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

<?xml version='1.0' encoding='UTF-8'?>
<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"
   xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-invoices">
   <info>
      <title>Invoices</title>
      <legalnotice>
         <para><emphasis role="bold">Adapted with permission from original material by the <link
                  xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"
                  xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen
                  Community</link></emphasis></para>
      </legalnotice>
      
     
      <abstract>
         <para>You can create invoices for purchase orders, individual line items, and blanket purchases. You can also 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 in and the invoice is saved.</para>
<para>If desired, you can create an invoice for items before you receive them. You are also able to re-open closed invoices and print all invoices.</para>
<para>All invoicing in 2.0 is manual.</para>
</abstract>
      

   </info>

<section xml:id="invoices-placeholder">
</section>

<section xml:id="creating-invoices">
<title>Creating Invoices</title>

<para><link linkend="create-blanket-invoice">Create a Blanket Invoice</link></para>
<para><link linkend="create-invoice-purchase-order">Create an Invoice for a Purchase Order</link></para>
<para><link linkend="create-invoice-line-item">Create an Invoice for a Line Item</link></para>


   <simplesect xml:id="create-blanket-invoice">
      <title>Create a Blanket Invoice</title>
      <para>You can create a blanket invoice for purchases for which no purchase order exists.</para>

<procedure>
<step>
<informalfigure>
<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Invoice</guimenuitem></menuchoice>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Fill in the top section of the invoice.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<itemizedlist>
<listitem>
<informalfigure>
<para>Enter the <guilabel>Vendor Invoice ID</guilabel>. This number may be listed on the paper invoice sent by your provider.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>Choose a <guilabel>Receive Method</guilabel> from the drop down menu.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
<note><para>Only paper invoicing is available in the 2.0 release. Electronic invoicing through EDI may be available in future releases.</para></note>
</listitem>

<listitem>
<informalfigure>
<para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para>
<para>In the <guilabel>Shipper</guilabel> field, enter the code for your shipper.  You shipper is usually the same as your provider.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>If you desire, enter a note in the <guilabel>Note</guilabel> field.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>From the <guilabel>Payment Method</guilabel> drop down menu, select a payment method.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<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 
new date using the calendar widget.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>The <guilabel>Invoice Type</guilabel> field does not appear to have a purpose at present.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>If your library requires it, enter a <guilabel>Payment Authorization</guilabel>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<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 
down menu.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>
</itemizedlist>
</step>

<step>
<informalfigure>
<para>Click the <guilabel>Add Charge...</guilabel> link.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Choose your charge from the <guilabel>Charge Type</guilabel> drop down menu.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Using the drop down menu, choose a fund from which payment for the charge will come.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>There are three options for saving an invoice:</para>  
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>
<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 
pay the invoice.</para>
<para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para>
</step>


</procedure>

</simplesect>

<simplesect xml:id="create-invoice-purchase-order">
<title>Create an Invoice for a Purchase Order</title>
<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>

<itemizedlist> 
<listitem>
<para>Vendor Invoice ID</para>
</listitem>
<listitem>
<para>Provider</para>
</listitem>
<listitem>
<para>Shipper</para>
</listitem>
<listitem>
<para>Payment Method</para>
</listitem>
<listitem>
<para># Invoiced</para>
</listitem>
<listitem>
<para># Paid</para>
</listitem>
</itemizedlist>

<para></para>

<procedure>
<step>
<para>Open the purchase order.</para>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Create Invoice</guibutton>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/purchaseorder-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<para>A new invoice will open in the same tab.</para>
</step>

<step>
<informalfigure>
<para>Fill in the top section of the invoice.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<itemizedlist>
<listitem>
<informalfigure>
<para>Enter the <guilabel>Vendor Invoice ID</guilabel>. This number may be listed on the paper invoice sent by your provider.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>Choose a <guilabel>Receive Method</guilabel> from the drop down menu.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
<note><para>Only paper invoicing is available in the 2.0 release. Electronic invoicing through EDI may be available in future releases.</para></note>
</listitem>

<listitem>
<informalfigure>
<para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para>
<para>In the <guilabel>Shipper</guilabel> field, enter the code for your shipper.  You shipper is usually the same as your provider.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>If you desire, enter a note in the <guilabel>Note</guilabel> field.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>From the <guilabel>Payment Method</guilabel> drop down menu, select a payment method.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<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 
new date using the calendar widget.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>The <guilabel>Invoice Type</guilabel> field does not appear to have a purpose at present.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>If your library requires it, enter a <guilabel>Payment Authorization</guilabel>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<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 
down menu.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>
</itemizedlist>
</step>

<step>
<informalfigure>
<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list your line items along with information pertaining to that line item.</para>  
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<para>This information includes:</para>

<itemizedlist>
<listitem>
<para>Title</para>
</listitem>
<listitem>
<para>Author</para>
</listitem>
<listitem>
<para>ISBN</para>
</listitem>
<listitem>
<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>
</listitem>
<listitem>
<para>summary of amounts estimated, encumbered, and paid</para>
</listitem>
<listitem>
<para>line item ID number</para>
</listitem>
<listitem>
<para>link to the Selection List (if used)</para>
</listitem>
<listitem>
<para>link to the Purchase Order</para>
</listitem>
</itemizedlist>
</step>

<step>
<informalfigure>
<para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field will have automatically filled.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<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>
</step>

<step>
<para>For information on other invoice options and features see the other sections in this chapter.</para>
</step>

<step>
<informalfigure>
<para>There are three options for saving an invoice:</para>  
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>
<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 
pay the invoice.</para>
<para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para>
</step>
</procedure>

</simplesect>


   <simplesect xml:id="create-invoice-line-item">
      <title>Create an Invoice for a Line Item</title>

<para>You can create an invoice for specific line items on a purchase order. The fields that are required to save the invoice are:</para>

<itemizedlist> 
<listitem>
<para>Vendor Invoice ID</para>
</listitem>
<listitem>
<para>Provider</para>
</listitem>
<listitem>
<para>Shipper</para>
</listitem>
<listitem>
<para>Payment Method</para>
</listitem>
<listitem>
<para># Invoiced</para>
</listitem>
<listitem>
<para># Paid</para>
</listitem>
</itemizedlist>

<para></para>
    
<procedure>
<step>
<para>Open the purchase order.</para>
</step>

<step>
<informalfigure>
<para>Using the <guilabel>Actions</guilabel> menu on the line item, select 
<menuchoice><guimenu>Actions</guimenu><guimenuitem>New Invoice</guimenuitem></menuchoice>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/lineitem-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<para>A new invoice will open in the same tab.</para>
</step>

<step>
<informalfigure>
<para>Fill in the top section of the invoice.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<itemizedlist>
<listitem>
<informalfigure>
<para>Enter the <guilabel>Vendor Invoice ID</guilabel>. This number may be listed on the paper invoice sent by your provider.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>Choose a <guilabel>Receive Method</guilabel> from the drop down menu.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
<note><para>Only paper invoicing is available in the 2.0 release. Electronic invoicing through EDI may be available in future releases.</para></note>
</listitem>

<listitem>
<informalfigure>
<para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para>
<para>In the <guilabel>Shipper</guilabel> field, enter the code for your shipper.  You shipper is usually the same as your provider.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>If you desire, enter a note in the <guilabel>Note</guilabel> field.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>From the <guilabel>Payment Method</guilabel> drop down menu, select a payment method.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<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 
new date using the calendar widget.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>The <guilabel>Invoice Type</guilabel> field does not appear to have a purpose at present.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<para>If your library requires it, enter a <guilabel>Payment Authorization</guilabel>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>

<listitem>
<informalfigure>
<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 
down menu.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</listitem>
</itemizedlist>
</step>

<step>
<informalfigure>
<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list your line item along with information pertaining to that line item.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<para>This information includes:</para>

<itemizedlist>
<listitem>
<para>Title</para>
</listitem>
<listitem>
<para>Author</para>
</listitem>
<listitem>
<para>ISBN</para>
</listitem>
<listitem>
<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>
</listitem>
<listitem>
<para>summary of amounts estimated, encumbered, and paid</para>
</listitem>
<listitem>
<para>line item ID number</para>
</listitem>
<listitem>
<para>link to the Selection List (if used)</para>
</listitem>
<listitem>
<para>link to the Purchase Order</para>
</listitem>
</itemizedlist>
</step>

<step>
<informalfigure>
<para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field automatically fills.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<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>
</step>

<step>
<para>For information on other invoice options and features see the other sections in this chapter.</para>
</step>

<step>
<informalfigure>
<para>There are three options for saving an invoice:</para>  
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>
<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 
pay the invoice.</para>
<para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para>
</step>

</procedure>
</simplesect>

</section>


   <section xml:id="link-invoice-purchase-order">
      <title>Link a Purchase Order to an Existing Invoice</title>
      <para>You can use the <guibutton>Link Invoice</guibutton> button to link a purchase order to an existing invoice.</para>
<para>For example, an invoice is received for a shipment with items on 
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 
purchase order #2 you simply link the purchase order to the invoice.</para>

<procedure>
<step>
<para>Open a purchase order.</para>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Link Invoice</guibutton>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/purchaseorder-link-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>In the drop down that appears, enter the invoice number of the invoice you would like to link the purchase order to.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/purchaseorder-link-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Enter the code for the provider. This field will auto-complete.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/purchaseorder-link-invoice-3.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Link</guibutton>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/purchaseorder-link-invoice-4.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<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>
</step>
</procedure>

</section>


   <section xml:id="link-lineitem-invoice">
      <title>Link a Line Item to an Existing Invoice</title>
     <para>Use the <guilabel>Link to Invoice</guilabel> menu option to link a line item to an invoice that already exists in Evergreen.</para>
<para>For example, items from on a purchase order may arrive in multiple batches on different invoices.  In this circumstance, you can create an invoice for your
first item and then link the line items from other purchase orders onto that invoice.</para> 

<procedure>
<step>
<para>Open your purchase order.</para>
</step>

<step>
<informalfigure>
<para>Using the <guilabel>Actions</guilabel> menu on the line item, select 
<menuchoice><guimenu>Actions</guimenu><guimenuitem>Link to Invoice</guimenuitem></menuchoice>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/link-invoice-lineitem-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>In the pop up box that appears, enter the invoice number of the invoice you would like to link the item to.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/link-invoice-lineitem-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Enter the code for the provider. This field will auto-complete.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/link-invoice-lineitem-3.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Link</guibutton>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/link-invoice-lineitem-4.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>The invoice will open in the same tab and the line item will added to the invoice.</para>
<para><mediaobject>
<alt>screenshot of link invoice</alt>

<imageobject>
<imagedata fileref="media/link-invoice-lineitem-5.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>
</procedure>

</section>


   <section xml:id="charges-invoice">
<title>Invoice Charges</title>

<para>You can add multiple additional charges, such as shipping charges and taxes, to any invoice.  Charges can also be added for items that are purchased without 
a purchase order, such as a bulk book buy at a local bookstore.</para>
<para><link linkend="add-charges-invoice">Add Charges to an Invoice</link></para>
<para><link linkend="delete-charges-invoice">Delete Charges from an Invoice</link></para>

<simplesect xml:id="add-charges-invoice">
      <title>Add Charges to an Invoice</title>
      
<procedure>
<step>
<para>Open an invoice.</para>
</step>

<step>
<informalfigure>
<para>Click the <guilabel>Add Charge...</guilabel> link.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Choose your charge from the <guilabel>Charge Type</guilabel> drop down menu.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Using the drop down menu, choose a fund from which payment for the charge will come.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>There are three options for saving an invoice:</para>  
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>
<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 
pay the invoice.</para>
<para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para>
</step>

</procedure>


</simplesect>

<simplesect xml:id="delete-charges-invoice">
<title>Delete Charges from an Invoice</title>

<procedure>

<step>
<para>Open the invoice.</para>
</step>

<step>
<informalfigure>
<para>Click the <guilabel>Delete</guilabel> link adjacent to the charge line.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/delete-charge-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Confirm that you wish to delete the charge by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/delete-charge-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>The charge is deleted and removed from the invoice.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/delete-charge-invoice-3.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>
</procedure>

</simplesect>

</section>   
    
   <section xml:id="add-copies-invoice">
      <title>Add Additional Copies to an Invoice</title>
      <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>
<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>

<procedure>
<step>
<para>Open an invoice.</para>
</step>

<step>
<informalfigure>
<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>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/add-copies-invoice-5.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>The <guilabel>Extra Items</guilabel> pop up will appear to confirm the number of copies you are adding.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/add-copies-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Select a fund from the drop down menu to apply to the new copies.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/add-copies-invoice-3.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Add New Items</guibutton>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/add-copies-invoice-4.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Save</guibutton> to allow the changes to take effect.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>The <guilabel>Title Details</guilabel> for the line item will update to reflect the additional copies. The additional copies are automatically received
in the system.  Proceed with paying the invoice.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/add-copies-invoice-6.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
<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>
 section.</para></note>
</step>

</procedure>

</section> 
   <section xml:id="detach-lineitem-invoice">
      <title>Detach Line Items from an Invoice</title>
      
<procedure>
<step>
<para>Open an invoice.</para>
</step>

<step>
<informalfigure>
<para>Click the <guilabel>Detach</guilabel> link adjacent to the line item you wish to remove.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/detach-lineitem-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
<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>
</step>

<step>
<informalfigure>
<para>Confirm that you wish to detach the line item by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/detach-lineitem-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Save the invoice. There are three options for saving an invoice:</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
  
<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>
<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 
pay the invoice.</para>
<para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para>
</step>

</procedure>
</section> 

   <section xml:id="view-invoice">
      <title>View an Invoice</title>
      <para>You can view an invoice in one of three ways:</para>
<itemizedlist>
<listitem>
<para><link linkend="view-invoice-search">View Invoices through a Search</link></para>
</listitem>
<listitem>
<para><link linkend="view-invoice-purchase-order">View Invoices on a Purchase Order</link></para>
</listitem>
<listitem>
<para><link linkend="view-invoice-lineitem">View Invoices Attached to a Line Item</link></para>
</listitem>
</itemizedlist>

<simplesect xml:id="view-invoice-search">
<title>View Invoices through a Search</title>

<para><link linkend="invoice-search-tips">Search Tips</link></para>
<para>The default invoice search allows you to quickly generate a list of open invoices.</para>  
<para>This search can also easily be modified to search for invoices using other parameters.</para>

<procedure>
<step>
<informalfigure>
<para>To access the searching interface, select
<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>
<para><mediaobject>
<alt>screenshot of the Invoice Search</alt>

<imageobject>
<imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>By default the search interface is set to search for open invoices created by your ordering agency.</para>
<para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para>
<para><mediaobject>
<alt>screenshot of the Invoice Search</alt>

<imageobject>
<imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>
</procedure>
</simplesect>

<simplesect xml:id="view-invoice-purchase-order">
<title>View Invoices on a Purchase Order</title>

<procedure>
<step>
<para>Open a purchase order.</para>
</step>

<step>
<informalfigure>
<para>Click <guibutton>View Invoices</guibutton>. The number in parentheses indicates the number of invoices attached to the purchase order.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/view-link-po-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/view-link-po-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>
</procedure>
</simplesect>

<simplesect xml:id="view-invoice-lineitem">
<title>View Invoices Attached to a Line Item</title>

<procedure>
<step>
<para>Open your purchase order.</para>
</step>

<step>
<informalfigure>
<para>Using the <guilabel>Actions</guilabel> menu on the line item, select 
<menuchoice><guimenu>Actions</guimenu><guimenuitem>View Invoice(s)</guimenuitem></menuchoice> to view any invoices that are attached to the line item.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/view-link-lineitem-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/view-invoice-6.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>
</procedure>
</simplesect>

</section> 
   <section xml:id="print-invoice">
      <title>Printing Invoices</title>
      <para>Invoices can be printed individually or as a batch from the search grid.</para>

<procedure>
<step>
<informalfigure>
<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/view-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<para>This opens the Acquisitions Search screen.  Use this search to retrieve the invoices you would like to print.  For more information see 
<link linkend="view-invoice-search">View Invoices through a Search</link>.</para>
</step>

<step>
<informalfigure>
<para>Check the boxes adjacent to the invoices you would like to print.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/print-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
<tip><para>You can select only one invoice if you only want to print a specific invoice.</para></tip>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Print Selected Invoices</guibutton>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/print-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Select your printer and click <guibutton>OK</guibutton>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/print-invoice-3.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

</procedure>

</section> 
   <section xml:id="pay-invoice">
      <title>Pay an Invoice</title>
<para>Invoices must be paid in Evergreen for funds to move from encumbered to spent.</para>
     
<procedure>
<step>
<para>Open or create an invoice.</para>
</step>

<step>
<informalfigure>
<para>In the <guilabel>Paid</guilabel> column, enter the amount paid for each line item.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/pay-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Save the invoice. There are three options for saving an invoice:</para>  
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>

<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>
<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 
pay the invoice.</para>
<para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para>
</step>
</procedure>

</section> 
   <section xml:id="complete-invoice">
      <title>Complete an Invoice</title>
      <para>An invoice is completed when all required fields are filled in and the invoice is closed.</para>

<procedure>
<step>
<para>Open an invoice.</para>
</step>

<step>
<informalfigure>
<para>Ensure information is entered in all required fields.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
<para>Required fields are:</para>

<itemizedlist>
<listitem>
<para>Vendor Invoice ID</para>
</listitem>
<listitem>
<para>Provider</para>
</listitem>
<listitem>
<para>Payment Method</para>
</listitem>
<listitem>
<para>Invoice Date</para>
</listitem>
<listitem>
<para>Shipper</para>
</listitem>
<listitem>
<para>Receiver</para>
</listitem>
<listitem>
<para># Invoiced/# Paid</para>
</listitem>
<listitem>
<para>Billed</para>
</listitem>
<listitem>
<para>Paid</para>
</listitem>
</itemizedlist>

<para>The totals at the bottom of the invoice will calculate based on the other information you enter.</para>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Save and Close</guibutton>. This will complete the invoice.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/complete-invoice-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>
</procedure>

</section> 
   <section xml:id="reopen-invoice">
      <title>Re-open an Invoice</title>
      <para>Completed invoices can be re-opened at anytime.</para>

<procedure>
<step>
<para>Bring up the completed invoice you wish to re-open.</para>
</step>

<step>
<informalfigure>
<para>At the bottom of the invoice click <guibutton>Reopen Invoice</guibutton>.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/reopen-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>The invoice is now be open and can be edited.</para>
<para><mediaobject>
<alt>screenshot of invoicing</alt>

<imageobject>
<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>
</procedure>

</section> 
</chapter>