobject>\r | |
649 | </mediaobject></para>\r | |
650 | </informalfigure>\r | |
651 | </listitem>\r | |
652 | \r | |
653 | <listitem>\r | |
654 | <informalfigure>\r | |
9880bf27 | 655 | <para>Specify an <guilabel>Invoice Type</guilabel> if your library distinguishes between types of invoices.</para>\r |
31063226 RJ |
656 | <para><mediaobject>\r |
657 | <alt>screenshot of invoicing</alt>\r | |
658 | \r | |
659 | <imageobject>\r | |
660 | <imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata>\r | |
661 | </imageobject>\r | |
662 | </mediaobject></para>\r | |
663 | </informalfigure>\r | |
664 | </listitem>\r | |
665 | \r | |
666 | <listitem>\r | |
667 | <informalfigure>\r | |
668 | <para>If your library requires it, enter a <guilabel>Payment Authorization</guilabel>.</para>\r | |
669 | <para><mediaobject>\r | |
670 | <alt>screenshot of invoicing</alt>\r | |
671 | \r | |
672 | <imageobject>\r | |
673 | <imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>\r | |
674 | </imageobject>\r | |
675 | </mediaobject></para>\r | |
676 | </informalfigure>\r | |
677 | </listitem>\r | |
678 | \r | |
679 | <listitem>\r | |
680 | <informalfigure>\r | |
681 | <para>The <guilabel>Receiver</guilabel> defaults to the branch at which your workstation is registered. If necessary, you can change the receiver using the drop \r | |
682 | down menu.</para>\r | |
683 | <para><mediaobject>\r | |
684 | <alt>screenshot of invoicing</alt>\r | |
685 | \r | |
686 | <imageobject>\r | |
687 | <imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>\r | |
688 | </imageobject>\r | |
689 | </mediaobject></para>\r | |
690 | </informalfigure>\r | |
691 | </listitem>\r | |
692 | </itemizedlist>\r | |
693 | </step>\r | |
694 | \r | |
695 | <step>\r | |
696 | <informalfigure>\r | |
9880bf27 | 697 | <para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list the line item along with information pertaining to that line item.</para>\r |
31063226 RJ |
698 | <para><mediaobject>\r |
699 | <alt>screenshot of invoicing</alt>\r | |
700 | \r | |
701 | <imageobject>\r | |
702 | <imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r | |
703 | </imageobject>\r | |
704 | </mediaobject></para>\r | |
705 | </informalfigure>\r | |
706 | \r | |
707 | <para>This information includes:</para>\r | |
708 | \r | |
709 | <itemizedlist>\r | |
710 | <listitem>\r | |
711 | <para>Title</para>\r | |
712 | </listitem>\r | |
713 | <listitem>\r | |
714 | <para>Author</para>\r | |
715 | </listitem>\r | |
716 | <listitem>\r | |
717 | <para>ISBN</para>\r | |
718 | </listitem>\r | |
719 | <listitem>\r | |
720 | <para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r | |
721 | </listitem>\r | |
722 | <listitem>\r | |
723 | <para>summary of amounts estimated, encumbered, and paid</para>\r | |
724 | </listitem>\r | |
725 | <listitem>\r | |
726 | <para>line item ID number</para>\r | |
727 | </listitem>\r | |
728 | <listitem>\r | |
729 | <para>link to the Selection List (if used)</para>\r | |
730 | </listitem>\r | |
731 | <listitem>\r | |
732 | <para>link to the Purchase Order</para>\r | |
733 | </listitem>\r | |
734 | </itemizedlist>\r | |
735 | </step>\r | |
736 | \r | |
737 | <step>\r | |
738 | <informalfigure>\r | |
739 | <para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field automatically fills.</para>\r | |
336d3fa3 | 740 | <note><para>If the <guilabel># Invoiced</guilabel> field is not filled in the invoice will not save.</para></note>\r |
31063226 RJ |
741 | <para><mediaobject>\r |
742 | <alt>screenshot of invoicing</alt>\r | |
743 | \r | |
744 | <imageobject>\r | |
745 | <imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r | |
746 | </imageobject>\r | |
747 | </mediaobject></para>\r | |
748 | </informalfigure>\r | |
749 | </step>\r | |
750 | \r | |
751 | <step>\r | |
752 | <informalfigure>\r | |
753 | <para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r | |
754 | <para><mediaobject>\r | |
755 | <alt>screenshot of invoicing</alt>\r | |
756 | \r | |
757 | <imageobject>\r | |
758 | <imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r | |
759 | </imageobject>\r | |
760 | </mediaobject></para>\r | |
761 | </informalfigure>\r | |
762 | </step>\r | |
763 | \r | |
764 | <step>\r | |
765 | <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 | |
f157673e JP |
766 | </step>\r |
767 | \r | |
768 | <step>\r | |
769 | <para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r | |
31063226 RJ |
770 | </step>\r |
771 | \r | |
772 | <step>\r | |
773 | <para>For information on other invoice options and features see the other sections in this chapter.</para>\r | |
774 | </step>\r | |
775 | \r | |
776 | <step>\r | |
777 | <informalfigure>\r | |
778 | <para>There are three options for saving an invoice:</para> \r | |
779 | <para><mediaobject>\r | |
780 | <alt>screenshot of invoicing</alt>\r | |
781 | \r | |
782 | <imageobject>\r | |
783 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r | |
784 | </imageobject>\r | |
785 | </mediaobject></para>\r | |
786 | </informalfigure>\r | |
787 | \r | |
788 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r | |
789 | <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 | |
790 | pay the invoice.</para>\r | |
9880bf27 JP |
791 | <para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r |
792 | <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 |
793 | </step>\r |
794 | \r | |
795 | </procedure>\r | |
796 | </simplesect>\r | |
797 | \r | |
798 | </section>\r | |
799 | \r | |
800 | \r | |
801 | <section xml:id="link-invoice-purchase-order">\r | |
802 | <title>Link a Purchase Order to an Existing Invoice</title>\r | |
803 | <para>You can use the <guibutton>Link Invoice</guibutton> button to link a purchase order to an existing invoice.</para>\r | |
804 | <para>For example, an invoice is received for a shipment with items on \r | |
805 | 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 | |
806 | purchase order #2 you simply link the purchase order to the invoice.</para>\r | |
807 | \r | |
808 | <procedure>\r | |
809 | <step>\r | |
810 | <para>Open a purchase order.</para>\r | |
811 | </step>\r | |
812 | \r | |
813 | <step>\r | |
814 | <informalfigure>\r | |
815 | <para>Click <guibutton>Link Invoice</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-1.png" scalefit="0"></imagedata>\r | |
821 | </imageobject>\r | |
822 | </mediaobject></para>\r | |
823 | </informalfigure>\r | |
824 | </step>\r | |
825 | \r | |
826 | <step>\r | |
827 | <informalfigure>\r | |
828 | <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 | |
829 | <para><mediaobject>\r | |
830 | <alt>screenshot of invoicing</alt>\r | |
831 | \r | |
832 | <imageobject>\r | |
833 | <imagedata fileref="media/purchaseorder-link-invoice-2.png" scalefit="0"></imagedata>\r | |
834 | </imageobject>\r | |
835 | </mediaobject></para>\r | |
836 | </informalfigure>\r | |
837 | </step>\r | |
838 | \r | |
839 | <step>\r | |
840 | <informalfigure>\r | |
841 | <para>Enter the code for the provider. This field will auto-complete.</para>\r | |
842 | <para><mediaobject>\r | |
843 | <alt>screenshot of invoicing</alt>\r | |
844 | \r | |
845 | <imageobject>\r | |
846 | <imagedata fileref="media/purchaseorder-link-invoice-3.png" scalefit="0"></imagedata>\r | |
847 | </imageobject>\r | |
848 | </mediaobject></para>\r | |
849 | </informalfigure>\r | |
850 | </step>\r | |
851 | \r | |
852 | <step>\r | |
853 | <informalfigure>\r | |
854 | <para>Click <guibutton>Link</guibutton>.</para>\r | |
855 | <para><mediaobject>\r | |
856 | <alt>screenshot of invoicing</alt>\r | |
857 | \r | |
858 | <imageobject>\r | |
859 | <imagedata fileref="media/purchaseorder-link-invoice-4.png" scalefit="0"></imagedata>\r | |
860 | </imageobject>\r | |
861 | </mediaobject></para>\r | |
862 | </informalfigure>\r | |
863 | </step>\r | |
864 | \r | |
865 | <step>\r | |
866 | <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 | |
867 | </step>\r | |
868 | </procedure>\r | |
869 | \r | |
870 | </section>\r | |
871 | \r | |
872 | \r | |
873 | <section xml:id="link-lineitem-invoice">\r | |
874 | <title>Link a Line Item to an Existing Invoice</title>\r | |
875 | <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 | 876 | <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 |
877 | first item and then link the line items from other purchase orders onto that invoice.</para> \r |
878 | \r | |
879 | <procedure>\r | |
880 | <step>\r | |
9880bf27 | 881 | <para>Open a purchase order.</para>\r |
31063226 RJ |
882 | </step>\r |
883 | \r | |
884 | <step>\r | |
885 | <informalfigure>\r | |
886 | <para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r | |
887 | <menuchoice><guimenu>Actions</guimenu><guimenuitem>Link to Invoice</guimenuitem></menuchoice>.</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-1.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 | |
9880bf27 | 900 | <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 |
901 | <para><mediaobject>\r |
902 | <alt>screenshot of invoicing</alt>\r | |
903 | \r | |
904 | <imageobject>\r | |
905 | <imagedata fileref="media/link-invoice-lineitem-2.png" scalefit="0"></imagedata>\r | |
906 | </imageobject>\r | |
907 | </mediaobject></para>\r | |
908 | </informalfigure>\r | |
909 | </step>\r | |
910 | \r | |
911 | <step>\r | |
912 | <informalfigure>\r | |
913 | <para>Enter the code for the provider. This field will auto-complete.</para>\r | |
914 | <para><mediaobject>\r | |
915 | <alt>screenshot of invoicing</alt>\r | |
916 | \r | |
917 | <imageobject>\r | |
918 | <imagedata fileref="media/link-invoice-lineitem-3.png" scalefit="0"></imagedata>\r | |
919 | </imageobject>\r | |
920 | </mediaobject></para>\r | |
921 | </informalfigure>\r | |
922 | </step>\r | |
923 | \r | |
924 | <step>\r | |
925 | <informalfigure>\r | |
926 | <para>Click <guibutton>Link</guibutton>.</para>\r | |
927 | <para><mediaobject>\r | |
928 | <alt>screenshot of invoicing</alt>\r | |
929 | \r | |
930 | <imageobject>\r | |
931 | <imagedata fileref="media/link-invoice-lineitem-4.png" scalefit="0"></imagedata>\r | |
932 | </imageobject>\r | |
933 | </mediaobject></para>\r | |
934 | </informalfigure>\r | |
935 | </step>\r | |
936 | \r | |
937 | <step>\r | |
938 | <informalfigure>\r | |
939 | <para>The invoice will open in the same tab and the line item will added to the invoice.</para>\r | |
940 | <para><mediaobject>\r | |
941 | <alt>screenshot of link invoice</alt>\r | |
942 | \r | |
943 | <imageobject>\r | |
944 | <imagedata fileref="media/link-invoice-lineitem-5.png" scalefit="0"></imagedata>\r | |
945 | </imageobject>\r | |
946 | </mediaobject></para>\r | |
947 | </informalfigure>\r | |
948 | </step>\r | |
949 | </procedure>\r | |
950 | \r | |
951 | </section>\r | |
952 | \r | |
953 | \r | |
954 | <section xml:id="charges-invoice">\r | |
955 | <title>Invoice Charges</title>\r | |
956 | \r | |
9880bf27 JP |
957 | <para>You can add additional charges to any invoice. Possible charges include taxes and shipping fees as well as charges for items that \r |
958 | 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 | |
959 | for a list of the charge types available.</para>\r | |
960 | \r | |
961 | <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 | |
962 | proportionally among the funds in use on the invoice based on how much is being spent out of each fund.</para>\r | |
963 | \r | |
31063226 RJ |
964 | <para><link linkend="add-charges-invoice">Add Charges to an Invoice</link></para>\r |
965 | <para><link linkend="delete-charges-invoice">Delete Charges from an Invoice</link></para>\r | |
966 | \r | |
967 | <simplesect xml:id="add-charges-invoice">\r | |
968 | <title>Add Charges to an Invoice</title>\r | |
969 | \r | |
970 | <procedure>\r | |
971 | <step>\r | |
972 | <para>Open an invoice.</para>\r | |
973 | </step>\r | |
974 | \r | |
975 | <step>\r | |
976 | <informalfigure>\r | |
977 | <para>Click the <guilabel>Add Charge...</guilabel> link.</para>\r | |
978 | <para><mediaobject>\r | |
979 | <alt>screenshot of invoicing</alt>\r | |
980 | \r | |
981 | <imageobject>\r | |
982 | <imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata>\r | |
983 | </imageobject>\r | |
984 | </mediaobject></para>\r | |
985 | </informalfigure>\r | |
986 | </step>\r | |
987 | \r | |
988 | <step>\r | |
989 | <informalfigure>\r | |
9880bf27 | 990 | <para>Choose the charge you would like to apply from the <guilabel>Charge Type</guilabel> drop down menu.</para>\r |
31063226 RJ |
991 | <para><mediaobject>\r |
992 | <alt>screenshot of invoicing</alt>\r | |
993 | \r | |
994 | <imageobject>\r | |
995 | <imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata>\r | |
996 | </imageobject>\r | |
997 | </mediaobject></para>\r | |
998 | </informalfigure>\r | |
999 | </step>\r | |
1000 | \r | |
1001 | <step>\r | |
1002 | <informalfigure>\r | |
9880bf27 | 1003 | <para>Using the drop down menu, choose the fund from which payment for the charge will come.</para>\r |
31063226 RJ |
1004 | <para><mediaobject>\r |
1005 | <alt>screenshot of invoicing</alt>\r | |
1006 | \r | |
1007 | <imageobject>\r | |
1008 | <imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata>\r | |
1009 | </imageobject>\r | |
1010 | </mediaobject></para>\r | |
1011 | </informalfigure>\r | |
9880bf27 JP |
1012 | <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 |
1013 | funds to apply the charges to based on the contents of the invoice.</para></note>\r | |
31063226 RJ |
1014 | </step>\r |
1015 | \r | |
1016 | <step>\r | |
1017 | <informalfigure>\r | |
1018 | <para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para>\r | |
1019 | <para><mediaobject>\r | |
1020 | <alt>screenshot of invoicing</alt>\r | |
1021 | \r | |
1022 | <imageobject>\r | |
1023 | <imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata>\r | |
1024 | </imageobject>\r | |
1025 | </mediaobject></para>\r | |
1026 | </informalfigure>\r | |
1027 | </step>\r | |
1028 | \r | |
1029 | <step>\r | |
1030 | <informalfigure>\r | |
1031 | <para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r | |
1032 | <para><mediaobject>\r | |
1033 | <alt>screenshot of invoicing</alt>\r | |
1034 | \r | |
1035 | <imageobject>\r | |
1036 | <imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata>\r | |
1037 | </imageobject>\r | |
1038 | </mediaobject></para>\r | |
1039 | </informalfigure>\r | |
1040 | </step>\r | |
1041 | \r | |
1042 | <step>\r | |
1043 | <informalfigure>\r | |
1044 | <para>There are three options for saving an invoice:</para> \r | |
1045 | <para><mediaobject>\r | |
1046 | <alt>screenshot of invoicing</alt>\r | |
1047 | \r | |
1048 | <imageobject>\r | |
1049 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r | |
1050 | </imageobject>\r | |
1051 | </mediaobject></para>\r | |
1052 | </informalfigure>\r | |
1053 | \r | |
1054 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r | |
1055 | <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 | |
1056 | pay the invoice.</para>\r | |
9880bf27 JP |
1057 | <para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r |
1058 | <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 |
1059 | </step>\r |
1060 | \r | |
1061 | </procedure>\r | |
1062 | \r | |
1063 | \r | |
1064 | </simplesect>\r | |
1065 | \r | |
1066 | <simplesect xml:id="delete-charges-invoice">\r | |
1067 | <title>Delete Charges from an Invoice</title>\r | |
9880bf27 JP |
1068 | <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 |
1069 | See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para>\r | |
31063226 RJ |
1070 | \r |
1071 | <procedure>\r | |
1072 | \r | |
1073 | <step>\r | |
9880bf27 | 1074 | <para>Open an invoice.</para>\r |
31063226 RJ |
1075 | </step>\r |
1076 | \r | |
1077 | <step>\r | |
1078 | <informalfigure>\r | |
1079 | <para>Click the <guilabel>Delete</guilabel> link adjacent to the charge line.</para>\r | |
1080 | <para><mediaobject>\r | |
1081 | <alt>screenshot of invoicing</alt>\r | |
1082 | \r | |
1083 | <imageobject>\r | |
1084 | <imagedata fileref="media/delete-charge-invoice-1.png" scalefit="0"></imagedata>\r | |
1085 | </imageobject>\r | |
1086 | </mediaobject></para>\r | |
1087 | </informalfigure>\r | |
1088 | </step>\r | |
1089 | \r | |
1090 | <step>\r | |
1091 | <informalfigure>\r | |
1092 | <para>Confirm that you wish to delete the charge by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r | |
1093 | <para><mediaobject>\r | |
1094 | <alt>screenshot of invoicing</alt>\r | |
1095 | \r | |
1096 | <imageobject>\r | |
1097 | <imagedata fileref="media/delete-charge-invoice-2.png" scalefit="0"></imagedata>\r | |
1098 | </imageobject>\r | |
1099 | </mediaobject></para>\r | |
1100 | </informalfigure>\r | |
1101 | </step>\r | |
1102 | \r | |
1103 | <step>\r | |
1104 | <informalfigure>\r | |
1105 | <para>The charge is deleted and removed from the invoice.</para>\r | |
1106 | <para><mediaobject>\r | |
1107 | <alt>screenshot of invoicing</alt>\r | |
1108 | \r | |
1109 | <imageobject>\r | |
1110 | <imagedata fileref="media/delete-charge-invoice-3.png" scalefit="0"></imagedata>\r | |
1111 | </imageobject>\r | |
1112 | </mediaobject></para>\r | |
1113 | </informalfigure>\r | |
1114 | </step>\r | |
9880bf27 JP |
1115 | \r |
1116 | <step>\r | |
1117 | <informalfigure>\r | |
1118 | <para>There are three options for saving an invoice:</para> \r | |
1119 | <para><mediaobject>\r | |
1120 | <alt>screenshot of invoicing</alt>\r | |
1121 | \r | |
1122 | <imageobject>\r | |
1123 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r | |
1124 | </imageobject>\r | |
1125 | </mediaobject></para>\r | |
1126 | </informalfigure>\r | |
1127 | \r | |
1128 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r | |
1129 | <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 | |
1130 | pay the invoice.</para>\r | |
1131 | <para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r | |
1132 | <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 | |
1133 | </step>\r | |
1134 | \r | |
31063226 RJ |
1135 | </procedure>\r |
1136 | \r | |
1137 | </simplesect>\r | |
1138 | \r | |
1139 | </section> \r | |
1140 | \r | |
1141 | <section xml:id="add-copies-invoice">\r | |
1142 | <title>Add Additional Copies to an Invoice</title>\r | |
1143 | <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 | |
1144 | <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 | |
1145 | \r | |
1146 | <procedure>\r | |
1147 | <step>\r | |
1148 | <para>Open an invoice.</para>\r | |
1149 | </step>\r | |
1150 | \r | |
1151 | <step>\r | |
1152 | <informalfigure>\r | |
1153 | <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 | |
1154 | <para><mediaobject>\r | |
1155 | <alt>screenshot of invoicing</alt>\r | |
1156 | \r | |
1157 | <imageobject>\r | |
1158 | <imagedata fileref="media/add-copies-invoice-5.png" scalefit="0"></imagedata>\r | |
1159 | </imageobject>\r | |
1160 | </mediaobject></para>\r | |
1161 | </informalfigure>\r | |
1162 | </step>\r | |
1163 | \r | |
1164 | <step>\r | |
1165 | <informalfigure>\r | |
1166 | <para>The <guilabel>Extra Items</guilabel> pop up will appear to confirm the number of copies you are adding.</para>\r | |
1167 | <para><mediaobject>\r | |
1168 | <alt>screenshot of invoicing</alt>\r | |
1169 | \r | |
1170 | <imageobject>\r | |
1171 | <imagedata fileref="media/add-copies-invoice-2.png" scalefit="0"></imagedata>\r | |
1172 | </imageobject>\r | |
1173 | </mediaobject></para>\r | |
1174 | </informalfigure>\r | |
1175 | </step>\r | |
1176 | \r | |
1177 | <step>\r | |
1178 | <informalfigure>\r | |
1179 | <para>Select a fund from the drop down menu to apply to the new copies.</para>\r | |
1180 | <para><mediaobject>\r | |
1181 | <alt>screenshot of invoicing</alt>\r | |
1182 | \r | |
1183 | <imageobject>\r | |
1184 | <imagedata fileref="media/add-copies-invoice-3.png" scalefit="0"></imagedata>\r | |
1185 | </imageobject>\r | |
1186 | </mediaobject></para>\r | |
1187 | </informalfigure>\r | |
1188 | </step>\r | |
1189 | \r | |
1190 | <step>\r | |
1191 | <informalfigure>\r | |
1192 | <para>Click <guibutton>Add New Items</guibutton>.</para>\r | |
1193 | <para><mediaobject>\r | |
1194 | <alt>screenshot of invoicing</alt>\r | |
1195 | \r | |
1196 | <imageobject>\r | |
1197 | <imagedata fileref="media/add-copies-invoice-4.png" scalefit="0"></imagedata>\r | |
1198 | </imageobject>\r | |
1199 | </mediaobject></para>\r | |
1200 | </informalfigure>\r | |
1201 | </step>\r | |
1202 | \r | |
1203 | <step>\r | |
1204 | <informalfigure>\r | |
1205 | <para>Click <guibutton>Save</guibutton> to allow the changes to take effect.</para>\r | |
1206 | <para><mediaobject>\r | |
1207 | <alt>screenshot of invoicing</alt>\r | |
1208 | \r | |
1209 | <imageobject>\r | |
1210 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r | |
1211 | </imageobject>\r | |
1212 | </mediaobject></para>\r | |
1213 | </informalfigure>\r | |
1214 | </step>\r | |
1215 | \r | |
1216 | <step>\r | |
1217 | <informalfigure>\r | |
1218 | <para>The <guilabel>Title Details</guilabel> for the line item will update to reflect the additional copies. The additional copies are automatically received\r | |
1219 | in the system. Proceed with paying the invoice.</para>\r | |
1220 | <para><mediaobject>\r | |
1221 | <alt>screenshot of invoicing</alt>\r | |
1222 | \r | |
1223 | <imageobject>\r | |
1224 | <imagedata fileref="media/add-copies-invoice-6.png" scalefit="0"></imagedata>\r | |
1225 | </imageobject>\r | |
1226 | </mediaobject></para>\r | |
1227 | </informalfigure>\r | |
1228 | <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 | |
1229 | section.</para></note>\r | |
1230 | </step>\r | |
1231 | \r | |
1232 | </procedure>\r | |
1233 | \r | |
1234 | </section> \r | |
1235 | <section xml:id="detach-lineitem-invoice">\r | |
1236 | <title>Detach Line Items from an Invoice</title>\r | |
1237 | \r | |
1238 | <procedure>\r | |
1239 | <step>\r | |
1240 | <para>Open an invoice.</para>\r | |
1241 | </step>\r | |
1242 | \r | |
1243 | <step>\r | |
1244 | <informalfigure>\r | |
1245 | <para>Click the <guilabel>Detach</guilabel> link adjacent to the line item you wish to remove.</para>\r | |
1246 | <para><mediaobject>\r | |
1247 | <alt>screenshot of invoicing</alt>\r | |
1248 | \r | |
1249 | <imageobject>\r | |
1250 | <imagedata fileref="media/detach-lineitem-invoice-1.png" scalefit="0"></imagedata>\r | |
1251 | </imageobject>\r | |
1252 | </mediaobject></para>\r | |
1253 | </informalfigure>\r | |
31063226 RJ |
1254 | </step>\r |
1255 | \r | |
1256 | <step>\r | |
1257 | <informalfigure>\r | |
1258 | <para>Confirm that you wish to detach the line item by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r | |
1259 | <para><mediaobject>\r | |
1260 | <alt>screenshot of invoicing</alt>\r | |
1261 | \r | |
1262 | <imageobject>\r | |
1263 | <imagedata fileref="media/detach-lineitem-invoice-2.png" scalefit="0"></imagedata>\r | |
1264 | </imageobject>\r | |
1265 | </mediaobject></para>\r | |
1266 | </informalfigure>\r | |
1267 | </step>\r | |
1268 | \r | |
1269 | <step>\r | |
1270 | <informalfigure>\r | |
1271 | <para>Save the invoice. There are three options for saving an invoice:</para>\r | |
1272 | <para><mediaobject>\r | |
1273 | <alt>screenshot of invoicing</alt>\r | |
1274 | \r | |
1275 | <imageobject>\r | |
1276 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r | |
1277 | </imageobject>\r | |
1278 | </mediaobject></para>\r | |
1279 | </informalfigure>\r | |
1280 | \r | |
1281 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r | |
1282 | <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 | |
1283 | pay the invoice.</para>\r | |
9880bf27 JP |
1284 | <para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r |
1285 | <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 |
1286 | </step>\r |
1287 | \r | |
1288 | </procedure>\r | |
9880bf27 JP |
1289 | \r |
1290 | <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 | |
1291 | \r | |
31063226 RJ |
1292 | </section> \r |
1293 | \r | |
9880bf27 | 1294 | \r |
31063226 RJ |
1295 | <section xml:id="view-invoice">\r |
1296 | <title>View an Invoice</title>\r | |
1297 | <para>You can view an invoice in one of three ways:</para>\r | |
1298 | <itemizedlist>\r | |
1299 | <listitem>\r | |
1300 | <para><link linkend="view-invoice-search">View Invoices through a Search</link></para>\r | |
1301 | </listitem>\r | |
1302 | <listitem>\r | |
1303 | <para><link linkend="view-invoice-purchase-order">View Invoices on a Purchase Order</link></para>\r | |
1304 | </listitem>\r | |
1305 | <listitem>\r | |
1306 | <para><link linkend="view-invoice-lineitem">View Invoices Attached to a Line Item</link></para>\r | |
1307 | </listitem>\r | |
1308 | </itemizedlist>\r | |
1309 | \r | |
1310 | <simplesect xml:id="view-invoice-search">\r | |
1311 | <title>View Invoices through a Search</title>\r | |
1312 | \r | |
1313 | <para><link linkend="invoice-search-tips">Search Tips</link></para>\r | |
1314 | <para>The default invoice search allows you to quickly generate a list of open invoices.</para> \r | |
1315 | <para>This search can also easily be modified to search for invoices using other parameters.</para>\r | |
1316 | \r | |
1317 | <procedure>\r | |
1318 | <step>\r | |
1319 | <informalfigure>\r | |
1320 | <para>To access the searching interface, select\r | |
1321 | <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r | |
1322 | <para><mediaobject>\r | |
1323 | <alt>screenshot of the Invoice Search</alt>\r | |
1324 | \r | |
1325 | <imageobject>\r | |
1326 | <imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata>\r | |
1327 | </imageobject>\r | |
1328 | </mediaobject></para>\r | |
1329 | </informalfigure>\r | |
1330 | </step>\r | |
1331 | \r | |
1332 | <step>\r | |
1333 | <informalfigure>\r | |
1334 | <para>By default the search interface is set to search for open invoices created by your ordering agency.</para>\r | |
1335 | <para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para>\r | |
1336 | <para><mediaobject>\r | |
1337 | <alt>screenshot of the Invoice Search</alt>\r | |
1338 | \r | |
1339 | <imageobject>\r | |
1340 | <imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata>\r | |
1341 | </imageobject>\r | |
1342 | </mediaobject></para>\r | |
1343 | </informalfigure>\r | |
1344 | </step>\r | |
1345 | </procedure>\r | |
1346 | </simplesect>\r | |
1347 | \r | |
1348 | <simplesect xml:id="view-invoice-purchase-order">\r | |
1349 | <title>View Invoices on a Purchase Order</title>\r | |
1350 | \r | |
1351 | <procedure>\r | |
1352 | <step>\r | |
1353 | <para>Open a purchase order.</para>\r | |
1354 | </step>\r | |
1355 | \r | |
1356 | <step>\r | |
1357 | <informalfigure>\r | |
1358 | <para>Click <guibutton>View Invoices</guibutton>. The number in parentheses indicates the number of invoices attached to the purchase order.</para>\r | |
1359 | <para><mediaobject>\r | |
1360 | <alt>screenshot of invoicing</alt>\r | |
1361 | \r | |
1362 | <imageobject>\r | |
1363 | <imagedata fileref="media/view-link-po-invoice-1.png" scalefit="0"></imagedata>\r | |
1364 | </imageobject>\r | |
1365 | </mediaobject></para>\r | |
1366 | </informalfigure>\r | |
1367 | </step>\r | |
1368 | \r | |
1369 | <step>\r | |
1370 | <informalfigure>\r | |
1371 | <para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r | |
1372 | <para><mediaobject>\r | |
1373 | <alt>screenshot of invoicing</alt>\r | |
1374 | \r | |
1375 | <imageobject>\r | |
1376 | <imagedata fileref="media/view-link-po-invoice-2.png" scalefit="0"></imagedata>\r | |
1377 | </imageobject>\r | |
1378 | </mediaobject></para>\r | |
1379 | </informalfigure>\r | |
1380 | </step>\r | |
1381 | </procedure>\r | |
1382 | </simplesect>\r | |
1383 | \r | |
1384 | <simplesect xml:id="view-invoice-lineitem">\r | |
1385 | <title>View Invoices Attached to a Line Item</title>\r | |
1386 | \r | |
1387 | <procedure>\r | |
1388 | <step>\r | |
9880bf27 | 1389 | <para>Open a purchase order.</para>\r |
31063226 RJ |
1390 | </step>\r |
1391 | \r | |
1392 | <step>\r | |
1393 | <informalfigure>\r | |
1394 | <para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r | |
1395 | <menuchoice><guimenu>Actions</guimenu><guimenuitem>View Invoice(s)</guimenuitem></menuchoice> to view any invoices that are attached to the line item.</para>\r | |
1396 | <para><mediaobject>\r | |
1397 | <alt>screenshot of invoicing</alt>\r | |
1398 | \r | |
1399 | <imageobject>\r | |
1400 | <imagedata fileref="media/view-link-lineitem-invoice-1.png" scalefit="0"></imagedata>\r | |
1401 | </imageobject>\r | |
1402 | </mediaobject></para>\r | |
1403 | </informalfigure>\r | |
1404 | </step>\r | |
1405 | \r | |
1406 | <step>\r | |
1407 | <informalfigure>\r | |
1408 | <para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r | |
1409 | <para><mediaobject>\r | |
1410 | <alt>screenshot of invoicing</alt>\r | |
1411 | \r | |
1412 | <imageobject>\r | |
1413 | <imagedata fileref="media/view-invoice-6.png" scalefit="0"></imagedata>\r | |
1414 | </imageobject>\r | |
1415 | </mediaobject></para>\r | |
1416 | </informalfigure>\r | |
1417 | </step>\r | |
1418 | </procedure>\r | |
1419 | </simplesect>\r | |
1420 | \r | |
1421 | </section> \r | |
1422 | <section xml:id="print-invoice">\r | |
1423 | <title>Printing Invoices</title>\r | |
1424 | <para>Invoices can be printed individually or as a batch from the search grid.</para>\r | |
1425 | \r | |
1426 | <procedure>\r | |
1427 | <step>\r | |
1428 | <informalfigure>\r | |
1429 | <para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r | |
1430 | <para><mediaobject>\r | |
1431 | <alt>screenshot of invoicing</alt>\r | |
1432 | \r | |
1433 | <imageobject>\r | |
1434 | <imagedata fileref="media/view-invoice-1.png" scalefit="0"></imagedata>\r | |
1435 | </imageobject>\r | |
1436 | </mediaobject></para>\r | |
1437 | </informalfigure>\r | |
1438 | </step>\r | |
1439 | \r | |
1440 | <step>\r | |
1441 | <para>This opens the Acquisitions Search screen. Use this search to retrieve the invoices you would like to print. For more information see \r | |
1442 | <link linkend="view-invoice-search">View Invoices through a Search</link>.</para>\r | |
1443 | </step>\r | |
1444 | \r | |
1445 | <step>\r | |
1446 | <informalfigure>\r | |
1447 | <para>Check the boxes adjacent to the invoices you would like to print.</para>\r | |
1448 | <para><mediaobject>\r | |
1449 | <alt>screenshot of invoicing</alt>\r | |
1450 | \r | |
1451 | <imageobject>\r | |
1452 | <imagedata fileref="media/print-invoice-1.png" scalefit="0"></imagedata>\r | |
1453 | </imageobject>\r | |
1454 | </mediaobject></para>\r | |
1455 | </informalfigure>\r | |
1456 | <tip><para>You can select only one invoice if you only want to print a specific invoice.</para></tip>\r | |
1457 | </step>\r | |
1458 | \r | |
1459 | <step>\r | |
1460 | <informalfigure>\r | |
1461 | <para>Click <guibutton>Print Selected Invoices</guibutton>.</para>\r | |
1462 | <para><mediaobject>\r | |
1463 | <alt>screenshot of invoicing</alt>\r | |
1464 | \r | |
1465 | <imageobject>\r | |
1466 | <imagedata fileref="media/print-invoice-2.png" scalefit="0"></imagedata>\r | |
1467 | </imageobject>\r | |
1468 | </mediaobject></para>\r | |
1469 | </informalfigure>\r | |
1470 | </step>\r | |
1471 | \r | |
1472 | <step>\r | |
1473 | <informalfigure>\r | |
1474 | <para>Select your printer and click <guibutton>OK</guibutton>.</para>\r | |
1475 | <para><mediaobject>\r | |
1476 | <alt>screenshot of invoicing</alt>\r | |
1477 | \r | |
1478 | <imageobject>\r | |
1479 | <imagedata fileref="media/print-invoice-3.png" scalefit="0"></imagedata>\r | |
1480 | </imageobject>\r | |
1481 | </mediaobject></para>\r | |
1482 | </informalfigure>\r | |
1483 | </step>\r | |
1484 | \r | |
1485 | </procedure>\r | |
1486 | \r | |
1487 | </section> \r | |
1488 | <section xml:id="pay-invoice">\r | |
1489 | <title>Pay an Invoice</title>\r | |
1490 | <para>Invoices must be paid in Evergreen for funds to move from encumbered to spent.</para>\r | |
1491 | \r | |
1492 | <procedure>\r | |
1493 | <step>\r | |
1494 | <para>Open or create an invoice.</para>\r | |
1495 | </step>\r | |
1496 | \r | |
1497 | <step>\r | |
1498 | <informalfigure>\r | |
1499 | <para>In the <guilabel>Paid</guilabel> column, enter the amount paid for each line item.</para>\r | |
1500 | <para><mediaobject>\r | |
1501 | <alt>screenshot of invoicing</alt>\r | |
1502 | \r | |
1503 | <imageobject>\r | |
1504 | <imagedata fileref="media/pay-invoice-1.png" scalefit="0"></imagedata>\r | |
1505 | </imageobject>\r | |
1506 | </mediaobject></para>\r | |
1507 | </informalfigure>\r | |
1508 | </step>\r | |
1509 | \r | |
1510 | <step>\r | |
1511 | <informalfigure>\r | |
1512 | <para>Save the invoice. There are three options for saving an invoice:</para> \r | |
1513 | <para><mediaobject>\r | |
1514 | <alt>screenshot of invoicing</alt>\r | |
1515 | \r | |
1516 | <imageobject>\r | |
1517 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r | |
1518 | </imageobject>\r | |
1519 | </mediaobject></para>\r | |
1520 | </informalfigure>\r | |
1521 | \r | |
1522 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r | |
1523 | <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 | |
1524 | pay the invoice.</para>\r | |
9880bf27 JP |
1525 | <para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r |
1526 | <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 |
1527 | </step>\r |
1528 | </procedure>\r | |
1529 | \r | |
1530 | </section> \r | |
1531 | <section xml:id="complete-invoice">\r | |
1532 | <title>Complete an Invoice</title>\r | |
9880bf27 | 1533 | <para>An invoice is complete when all required fields are filled in and the invoice is closed.</para>\r |
31063226 RJ |
1534 | \r |
1535 | <procedure>\r | |
1536 | <step>\r | |
1537 | <para>Open an invoice.</para>\r | |
1538 | </step>\r | |
1539 | \r | |
1540 | <step>\r | |
1541 | <informalfigure>\r | |
9880bf27 | 1542 | <para>Ensure information is entered into all of the required fields.</para>\r |
31063226 RJ |
1543 | <para><mediaobject>\r |
1544 | <alt>screenshot of invoicing</alt>\r | |
1545 | \r | |
1546 | <imageobject>\r | |
1547 | <imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r | |
1548 | </imageobject>\r | |
1549 | </mediaobject></para>\r | |
1550 | </informalfigure>\r | |
1551 | <para>Required fields are:</para>\r | |
1552 | \r | |
1553 | <itemizedlist>\r | |
1554 | <listitem>\r | |
1555 | <para>Vendor Invoice ID</para>\r | |
1556 | </listitem>\r | |
1557 | <listitem>\r | |
1558 | <para>Provider</para>\r | |
1559 | </listitem>\r | |
1560 | <listitem>\r | |
1561 | <para>Payment Method</para>\r | |
1562 | </listitem>\r | |
1563 | <listitem>\r | |
1564 | <para>Invoice Date</para>\r | |
1565 | </listitem>\r | |
1566 | <listitem>\r | |
1567 | <para>Shipper</para>\r | |
1568 | </listitem>\r | |
1569 | <listitem>\r | |
1570 | <para>Receiver</para>\r | |
1571 | </listitem>\r | |
1572 | <listitem>\r | |
1573 | <para># Invoiced/# Paid</para>\r | |
1574 | </listitem>\r | |
1575 | <listitem>\r | |
1576 | <para>Billed</para>\r | |
1577 | </listitem>\r | |
1578 | <listitem>\r | |
1579 | <para>Paid</para>\r | |
1580 | </listitem>\r | |
1581 | </itemizedlist>\r | |
1582 | \r | |
9880bf27 JP |
1583 | <para>The totals at the bottom of the invoice will calculate based on the information entered.</para>\r |
1584 | <note><para>These totals must match or the invoice will not close.</para></note>\r | |
31063226 RJ |
1585 | </step>\r |
1586 | \r | |
1587 | <step>\r | |
1588 | <informalfigure>\r | |
1589 | <para>Click <guibutton>Save and Close</guibutton>. This will complete the invoice.</para>\r | |
1590 | <para><mediaobject>\r | |
1591 | <alt>screenshot of invoicing</alt>\r | |
1592 | \r | |
1593 | <imageobject>\r | |
1594 | <imagedata fileref="media/complete-invoice-2.png" scalefit="0"></imagedata>\r | |
1595 | </imageobject>\r | |
1596 | </mediaobject></para>\r | |
1597 | </informalfigure>\r | |
1598 | </step>\r | |
1599 | </procedure>\r | |
1600 | \r | |
1601 | </section> \r | |
1602 | <section xml:id="reopen-invoice">\r | |
1603 | <title>Re-open an Invoice</title>\r | |
9880bf27 | 1604 | <para>Completed invoices can be re-opened at anytime by users with appropriate permissions.</para>\r |
31063226 RJ |
1605 | \r |
1606 | <procedure>\r | |
1607 | <step>\r | |
1608 | <para>Bring up the completed invoice you wish to re-open.</para>\r | |
1609 | </step>\r | |
1610 | \r | |
1611 | <step>\r | |
1612 | <informalfigure>\r | |
1613 | <para>At the bottom of the invoice click <guibutton>Reopen Invoice</guibutton>.</para>\r | |
1614 | <para><mediaobject>\r | |
1615 | <alt>screenshot of invoicing</alt>\r | |
1616 | \r | |
1617 | <imageobject>\r | |
1618 | <imagedata fileref="media/reopen-invoice-1.png" scalefit="0"></imagedata>\r | |
1619 | </imageobject>\r | |
1620 | </mediaobject></para>\r | |
1621 | </informalfigure>\r | |
1622 | </step>\r | |
1623 | \r | |
1624 | <step>\r | |
1625 | <informalfigure>\r | |
1626 | <para>The invoice is now be open and can be edited.</para>\r | |
1627 | <para><mediaobject>\r | |
1628 | <alt>screenshot of invoicing</alt>\r | |
1629 | \r | |
1630 | <imageobject>\r | |
1631 | <imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r | |
1632 | </imageobject>\r | |
1633 | </mediaobject></para>\r | |
1634 | </informalfigure>\r | |
1635 | </step>\r | |
1636 | </procedure>\r | |
1637 | \r | |
1638 | </section> \r | |
1639 | </chapter>\r |