[sitka/doc/acquisitions.git] / acq / acq-invoices.xml

<?xml version='1.0' encoding='UTF-8'?>\r
<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
   xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-invoices">\r
   <info>\r
      <title>Invoices</title>\r
      <legalnotice>\r
         <para><emphasis role="bold">Adapted with permission from original material by the <link\r
                  xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
                  xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
                  Community</link></emphasis></para>\r
      </legalnotice>\r
      \r
     \r
\r
      <abstract>\r
         <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
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
in and the invoice is saved.</para>\r
<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
invoices.</para>\r
</abstract>\r
      \r
\r
   </info>\r
\r
\r
<section xml:id="creating-invoices">\r
<title>Creating Invoices</title>\r
\r
<para>There are three ways to create an invoice:</para>\r
\r
<itemizedlist>\r
<listitem>\r
<para><link linkend="create-blanket-invoice">Create a Blank Invoice</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="create-invoice-purchase-order">Create an Invoice From a Purchase Order</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="create-invoice-line-items">Create an Invoice From Multiple Line Items</link></para>\r
</listitem>\r
</itemizedlist>\r
\r
\r
\r
   <simplesect xml:id="create-blanket-invoice">\r
      <title>Create a Blank Invoice</title>\r
      <para>You can create an invoice to use for purchases that have no purchase order or to link line items to.</para>\r
\r
<procedure>\r
<step>\r
<informalfigure>\r
<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Invoice</guimenuitem></menuchoice>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>There are two options for saving an invoice:</para>  \r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
</step>\r
\r
<step>\r
<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">Populating Invoices</link>.</para>\r
</step>\r
\r
<step>\r
<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">Add Charges to an Invoice</link>.</para>\r
</step>\r
\r
<step>\r
<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
</step>\r
\r
<step>\r
<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
</step>\r
   \r
   <step>\r
      <informalfigure>\r
         <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
                     items and invoice charges have been added the invoice must be closed. </para>\r
         <para><mediaobject>\r
            <alt>screenshot of invoicing</alt>\r
            \r
            <imageobject>\r
               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
            </imageobject>\r
         </mediaobject></para>\r
      </informalfigure>\r
   </step>\r
</procedure>     \r
      <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
         debits linked to an invoice are only marked as paid when the invoice is\r
         closed.</para></note>\r
   \r
\r
\r
</simplesect>\r
\r
<simplesect xml:id="create-invoice-purchase-order">\r
<title>Create an Invoice From a Purchase Order</title>\r
<para>You can create an invoice containing all of the line items on a purchase order.</para>\r
\r
<procedure>\r
<step>\r
<para>Open a purchase order.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Create Invoice</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/purchaseorder-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>A new invoice will open in the same tab.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/create-invoice-details-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list all of the line items from the purchase order along with information pertaining \r
to each line item.</para>  \r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<note>\r
<para><guilabel>Title Details</guilabel> includes:</para>\r
\r
<itemizedlist>\r
<listitem>\r
<para>Title</para>\r
</listitem>\r
<listitem>\r
<para>Author</para>\r
</listitem>\r
<listitem>\r
<para>ISBN</para>\r
</listitem>\r
<listitem>\r
<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
</listitem>\r
<listitem>\r
<para>summary of amounts estimated, encumbered, and paid</para>\r
</listitem>\r
<listitem>\r
<para>line item ID number</para>\r
</listitem>\r
<listitem>\r
<para>link to the Selection List (if used)</para>\r
</listitem>\r
<listitem>\r
<para>link to the Purchase Order</para>\r
</listitem>\r
</itemizedlist>\r
</note>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>The <guilabel># Invoiced</guilabel> and the <guilabel># Billed</guilabel> fields will have auto-populated with the number of copies available to be invoiced for \r
the line item.</para>\r
<para>These fields can be updated as needed.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Enter the amount billed into the <guilabel>Billed</guilabel> field.  The <guilabel>Paid</guilabel> field will auto-fill to match.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>There are two options for saving an invoice:</para>  \r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
\r
<note><para>The following fields are required to save the invoice:</para>\r
\r
<itemizedlist> \r
<listitem>\r
<para>Vendor Invoice ID</para>\r
</listitem>\r
<listitem>\r
<para>Provider</para>\r
</listitem>\r
<listitem>\r
<para>Shipper</para>\r
</listitem>\r
<listitem>\r
<para>Payment Method</para>\r
</listitem>\r
<listitem>\r
<para># Invoiced</para>\r
</listitem>\r
<listitem>\r
<para># Paid</para>\r
</listitem>\r
</itemizedlist>\r
</note>\r
</step>\r
\r
<step>\r
<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">Populating Invoices</link>.</para>\r
</step>\r
\r
<step>\r
<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">Add Charges to an Invoice</link>.</para>\r
</step>\r
\r
<step>\r
<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
</step>\r
\r
<step>\r
<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
</step>\r
   \r
   <step>\r
      <informalfigure>\r
         <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
                     items and invoice charges have been added the invoice must be closed. </para>\r
         <para><mediaobject>\r
            <alt>screenshot of invoicing</alt>\r
            \r
            <imageobject>\r
               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
            </imageobject>\r
         </mediaobject></para>\r
      </informalfigure>\r
   </step>\r
    \r
 </procedure>\r
\r
   <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
                  debits linked to an invoice are only marked as paid when the invoice is\r
                  closed.</para></note>\r
\r
\r
\r
</simplesect>\r
\r
<simplesect xml:id="create-invoice-line-items">\r
<title>Create an Invoice From Multiple Line Items</title>\r
\r
<para>You can create an invoice from multiple line items on a purchase order.  You can then link additional line items from the same or \r
different purchase orders to this invoice.</para>\r
\r
<procedure>\r
<step>\r
<para>Open a purchase order.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Check the boxes beside the line items you would like to use to create your invoice.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/lineitem-multiple-invoice-0.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Using the main <guilabel>Actions</guilabel> menu, select \r
<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Invoice From Selected Lineitems</guimenuitem></menuchoice>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/lineitem-multiple-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
\r
<step>\r
<para>A new invoice will open in the same tab.</para>\r
</step>\r
\r
\r
<step>\r
<informalfigure>\r
<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
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/create-invoice-details-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list all of the line items from the purchase order along with information pertaining \r
to each line item.</para>  \r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<note>\r
<para><guilabel>Title Details</guilabel> includes:</para>\r
\r
<itemizedlist>\r
<listitem>\r
<para>Title</para>\r
</listitem>\r
<listitem>\r
<para>Author</para>\r
</listitem>\r
<listitem>\r
<para>ISBN</para>\r
</listitem>\r
<listitem>\r
<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
</listitem>\r
<listitem>\r
<para>summary of amounts estimated, encumbered, and paid</para>\r
</listitem>\r
<listitem>\r
<para>line item ID number</para>\r
</listitem>\r
<listitem>\r
<para>link to the Selection List (if used)</para>\r
</listitem>\r
<listitem>\r
<para>link to the Purchase Order</para>\r
</listitem>\r
</itemizedlist>\r
</note>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>The <guilabel># Invoiced</guilabel> and the <guilabel># Billed</guilabel> fields will have auto-populated with the number of copies available to be invoiced for \r
the line item.</para>\r
<para>These fields can be updated as needed.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Enter the amount billed into the <guilabel>Billed</guilabel> field.  The <guilabel>Paid</guilabel> field will auto-fill to match.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>There are two options for saving an invoice:</para>  \r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
\r
<note><para>The fields that are required to save the invoice are:</para>\r
\r
<itemizedlist> \r
<listitem>\r
<para>Vendor Invoice ID</para>\r
</listitem>\r
<listitem>\r
<para>Provider</para>\r
</listitem>\r
<listitem>\r
<para>Shipper</para>\r
</listitem>\r
<listitem>\r
<para>Payment Method</para>\r
</listitem>\r
<listitem>\r
<para># Invoiced</para>\r
</listitem>\r
<listitem>\r
<para># Paid</para>\r
</listitem>\r
</itemizedlist>\r
</note>\r
</step>\r
\r
<step>\r
<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">Populating Invoices</link>.</para>\r
</step>\r
\r
<step>\r
<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">Add Charges to an Invoice</link>.</para>\r
</step>\r
\r
<step>\r
<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
</step>\r
\r
<step>\r
<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
</step>\r
   \r
   <step>\r
      <informalfigure>\r
         <para>Click the <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
                     items and invoice charges have been added the invoice must be closed. </para>\r
         <para><mediaobject>\r
            <alt>screenshot of invoicing</alt>\r
            \r
            <imageobject>\r
               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
            </imageobject>\r
         </mediaobject></para>\r
      </informalfigure>\r
   </step>\r
   \r
</procedure>\r
   \r
   <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
      debits linked to an invoice are only marked as paid when the invoice is\r
      closed.</para></note>\r
\r
\r
</simplesect>\r
\r
\r
   \r
</section>\r
\r
<section xml:id="invoice-interface">\r
<title>Invoice Interface</title>\r
\r
<itemizedlist>\r
<listitem>\r
<para>Auto-populating of the <guilabel># Billed</guilabel> field.</para>\r
</listitem>\r
<listitem>\r
<informalfigure>\r
<para>Auto-populating of the <guilabel>Paid</guilabel> field.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/invoice-details-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</listitem>\r
</itemizedlist>\r
\r
\r
<simplesect xml:id="invoice-details">\r
<title>Invoice Details</title>\r
\r
<para>The Invoice Details section must be completed for every invoice created.</para>\r
<para>The Invoice Details fields are:</para>\r
\r
<itemizedlist>\r
<listitem>\r
<informalfigure>\r
<para><guilabel>Vendor Invoice ID</guilabel>.</para>\r
<para>This number may be listed on the paper invoice sent by your provider.</para>\r
<para><emphasis>This is a required field.</emphasis></para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</listitem>\r
\r
<listitem>\r
<informalfigure>\r
<para><guilabel>Receive Method</guilabel></para>\r
<para>At present only paper invoicing. Electronic invoicing through EDI will be available at a future date.</para>\r
<para><emphasis>This is a required field.</emphasis></para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</listitem>\r
\r
<listitem>\r
<informalfigure>\r
<para><guilabel>Provider</guilabel> and <guilabel>Shipper</guilabel></para>\r
<para>These fields will auto-complete.</para>\r
<para>Your shipper is usually the same as your provider.</para>\r
<para><emphasis>These are required fields.</emphasis></para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</listitem>\r
\r
<listitem>\r
<informalfigure>\r
<para><guilabel>Note</guilabel></para>\r
<para>This is an optional field that can be used as needed.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</listitem>\r
\r
<listitem>\r
<informalfigure>\r
<para><guilabel>Payment Method</guilabel></para>\r
<para>Available payment methods display in a drop down menu. Additional payment methods can be requested.  See \r
<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
<para><emphasis>This is a required field.</emphasis></para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</listitem>\r
\r
<listitem>\r
<informalfigure>\r
<para><guilabel>Invoice Date</guilabel></para>\r
<para>By default this is the date the invoice is created on. The date can be changed by clicking the field and selecting a \r
new date using the calendar widget.</para>\r
<para><emphasis>This is a required field.</emphasis></para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</listitem>\r
\r
<listitem>\r
<informalfigure>\r
<para><guilabel>Invoice Type</guilabel></para>\r
<para>This field is used if your library distinguishes between types of invoices.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</listitem>\r
\r
<listitem>\r
<informalfigure>\r
<para><guilabel>Payment Authorization</guilabel></para>\r
<para>This field is used if your library requires authorization for payments.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</listitem>\r
\r
<listitem>\r
<informalfigure>\r
<para><guilabel>Receiver</guilabel></para>\r
<para>This field defaults to the location at which your workstation is registered.  If necessary, you can change the receiver using the drop \r
down menu.</para>\r
<para><emphasis>This is a required field.</emphasis></para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</listitem>\r
</itemizedlist>\r
\r
<informalfigure>\r
<para>The <guilabel>Invoice Details</guilabel> automatically hides once completed.  The <guilabel>Invoice Details</guilabel> can be shown at any time by\r
clicking <guibutton>Show Details</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/invoice-details-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</simplesect>\r
\r
</section>\r
\r
<section xml:id="populate-invoice">\r
<title>Populating Invoices</title>\r
\r
<para>Line items can be added to invoices in three ways:</para>\r
\r
<itemizedlist>\r
<listitem>\r
<para><link linkend="link-invoice-purchase-order">Link an Entire Purchase Order to an Existing Invoice</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="link-multiple-lineitem-invoice">Link Multiple Line Items to an Existing Invoice</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="link-search-lineitem">Search for Line Items from an Invoice</link></para>\r
</listitem>\r
</itemizedlist>\r
\r
  <simplesect xml:id="link-invoice-purchase-order">\r
      <title>Link an Entire Purchase Order to an Existing Invoice</title>\r
      <para>You can use the <guibutton>Link Invoice</guibutton> button to link all the line items on a purchase order to an existing invoice.</para>\r
<para>For example, an invoice is received for a shipment with items on \r
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
purchase order #2 you simply link the purchase order to the invoice.</para>\r
\r
<procedure>\r
<step>\r
<para>Open a purchase order.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Link Invoice</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/purchaseorder-link-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/purchaseorder-link-invoice-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Enter the code for the provider. This field will auto-complete.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/purchaseorder-link-invoice-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Link</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/purchaseorder-link-invoice-4.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
</step>\r
</procedure>\r
\r
</simplesect>\r
\r
<simplesect xml:id="link-multiple-lineitem-invoice">\r
<title>Link Multiple Line Items to an Existing Invoice</title>\r
\r
<para>Use the <guilabel>Link to Invoice for Selected Lineitems</guilabel> menu option to link multiple line items to an invoice that already exists in Evergreen.</para>\r
\r
<para>For example, an invoice may be made up of items from multiple purchase orders.  In this circumstance, you can create an invoice for the selected line items\r
 from your first purchase order and then link the line items from other purchase orders onto your invoice.</para>\r
\r
<procedure>\r
<step>\r
<para>Open a purchase order.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Check the boxes beside the line items you would like to link to your invoice.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/link-invoice-multiple-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Using the main <guilabel>Actions</guilabel> menu, select \r
<menuchoice><guimenu>Actions</guimenu><guimenuitem>Link Selected Line Items to Invoice</guimenuitem></menuchoice>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/link-invoice-multiple-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
<para>Enter the code for the provider. This field will auto-complete.</para>\r
<informalfigure>\r
<para>Click <guibutton>Link</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/link-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
<note><para>The <guilabel>Invoice #</guilabel> and <guilabel>Provider</guilabel> fields are sticky.  The information entered in those fields will persist as you \r
move between purchase orders until you change the information.</para></note>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>The invoice will open in the same tab with the selected line items attached.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/link-invoice-multiple-5.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
   <step><para>Click <guilabel>Save.</guilabel></para></step>\r
\r
</procedure>\r
\r
\r
</simplesect>\r
\r
<simplesect xml:id="link-search-lineitem">\r
<title>Search for Line Items from an Invoice</title>\r
\r
         <para><emphasis role="bold">Adapted with permission from original material by the <link\r
                  xlink:title="http://www.esilibrary.com/esi/docs/?p=1405"\r
                  xlink:href="http://www.esilibrary.com/esi/docs/?p=1405">Evergreen\r
                  Community</link></emphasis></para>\r
  \r
\r
<para>You can use the new <guilabel>Search</guilabel> tab to search for and add line items to an invoice from within the invoice.</para>\r
\r
<procedure>\r
\r
<step>\r
<para>Open an invoice or <link linkend="create-blanket-invoice">create an invoice</link>.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click the <guibutton>Search</guibutton> tab.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/search-invoice-lineitem-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Select your search criteria from the drop down menu.</para>\r
<para>See <link linkend="lineitem-search">Searching for Line Items</link> for general searching tips.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/search-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para> The <guilabel>Limit to Invoiceable Items</guilabel> check box is checked by default.</para>\r
<para>Invoiceable items are those that are on order, have not been cancelled, and have not yet been invoiced.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/search-invoice-lineitem-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>The <guilabel>Sort by title</guilabel> check box is optional.</para>\r
<para>By default, results are listed by line number.  This check box sorts the results by ascending title.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/search-invoice-lineitem-4.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guilabel>Search</guilabel> or press <guibutton>Enter</guibutton> on your keyboard.</para>\r
<note><para><guibutton>Search</guibutton> will start a new search while <guibutton>Enter</guibutton> will build on your current search.</para>\r
<para>For example, choose LIA-ISBN as your search field, type in the ISBN of your first book and press <guibutton>Enter</guibutton>.  The line item will appear in the \r
results list.  Then, type your next ISBN into the search box and press <guibutton>Enter</guibutton>.  Both line items will now appear in the results list.  Continue\r
building your list.</para></note>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/search-invoice-lineitem-5.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Use the <guilabel>Next</guilabel> and <guilabel>Back</guilabel> links to navigate through the results.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/search-invoice-lineitem-6.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Select the line items you would like to add to the invoice and click <guibutton>Add Selected Items to Invoice</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/search-invoice-lineitem-7.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>The selected line items are highlighted, and the invoice summary at the top of the screen updates.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click the <guilabel>Invoice</guilabel> tab to see the updated invoice.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/search-invoice-lineitem-8.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
</procedure>\r
\r
</simplesect>\r
\r
</section>\r
\r
   <section xml:id="invoice-blanket-order">\r
      <title>Invoice and Receive Blanket Orders</title>\r
      <para>Blanket orders allow staff to invoice an encumbered amount multiple times, paying off the charge over a period of time.</para>\r
      <para>The following instructions are for <guilabel>Invoicing and Receiving</guilabel> Blanket Order items.</para> \r
      <para>You must <link linkend="create-blanket-order">Create a Blanket Purchase Order</link>\r
         before you create an invoice for Blanket order items. </para>\r
         \r
<note><para>Invoices for <guilabel>Blanket Order</guilabel> items must be created from the\r
               <guilabel>Purchase Order Interface</guilabel></para></note>\r
      \r
      <procedure>\r
         <step>\r
            <informalfigure>\r
               <para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Purchase Orders</guimenuitem></menuchoice>.</para>\r
               <para><mediaobject>\r
                  <alt>screenshot of purchase order</alt>\r
                  \r
                  <imageobject>\r
                     <imagedata fileref="media/purchase-search-1.png" scalefit="0"></imagedata>\r
                  </imageobject>\r
               </mediaobject></para>\r
            </informalfigure>\r
         </step>\r
         <step>\r
            <informalfigure>\r
               <para>By default the search interface is set to search for on-order purchase orders created by your ordering agency.</para>\r
               <para>If this is the search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
               <para><mediaobject>\r
                  <alt>screenshot of the Purchase Order Search</alt>\r
                  \r
                  <imageobject>\r
                     <imagedata fileref="media/invoice-blanketorder-posearch.png" width="100%" scalefit="1"></imagedata>\r
                  </imageobject>\r
               </mediaobject></para>\r
            </informalfigure>\r
         </step>\r
         <step>\r
            <informalfigure>\r
               <para>Click the hyperlinked Purchase Order <guilabel>Name</guilabel> to open the Blanket Order.</para>\r
               <para><mediaobject>\r
                  <alt>screenshot of purchase order</alt>\r
                  \r
                  <imageobject>\r
                     <imagedata fileref="media/invoice-blanketorder-posearch-1.png" width="100%" scalefit="1"></imagedata>\r
                  </imageobject>\r
               </mediaobject></para>\r
            </informalfigure>\r
         </step> \r
         <step>\r
            <informalfigure>\r
               <para>Click <guilabel>Create Invoice.</guilabel></para>\r
               <para><mediaobject>\r
                  <alt>screenshot of purchase order</alt>\r
                  \r
                  <imageobject>\r
                     <imagedata fileref="media/invoice-blanketorder-create.png" width="100%" scalefit="1"></imagedata>\r
                  </imageobject>\r
               </mediaobject></para>\r
            </informalfigure>\r
         </step>   \r
         <step>\r
            <informalfigure>\r
               <para>Fill in the top section of the invoice. See <link linkend="invoice-details"> Invoice Details</link> for guidelines.</para>\r
               <para><mediaobject>\r
                  <alt>screenshot of invoice</alt>\r
                  <imageobject>\r
                     <imagedata fileref="media/invoice-blanketorder-details.png" scalefit="0"></imagedata>\r
                  </imageobject>\r
               </mediaobject></para>\r
            </informalfigure>\r
         </step>   \r
         <step>\r
            <informalfigure>\r
               <para>Enter the amount billed into the <guilabel>Billed</guilabel> field. The <guilabel>Paid</guilabel> field will auto-fill to match.</para>\r
               <itemizedlist>\r
                  <listitem>\r
                     <para>The <guilabel>Fund</guilabel> will have auto-populated with the <guilabel>Fund</guilabel> used on the <guilabel>Purchase Order.</guilabel></para>\r
                  </listitem>\r
               </itemizedlist>\r
               <para><mediaobject>\r
                  <alt>screenshot of invoice</alt>\r
                  <imageobject>\r
                     <imagedata fileref="media/invoice-blanketorder-billed.png" width="100%" scalefit="1"></imagedata>\r
                  </imageobject>\r
               </mediaobject></para>\r
            </informalfigure>\r
         </step>   \r
         <step>\r
               <para>Enter an optional <guilabel>Title / Description</guilabel>.</para> \r
         </step>   \r
         <step><informalfigure>\r
            <para>Click <guilabel>Save</guilabel> to save the changes you have made.</para>\r
         <para><mediaobject>\r
            <alt>screenshot of invoice</alt>\r
            <imageobject>\r
               <imagedata fileref="media/invoice-blanketorder-saved.png" width="100%" scalefit="1"></imagedata>\r
            </imageobject>\r
         </mediaobject></para>\r
         </informalfigure>\r
         </step>\r
         <step><para>Click <guilabel>Close</guilabel> to close the invoice. Funds will change from encumbered to spent.</para></step>\r
      </procedure>\r
<note><para>Blanket Order items do not need to be <guilabel>Marked as Received</guilabel> as these charges\r
            are not linked to Acquisitions line items.</para></note>         \r
         \r
     \r
      <simplesect xml:id="complete-blanket-order-invoice">\r
         <title>Finalize Blanket Order</title>\r
         <para>When the final shipment arrives, <link linkend="invoice-blanket-order">Create an invoice</link>. Select the\r
               <guilabel>Final Invoice for Blanket Order</guilabel> checkbox to mark the Blanket\r
            Purchase Order as <guilabel>Received</guilabel> and drop any remaining encumbrances to $0.00.</para>\r
         \r
         <procedure>\r
            <step><para><link linkend="invoice-blanket-order">Create an invoice from the Blanket Order PO</link></para></step>\r
            <step><para><link linkend="invoice-details">Complete the Invoice Details</link></para></step>\r
            <step>\r
               <informalfigure>\r
                  <para>Check the<guilabel>Final Invoice for Blanket Order</guilabel> checkbox.</para>\r
                  <para><mediaobject>\r
                     <alt>screenshot of invoice</alt>\r
                     \r
                     <imageobject>\r
                        <imagedata fileref="media/invoice-blanketorder-finalized.png" width="100%" scalefit="1"></imagedata>\r
                     </imageobject>\r
                  </mediaobject></para>\r
               </informalfigure>\r
            </step>\r
            <step> <para>Enter the amount billed into the <guilabel>Billed</guilabel> field. The <guilabel>Paid</guilabel> field will auto-fill to match.</para></step>\r
              <step><para>Click <guilabel>Save</guilabel> to save the changes you have made.</para></step>\r
            <step>\r
               <informalfigure>\r
                  <para>Click <guilabel>Close</guilabel> to close the invoice. The Purchase Order will be marked as received and any remaining encumbrances set to $0.00.</para>\r
                  <para><mediaobject>\r
                     <alt>screenshot of invoice</alt>\r
                     \r
                     <imageobject>\r
                        <imagedata fileref="media/invoice-blanketorder-poreceived.png" width="100%" scalefit="1"></imagedata>\r
                     </imageobject>\r
                  </mediaobject></para>\r
               </informalfigure>\r
            </step>\r
           \r
         \r
         </procedure>\r
      </simplesect>\r
   </section>\r
\r
   <section xml:id="charges-invoice">\r
<title>Invoice Charges</title>\r
\r
<para>You can add additional charges to any invoice.  Possible charges include taxes and shipping fees as well as charges for items that \r
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
for a list of the charge types available.</para>\r
\r
<para>Some charge types, such as taxes, are proratable.  This means when <guilabel>Prorate</guilabel> is clicked the system divides the amount being charged \r
proportionally among the funds in use on the invoice based on how much is being spent out of each fund.</para>\r
\r
<para><link linkend="add-charges-invoice">Add Charges to an Invoice</link></para>\r
<para><link linkend="delete-charges-invoice">Delete Charges from an Invoice</link></para>\r
\r
<simplesect xml:id="add-charges-invoice">\r
      <title>Add Charges to an Invoice</title>\r
      \r
<procedure>\r
<step>\r
<para>Open an invoice.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click the <guilabel>Add Charge...</guilabel> link.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Choose the charge you would like to apply from the <guilabel>Charge Type</guilabel> drop down menu.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Using the drop down menu, choose the fund from which payment for the charge will come.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
<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
 funds to apply the charges to based on the contents of the invoice.</para></note>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>There are two options for saving an invoice:</para>  \r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
\r
</step>\r
   \r
   <step>\r
      <informalfigure>\r
         <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
            items and invoice charges have been added the invoice must be closed. </para>\r
         <para><mediaobject>\r
            <alt>screenshot of invoicing</alt>\r
            \r
            <imageobject>\r
               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
            </imageobject>\r
         </mediaobject></para>\r
      </informalfigure>\r
   </step>\r
\r
</procedure>\r
   <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
\r
</simplesect>\r
\r
<simplesect xml:id="delete-charges-invoice">\r
<title>Delete Charges from an Invoice</title>\r
<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
See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para>\r
\r
<procedure>\r
\r
<step>\r
<para>Open an invoice.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click the <guilabel>Delete</guilabel> link adjacent to the charge line.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/delete-charge-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Confirm that you wish to delete the charge by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/delete-charge-invoice-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>The charge is deleted and removed from the invoice.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/delete-charge-invoice-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>There are two options for saving an invoice:</para>  \r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
</step>\r
   <step>\r
      <informalfigure>\r
         <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
            items and invoice charges have been added the invoice must be closed. </para>\r
         <para><mediaobject>\r
            <alt>screenshot of invoicing</alt>\r
            \r
            <imageobject>\r
               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
            </imageobject>\r
         </mediaobject></para>\r
      </informalfigure>\r
   </step>\r
</procedure>\r
<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
\r
\r
\r
\r
</simplesect>\r
\r
</section>   \r
    \r
   <section xml:id="add-copies-invoice">\r
      <title>Add Additional Copies to an Invoice</title>\r
      <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
<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
\r
<procedure>\r
<step>\r
<para>Open an invoice.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/add-copies-invoice-5.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>The <guilabel>Extra Items</guilabel> pop up will appear to confirm the number of copies you are adding.</para>\r
<para>Select a fund from the drop down menu to apply to the new copies.</para>\r
<informalfigure>\r
<para>Click <guibutton>Add New Items</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/add-copies-invoice-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Save</guibutton> to allow the changes to take effect.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>The <guilabel>Title Details</guilabel> for the line item will update to reflect the additional copies. The additional copies are automatically received\r
in the system.  Proceed with paying the invoice.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/add-copies-invoice-6.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
<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
 section.</para></note>\r
</step>\r
\r
</procedure>\r
\r
</section> \r
   <section xml:id="detach-lineitem-invoice">\r
      <title>Detach Line Items from an Invoice</title>\r
      \r
<procedure>\r
<step>\r
<para>Open an invoice.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click the <guilabel>Detach</guilabel> link adjacent to the line item you wish to remove.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/detach-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Confirm that you wish to detach the line item by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/detach-lineitem-invoice-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>If your invoice is complete and contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Save the invoice. There are two options for saving an invoice:</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
  \r
\r
<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
</step>\r
   <step>\r
      <informalfigure>\r
         <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
            items and invoice charges have been added the invoice must be closed. </para>\r
         <para><mediaobject>\r
            <alt>screenshot of invoicing</alt>\r
            \r
            <imageobject>\r
               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
            </imageobject>\r
         </mediaobject></para>\r
      </informalfigure>\r
   </step>\r
\r
</procedure>\r
      <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
<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
\r
</section> \r
\r
\r
   <section xml:id="view-invoice">\r
      <title>View an Invoice</title>\r
      <para>You can view an invoice in one of three ways:</para>\r
<itemizedlist>\r
<listitem>\r
<para><link linkend="view-invoice-search">View Invoices through a Search</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="view-invoice-purchase-order">View Invoices on a Purchase Order</link></para>\r
</listitem>\r
<listitem>\r
<para><link linkend="view-invoice-lineitem">View Invoices Attached to a Line Item</link></para>\r
</listitem>\r
</itemizedlist>\r
\r
<simplesect xml:id="view-invoice-search">\r
<title>View Invoices through a Search</title>\r
\r
<para><link linkend="invoice-search-tips">Search Tips</link></para>\r
<para>The default invoice search allows you to quickly generate a list of open invoices.</para>  \r
<para>This search can also easily be modified to search for invoices using other parameters.</para>\r
\r
<procedure>\r
<step>\r
<informalfigure>\r
<para>To access the searching interface, select\r
<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
<para><mediaobject>\r
<alt>screenshot of the Invoice Search</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>By default the search interface is set to search for open invoices created by your ordering agency.</para>\r
<para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of the Invoice Search</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
<simplesect xml:id="view-invoice-purchase-order">\r
<title>View Invoices on a Purchase Order</title>\r
\r
<procedure>\r
<step>\r
<para>Open a purchase order.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>View Invoices</guibutton>. The number in parentheses indicates the number of invoices attached to the purchase order.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/view-link-po-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/view-link-po-invoice-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
<simplesect xml:id="view-invoice-lineitem">\r
<title>View Invoices Attached to a Line Item</title>\r
\r
<procedure>\r
<step>\r
<para>Open a purchase order.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
<menuchoice><guimenu>Actions</guimenu><guimenuitem>View Invoice(s)</guimenuitem></menuchoice> to view any invoices that are attached to the line item.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/view-link-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
<para><emphasis role="bold">OR</emphasis></para>\r
\r
<informalfigure>\r
<para>Click <guilabel>view invoice(s)</guilabel> on the Line Item.</para>\r
\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/view-link-lineitem-invoice-1b.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/view-invoice-6.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
</procedure>\r
</simplesect>\r
\r
</section> \r
   <section xml:id="print-invoice">\r
      <title>Printing Invoices</title>\r
      <para>Invoices can be printed individually or as a batch from the search grid.</para>\r
\r
<procedure>\r
<step>\r
<informalfigure>\r
<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/view-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>This opens the Acquisitions Search screen.  Use this search to retrieve the invoices you would like to print.  For more information see \r
<link linkend="view-invoice-search">View Invoices through a Search</link>.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Check the boxes adjacent to the invoices you would like to print.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/print-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
<tip><para>You can select only one invoice if you only want to print a specific invoice.</para></tip>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Print Selected Invoices</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/print-invoice-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Select your printer and click <guibutton>OK</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/print-invoice-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
</procedure>\r
\r
</section> \r
   <section xml:id="pay-invoice">\r
      <title>Close an Invoice</title>\r
<para>Invoices must be paid and closed in Evergreen for funds to move from encumbered to spent. </para>\r
     \r
<procedure>\r
<step>\r
<para>Open or create an invoice.</para>\r
</step>\r
   \r
   <step>\r
      <informalfigure>\r
         <para>Ensure information is entered into all of the required fields.</para>\r
         <para>\r
            <mediaobject>\r
               <alt>screenshot of invoicing</alt>\r
               <imageobject>\r
                  <imagedata fileref="media/complete-invoice.png" width="100%" scalefit="1"/>\r
               </imageobject>\r
            </mediaobject>\r
         </para>\r
      </informalfigure>\r
      <para>Required fields are:</para>\r
      <itemizedlist>\r
         <listitem>\r
            <para>Vendor Invoice ID</para>\r
         </listitem>\r
         <listitem>\r
            <para>Provider</para>\r
         </listitem>\r
         <listitem>\r
            <para>Payment Method</para>\r
         </listitem>\r
         <listitem>\r
            <para>Invoice Date</para>\r
         </listitem>\r
         <listitem>\r
            <para>Shipper</para>\r
         </listitem>\r
         <listitem>\r
            <para>Receiver</para>\r
         </listitem>\r
         <listitem>\r
            <para># Invoiced/# Paid</para>\r
         </listitem>\r
         <listitem>\r
            <para>Billed</para>\r
         </listitem>\r
         <listitem>\r
            <para>Paid</para>\r
         </listitem>\r
      </itemizedlist>\r
      <para>The totals at the bottom of the invoice will calculate based on the information\r
         entered.</para>\r
      <note>\r
         <para>These totals must match or the invoice will not close.</para>\r
      </note>\r
   </step>\r
\r
<step>\r
<informalfigure>\r
<para>In the <guilabel>Billed</guilabel> column, enter the amount paid for each line item.  The <guilabel>Paid</guilabel> column will auto-fill to match.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/complete-invoice-billed.png" width="100%" scalefit="1"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>If your invoice contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
<para>This prorates the charges, such as taxes, across funds if multiple funds are used to pay the invoice.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/prorate-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Save the invoice. There are two options for saving an invoice:</para>  \r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
\r
</step>\r
   <step>\r
      <informalfigure>\r
         <para>Click <guibutton>Close</guibutton> to close the invoice. Once all the line\r
            items and invoice charges have been added the invoice must be closed. </para>\r
         <para><mediaobject>\r
            <alt>screenshot of invoicing</alt>\r
            \r
            <imageobject>\r
               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
            </imageobject>\r
         </mediaobject></para>\r
      </informalfigure>\r
   </step>\r
</procedure>\r
      \r
      <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
      <note><informalfigure><para>A <emphasis role="red">"Paid"</emphasis> label appears along the bottom of each line item in the PO display when every non-cancelled copy on the line item has been invoiced.</para>\r
      <para><mediaobject><alt>Screenshot of line item</alt>\r
      <imageobject><imagedata fileref="media/invoice-lineitem-paid.png" width="100%" scalefit="1"></imagedata></imageobject></mediaobject></para></informalfigure></note>\r
      \r
</section> \r
   <section xml:id="reopen-invoice">\r
      <title>Re-open an Invoice</title>\r
      <para>Completed invoices can be re-opened at anytime by users with appropriate permissions.</para>\r
\r
<procedure>\r
<step>\r
<para>Bring up the completed invoice you wish to re-open.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>At the bottom of the invoice click <guibutton>Reopen Invoice</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/reopen-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>The invoice is now open and can be edited.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
   <step>\r
      <informalfigure>\r
         <para>Click <guibutton>Close</guibutton> to close the invoice once finished.</para>\r
         <para><mediaobject>\r
            <alt>screenshot of invoicing</alt>\r
            \r
            <imageobject>\r
               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
            </imageobject>\r
         </mediaobject></para>\r
      </informalfigure>\r
   </step>\r
</procedure>\r
\r
</section> \r
</chapter>\r