Commit | Line | Data |
---|---|---|
16b35757 RJ |
1 | <?xml version='1.0' encoding='UTF-8'?> |
2 | <chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude" | |
3 | xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-invoices"> | |
4 | <info> | |
5 | <title>Invoices</title> | |
6 | <legalnotice> | |
7 | <para><emphasis role="bold">Adapted with permission from original material by the <link | |
8 | xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf" | |
9 | xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen | |
10 | Community</link></emphasis></para> | |
11 | </legalnotice> | |
12 | ||
13 | ||
14 | ||
15 | <abstract> | |
16 | <para>You can create invoices for purchase orders, individual line items, and blanket purchases. You can also link entire purchase orders and particular | |
17 | 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> | |
18 | <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> | |
19 | <para>All invoicing in 2.0 is manual.</para> | |
20 | </abstract> | |
21 | ||
22 | ||
23 | </info> | |
24 | ||
25 | <section xml:id="invoices-placeholder"> | |
26 | </section> | |
27 | ||
28 | <section xml:id="creating-invoices"> | |
29 | <title>Creating Invoices</title> | |
30 | ||
31 | <para><link linkend="create-blanket-invoice">Create a Blanket Invoice</link></para> | |
32 | <para><link linkend="create-invoice-purchase-order">Create an Invoice for a Purchase Order</link></para> | |
33 | <para><link linkend="create-invoice-line-item">Create an Invoice for a Line Item</link></para> | |
34 | ||
35 | ||
36 | <simplesect xml:id="create-blanket-invoice"> | |
37 | <title>Create a Blanket Invoice</title> | |
38 | <para>You can create a blanket invoice for purchases for which no purchase order exists.</para> | |
39 | ||
40 | <procedure> | |
41 | <step> | |
42 | <informalfigure> | |
43 | <para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Invoice</guimenuitem></menuchoice>.</para> | |
44 | <para><mediaobject> | |
45 | <alt>screenshot of invoicing</alt> | |
46 | ||
47 | <imageobject> | |
48 | <imagedata fileref="media/blanket-invoice-1.png" scalefit="0"></imagedata> | |
49 | </imageobject> | |
50 | </mediaobject></para> | |
51 | </informalfigure> | |
52 | </step> | |
53 | ||
54 | <step> | |
55 | <informalfigure> | |
56 | <para>Fill in the top section of the invoice.</para> | |
57 | <para><mediaobject> | |
58 | <alt>screenshot of invoicing</alt> | |
59 | ||
60 | <imageobject> | |
61 | <imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata> | |
62 | </imageobject> | |
63 | </mediaobject></para> | |
64 | </informalfigure> | |
65 | ||
66 | <itemizedlist> | |
67 | <listitem> | |
68 | <informalfigure> | |
69 | <para>Enter the <guilabel>Vendor Invoice ID</guilabel>. This number may be listed on the paper invoice sent by your provider.</para> | |
70 | <para><mediaobject> | |
71 | <alt>screenshot of invoicing</alt> | |
72 | ||
73 | <imageobject> | |
74 | <imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata> | |
75 | </imageobject> | |
76 | </mediaobject></para> | |
77 | </informalfigure> | |
78 | </listitem> | |
79 | ||
80 | <listitem> | |
81 | <informalfigure> | |
82 | <para>Choose a <guilabel>Receive Method</guilabel> from the drop down menu.</para> | |
83 | <para><mediaobject> | |
84 | <alt>screenshot of invoicing</alt> | |
85 | ||
86 | <imageobject> | |
87 | <imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata> | |
88 | </imageobject> | |
89 | </mediaobject></para> | |
90 | </informalfigure> | |
91 | <note><para>Only paper invoicing is available in the 2.0 release. Electronic invoicing through EDI may be available in future releases.</para></note> | |
92 | </listitem> | |
93 | ||
94 | <listitem> | |
95 | <informalfigure> | |
96 | <para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para> | |
97 | <para>In the <guilabel>Shipper</guilabel> field, enter the code for your shipper. You shipper is usually the same as your provider.</para> | |
98 | <para><mediaobject> | |
99 | <alt>screenshot of invoicing</alt> | |
100 | ||
101 | <imageobject> | |
102 | <imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata> | |
103 | </imageobject> | |
104 | </mediaobject></para> | |
105 | </informalfigure> | |
106 | </listitem> | |
107 | ||
108 | <listitem> | |
109 | <informalfigure> | |
110 | <para>If you desire, enter a note in the <guilabel>Note</guilabel> field.</para> | |
111 | <para><mediaobject> | |
112 | <alt>screenshot of invoicing</alt> | |
113 | ||
114 | <imageobject> | |
115 | <imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata> | |
116 | </imageobject> | |
117 | </mediaobject></para> | |
118 | </informalfigure> | |
119 | </listitem> | |
120 | ||
121 | <listitem> | |
122 | <informalfigure> | |
123 | <para>From the <guilabel>Payment Method</guilabel> drop down menu, select a payment method.</para> | |
124 | <para><mediaobject> | |
125 | <alt>screenshot of invoicing</alt> | |
126 | ||
127 | <imageobject> | |
128 | <imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata> | |
129 | </imageobject> | |
130 | </mediaobject></para> | |
131 | </informalfigure> | |
132 | </listitem> | |
133 | ||
134 | <listitem> | |
135 | <informalfigure> | |
136 | <para>The <guilabel>Invoice Date</guilabel> is entered by default as the date you create the invoice. You can change this date by clicking the field and selecting a | |
137 | new date using the calendar widget.</para> | |
138 | <para><mediaobject> | |
139 | <alt>screenshot of invoicing</alt> | |
140 | ||
141 | <imageobject> | |
142 | <imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata> | |
143 | </imageobject> | |
144 | </mediaobject></para> | |
145 | </informalfigure> | |
146 | </listitem> | |
147 | ||
148 | <listitem> | |
149 | <informalfigure> | |
150 | <para>The <guilabel>Invoice Type</guilabel> field does not appear to have a purpose at present.</para> | |
151 | <para><mediaobject> | |
152 | <alt>screenshot of invoicing</alt> | |
153 | ||
154 | <imageobject> | |
155 | <imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata> | |
156 | </imageobject> | |
157 | </mediaobject></para> | |
158 | </informalfigure> | |
159 | </listitem> | |
160 | ||
161 | <listitem> | |
162 | <informalfigure> | |
163 | <para>If your library requires it, enter a <guilabel>Payment Authorization</guilabel>.</para> | |
164 | <para><mediaobject> | |
165 | <alt>screenshot of invoicing</alt> | |
166 | ||
167 | <imageobject> | |
168 | <imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata> | |
169 | </imageobject> | |
170 | </mediaobject></para> | |
171 | </informalfigure> | |
172 | </listitem> | |
173 | ||
174 | <listitem> | |
175 | <informalfigure> | |
176 | <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 | |
177 | down menu.</para> | |
178 | <para><mediaobject> | |
179 | <alt>screenshot of invoicing</alt> | |
180 | ||
181 | <imageobject> | |
182 | <imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata> | |
183 | </imageobject> | |
184 | </mediaobject></para> | |
185 | </informalfigure> | |
186 | </listitem> | |
187 | </itemizedlist> | |
188 | </step> | |
189 | ||
190 | <step> | |
191 | <informalfigure> | |
192 | <para>Click the <guilabel>Add Charge...</guilabel> link.</para> | |
193 | <para><mediaobject> | |
194 | <alt>screenshot of invoicing</alt> | |
195 | ||
196 | <imageobject> | |
197 | <imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata> | |
198 | </imageobject> | |
199 | </mediaobject></para> | |
200 | </informalfigure> | |
201 | </step> | |
202 | ||
203 | <step> | |
204 | <informalfigure> | |
205 | <para>Choose your charge from the <guilabel>Charge Type</guilabel> drop down menu.</para> | |
206 | <para><mediaobject> | |
207 | <alt>screenshot of invoicing</alt> | |
208 | ||
209 | <imageobject> | |
210 | <imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata> | |
211 | </imageobject> | |
212 | </mediaobject></para> | |
213 | </informalfigure> | |
214 | </step> | |
215 | ||
216 | <step> | |
217 | <informalfigure> | |
218 | <para>Using the drop down menu, choose a fund from which payment for the charge will come.</para> | |
219 | <para><mediaobject> | |
220 | <alt>screenshot of invoicing</alt> | |
221 | ||
222 | <imageobject> | |
223 | <imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata> | |
224 | </imageobject> | |
225 | </mediaobject></para> | |
226 | </informalfigure> | |
227 | </step> | |
228 | ||
229 | <step> | |
230 | <informalfigure> | |
231 | <para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para> | |
232 | <para><mediaobject> | |
233 | <alt>screenshot of invoicing</alt> | |
234 | ||
235 | <imageobject> | |
236 | <imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata> | |
237 | </imageobject> | |
238 | </mediaobject></para> | |
239 | </informalfigure> | |
240 | </step> | |
241 | ||
242 | <step> | |
243 | <informalfigure> | |
244 | <para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para> | |
245 | <para><mediaobject> | |
246 | <alt>screenshot of invoicing</alt> | |
247 | ||
248 | <imageobject> | |
249 | <imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata> | |
250 | </imageobject> | |
251 | </mediaobject></para> | |
252 | </informalfigure> | |
253 | </step> | |
254 | ||
255 | <step> | |
256 | <informalfigure> | |
257 | <para>There are three options for saving an invoice:</para> | |
258 | <para><mediaobject> | |
259 | <alt>screenshot of invoicing</alt> | |
260 | ||
261 | <imageobject> | |
262 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata> | |
263 | </imageobject> | |
264 | </mediaobject></para> | |
265 | </informalfigure> | |
266 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para> | |
267 | <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 | |
268 | pay the invoice.</para> | |
269 | <para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para> | |
270 | </step> | |
271 | ||
272 | ||
273 | </procedure> | |
274 | ||
275 | </simplesect> | |
276 | ||
277 | <simplesect xml:id="create-invoice-purchase-order"> | |
278 | <title>Create an Invoice for a Purchase Order</title> | |
279 | <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> | |
280 | ||
281 | <itemizedlist> | |
282 | <listitem> | |
283 | <para>Vendor Invoice ID</para> | |
284 | </listitem> | |
285 | <listitem> | |
286 | <para>Provider</para> | |
287 | </listitem> | |
288 | <listitem> | |
289 | <para>Shipper</para> | |
290 | </listitem> | |
291 | <listitem> | |
292 | <para>Payment Method</para> | |
293 | </listitem> | |
294 | <listitem> | |
295 | <para># Invoiced</para> | |
296 | </listitem> | |
297 | <listitem> | |
298 | <para># Paid</para> | |
299 | </listitem> | |
300 | </itemizedlist> | |
301 | ||
302 | <para></para> | |
303 | ||
304 | <procedure> | |
305 | <step> | |
306 | <para>Open the purchase order.</para> | |
307 | </step> | |
308 | ||
309 | <step> | |
310 | <informalfigure> | |
311 | <para>Click <guibutton>Create Invoice</guibutton>.</para> | |
312 | <para><mediaobject> | |
313 | <alt>screenshot of invoicing</alt> | |
314 | ||
315 | <imageobject> | |
316 | <imagedata fileref="media/purchaseorder-invoice-1.png" scalefit="0"></imagedata> | |
317 | </imageobject> | |
318 | </mediaobject></para> | |
319 | </informalfigure> | |
320 | </step> | |
321 | ||
322 | <step> | |
323 | <para>A new invoice will open in the same tab.</para> | |
324 | </step> | |
325 | ||
326 | <step> | |
327 | <informalfigure> | |
328 | <para>Fill in the top section of the invoice.</para> | |
329 | <para><mediaobject> | |
330 | <alt>screenshot of invoicing</alt> | |
331 | ||
332 | <imageobject> | |
333 | <imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata> | |
334 | </imageobject> | |
335 | </mediaobject></para> | |
336 | </informalfigure> | |
337 | ||
338 | <itemizedlist> | |
339 | <listitem> | |
340 | <informalfigure> | |
341 | <para>Enter the <guilabel>Vendor Invoice ID</guilabel>. This number may be listed on the paper invoice sent by your provider.</para> | |
342 | <para><mediaobject> | |
343 | <alt>screenshot of invoicing</alt> | |
344 | ||
345 | <imageobject> | |
346 | <imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata> | |
347 | </imageobject> | |
348 | </mediaobject></para> | |
349 | </informalfigure> | |
350 | </listitem> | |
351 | ||
352 | <listitem> | |
353 | <informalfigure> | |
354 | <para>Choose a <guilabel>Receive Method</guilabel> from the drop down menu.</para> | |
355 | <para><mediaobject> | |
356 | <alt>screenshot of invoicing</alt> | |
357 | ||
358 | <imageobject> | |
359 | <imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata> | |
360 | </imageobject> | |
361 | </mediaobject></para> | |
362 | </informalfigure> | |
363 | <note><para>Only paper invoicing is available in the 2.0 release. Electronic invoicing through EDI may be available in future releases.</para></note> | |
364 | </listitem> | |
365 | ||
366 | <listitem> | |
367 | <informalfigure> | |
368 | <para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para> | |
369 | <para>In the <guilabel>Shipper</guilabel> field, enter the code for your shipper. You shipper is usually the same as your provider.</para> | |
370 | <para><mediaobject> | |
371 | <alt>screenshot of invoicing</alt> | |
372 | ||
373 | <imageobject> | |
374 | <imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata> | |
375 | </imageobject> | |
376 | </mediaobject></para> | |
377 | </informalfigure> | |
378 | </listitem> | |
379 | ||
380 | <listitem> | |
381 | <informalfigure> | |
382 | <para>If you desire, enter a note in the <guilabel>Note</guilabel> field.</para> | |
383 | <para><mediaobject> | |
384 | <alt>screenshot of invoicing</alt> | |
385 | ||
386 | <imageobject> | |
387 | <imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata> | |
388 | </imageobject> | |
389 | </mediaobject></para> | |
390 | </informalfigure> | |
391 | </listitem> | |
392 | ||
393 | <listitem> | |
394 | <informalfigure> | |
395 | <para>From the <guilabel>Payment Method</guilabel> drop down menu, select a payment method.</para> | |
396 | <para><mediaobject> | |
397 | <alt>screenshot of invoicing</alt> | |
398 | ||
399 | <imageobject> | |
400 | <imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata> | |
401 | </imageobject> | |
402 | </mediaobject></para> | |
403 | </informalfigure> | |
404 | </listitem> | |
405 | ||
406 | <listitem> | |
407 | <informalfigure> | |
408 | <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 | |
409 | new date using the calendar widget.</para> | |
410 | <para><mediaobject> | |
411 | <alt>screenshot of invoicing</alt> | |
412 | ||
413 | <imageobject> | |
414 | <imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata> | |
415 | </imageobject> | |
416 | </mediaobject></para> | |
417 | </informalfigure> | |
418 | </listitem> | |
419 | ||
420 | <listitem> | |
421 | <informalfigure> | |
422 | <para>The <guilabel>Invoice Type</guilabel> field does not appear to have a purpose at present.</para> | |
423 | <para><mediaobject> | |
424 | <alt>screenshot of invoicing</alt> | |
425 | ||
426 | <imageobject> | |
427 | <imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata> | |
428 | </imageobject> | |
429 | </mediaobject></para> | |
430 | </informalfigure> | |
431 | </listitem> | |
432 | ||
433 | <listitem> | |
434 | <informalfigure> | |
435 | <para>If your library requires it, enter a <guilabel>Payment Authorization</guilabel>.</para> | |
436 | <para><mediaobject> | |
437 | <alt>screenshot of invoicing</alt> | |
438 | ||
439 | <imageobject> | |
440 | <imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata> | |
441 | </imageobject> | |
442 | </mediaobject></para> | |
443 | </informalfigure> | |
444 | </listitem> | |
445 | ||
446 | <listitem> | |
447 | <informalfigure> | |
448 | <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 | |
449 | down menu.</para> | |
450 | <para><mediaobject> | |
451 | <alt>screenshot of invoicing</alt> | |
452 | ||
453 | <imageobject> | |
454 | <imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata> | |
455 | </imageobject> | |
456 | </mediaobject></para> | |
457 | </informalfigure> | |
458 | </listitem> | |
459 | </itemizedlist> | |
460 | </step> | |
461 | ||
462 | <step> | |
463 | <informalfigure> | |
464 | <para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list your line items along with information pertaining to that line item.</para> | |
465 | <para><mediaobject> | |
466 | <alt>screenshot of invoicing</alt> | |
467 | ||
468 | <imageobject> | |
469 | <imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata> | |
470 | </imageobject> | |
471 | </mediaobject></para> | |
472 | </informalfigure> | |
473 | ||
474 | <para>This information includes:</para> | |
475 | ||
476 | <itemizedlist> | |
477 | <listitem> | |
478 | <para>Title</para> | |
479 | </listitem> | |
480 | <listitem> | |
481 | <para>Author</para> | |
482 | </listitem> | |
483 | <listitem> | |
484 | <para>ISBN</para> | |
485 | </listitem> | |
486 | <listitem> | |
487 | <para>summary of copies ordered, received, invoiced, claimed, and cancelled</para> | |
488 | </listitem> | |
489 | <listitem> | |
490 | <para>summary of amounts estimated, encumbered, and paid</para> | |
491 | </listitem> | |
492 | <listitem> | |
493 | <para>line item ID number</para> | |
494 | </listitem> | |
495 | <listitem> | |
496 | <para>link to the Selection List (if used)</para> | |
497 | </listitem> | |
498 | <listitem> | |
499 | <para>link to the Purchase Order</para> | |
500 | </listitem> | |
501 | </itemizedlist> | |
502 | </step> | |
503 | ||
504 | <step> | |
505 | <informalfigure> | |
506 | <para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field will have automatically filled.</para> | |
507 | <para><mediaobject> | |
508 | <alt>screenshot of invoicing</alt> | |
509 | ||
510 | <imageobject> | |
511 | <imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata> | |
512 | </imageobject> | |
513 | </mediaobject></para> | |
514 | </informalfigure> | |
515 | </step> | |
516 | ||
517 | <step> | |
518 | <informalfigure> | |
519 | <para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para> | |
520 | <para><mediaobject> | |
521 | <alt>screenshot of invoicing</alt> | |
522 | ||
523 | <imageobject> | |
524 | <imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata> | |
525 | </imageobject> | |
526 | </mediaobject></para> | |
527 | </informalfigure> | |
528 | </step> | |
529 | ||
530 | <step> | |
531 | <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> | |
532 | </step> | |
533 | ||
534 | <step> | |
535 | <para>For information on other invoice options and features see the other sections in this chapter.</para> | |
536 | </step> | |
537 | ||
538 | <step> | |
539 | <informalfigure> | |
540 | <para>There are three options for saving an invoice:</para> | |
541 | <para><mediaobject> | |
542 | <alt>screenshot of invoicing</alt> | |
543 | ||
544 | <imageobject> | |
545 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata> | |
546 | </imageobject> | |
547 | </mediaobject></para> | |
548 | </informalfigure> | |
549 | ||
550 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para> | |
551 | <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 | |
552 | pay the invoice.</para> | |
553 | <para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para> | |
554 | </step> | |
555 | </procedure> | |
556 | ||
557 | </simplesect> | |
558 | ||
559 | ||
560 | <simplesect xml:id="create-invoice-line-item"> | |
561 | <title>Create an Invoice for a Line Item</title> | |
562 | ||
563 | <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> | |
564 | ||
565 | <itemizedlist> | |
566 | <listitem> | |
567 | <para>Vendor Invoice ID</para> | |
568 | </listitem> | |
569 | <listitem> | |
570 | <para>Provider</para> | |
571 | </listitem> | |
572 | <listitem> | |
573 | <para>Shipper</para> | |
574 | </listitem> | |
575 | <listitem> | |
576 | <para>Payment Method</para> | |
577 | </listitem> | |
578 | <listitem> | |
579 | <para># Invoiced</para> | |
580 | </listitem> | |
581 | <listitem> | |
582 | <para># Paid</para> | |
583 | </listitem> | |
584 | </itemizedlist> | |
585 | ||
586 | <para></para> | |
587 | ||
588 | <procedure> | |
589 | <step> | |
590 | <para>Open the purchase order.</para> | |
591 | </step> | |
592 | ||
593 | <step> | |
594 | <informalfigure> | |
595 | <para>Using the <guilabel>Actions</guilabel> menu on the line item, select | |
596 | <menuchoice><guimenu>Actions</guimenu><guimenuitem>New Invoice</guimenuitem></menuchoice>.</para> | |
597 | <para><mediaobject> | |
598 | <alt>screenshot of invoicing</alt> | |
599 | ||
600 | <imageobject> | |
601 | <imagedata fileref="media/lineitem-invoice-1.png" scalefit="0"></imagedata> | |
602 | </imageobject> | |
603 | </mediaobject></para> | |
604 | </informalfigure> | |
605 | </step> | |
606 | ||
607 | <step> | |
608 | <para>A new invoice will open in the same tab.</para> | |
609 | </step> | |
610 | ||
611 | <step> | |
612 | <informalfigure> | |
613 | <para>Fill in the top section of the invoice.</para> | |
614 | <para><mediaobject> | |
615 | <alt>screenshot of invoicing</alt> | |
616 | ||
617 | <imageobject> | |
618 | <imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata> | |
619 | </imageobject> | |
620 | </mediaobject></para> | |
621 | </informalfigure> | |
622 | ||
623 | <itemizedlist> | |
624 | <listitem> | |
625 | <informalfigure> | |
626 | <para>Enter the <guilabel>Vendor Invoice ID</guilabel>. This number may be listed on the paper invoice sent by your provider.</para> | |
627 | <para><mediaobject> | |
628 | <alt>screenshot of invoicing</alt> | |
629 | ||
630 | <imageobject> | |
631 | <imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata> | |
632 | </imageobject> | |
633 | </mediaobject></para> | |
634 | </informalfigure> | |
635 | </listitem> | |
636 | ||
637 | <listitem> | |
638 | <informalfigure> | |
639 | <para>Choose a <guilabel>Receive Method</guilabel> from the drop down menu.</para> | |
640 | <para><mediaobject> | |
641 | <alt>screenshot of invoicing</alt> | |
642 | ||
643 | <imageobject> | |
644 | <imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata> | |
645 | </imageobject> | |
646 | </mediaobject></para> | |
647 | </informalfigure> | |
648 | <note><para>Only paper invoicing is available in the 2.0 release. Electronic invoicing through EDI may be available in future releases.</para></note> | |
649 | </listitem> | |
650 | ||
651 | <listitem> | |
652 | <informalfigure> | |
653 | <para>In the <guilabel>Provider</guilabel> field, enter the code for your provider.</para> | |
654 | <para>In the <guilabel>Shipper</guilabel> field, enter the code for your shipper. You shipper is usually the same as your provider.</para> | |
655 | <para><mediaobject> | |
656 | <alt>screenshot of invoicing</alt> | |
657 | ||
658 | <imageobject> | |
659 | <imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata> | |
660 | </imageobject> | |
661 | </mediaobject></para> | |
662 | </informalfigure> | |
663 | </listitem> | |
664 | ||
665 | <listitem> | |
666 | <informalfigure> | |
667 | <para>If you desire, enter a note in the <guilabel>Note</guilabel> field.</para> | |
668 | <para><mediaobject> | |
669 | <alt>screenshot of invoicing</alt> | |
670 | ||
671 | <imageobject> | |
672 | <imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata> | |
673 | </imageobject> | |
674 | </mediaobject></para> | |
675 | </informalfigure> | |
676 | </listitem> | |
677 | ||
678 | <listitem> | |
679 | <informalfigure> | |
680 | <para>From the <guilabel>Payment Method</guilabel> drop down menu, select a payment method.</para> | |
681 | <para><mediaobject> | |
682 | <alt>screenshot of invoicing</alt> | |
683 | ||
684 | <imageobject> | |
685 | <imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata> | |
686 | </imageobject> | |
687 | </mediaobject></para> | |
688 | </informalfigure> | |
689 | </listitem> | |
690 | ||
691 | <listitem> | |
692 | <informalfigure> | |
693 | <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 | |
694 | new date using the calendar widget.</para> | |
695 | <para><mediaobject> | |
696 | <alt>screenshot of invoicing</alt> | |
697 | ||
698 | <imageobject> | |
699 | <imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata> | |
700 | </imageobject> | |
701 | </mediaobject></para> | |
702 | </informalfigure> | |
703 | </listitem> | |
704 | ||
705 | <listitem> | |
706 | <informalfigure> | |
707 | <para>The <guilabel>Invoice Type</guilabel> field does not appear to have a purpose at present.</para> | |
708 | <para><mediaobject> | |
709 | <alt>screenshot of invoicing</alt> | |
710 | ||
711 | <imageobject> | |
712 | <imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata> | |
713 | </imageobject> | |
714 | </mediaobject></para> | |
715 | </informalfigure> | |
716 | </listitem> | |
717 | ||
718 | <listitem> | |
719 | <informalfigure> | |
720 | <para>If your library requires it, enter a <guilabel>Payment Authorization</guilabel>.</para> | |
721 | <para><mediaobject> | |
722 | <alt>screenshot of invoicing</alt> | |
723 | ||
724 | <imageobject> | |
725 | <imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata> | |
726 | </imageobject> | |
727 | </mediaobject></para> | |
728 | </informalfigure> | |
729 | </listitem> | |
730 | ||
731 | <listitem> | |
732 | <informalfigure> | |
733 | <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 | |
734 | down menu.</para> | |
735 | <para><mediaobject> | |
736 | <alt>screenshot of invoicing</alt> | |
737 | ||
738 | <imageobject> | |
739 | <imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata> | |
740 | </imageobject> | |
741 | </mediaobject></para> | |
742 | </informalfigure> | |
743 | </listitem> | |
744 | </itemizedlist> | |
745 | </step> | |
746 | ||
747 | <step> | |
748 | <informalfigure> | |
749 | <para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list your line item along with information pertaining to that line item.</para> | |
750 | <para><mediaobject> | |
751 | <alt>screenshot of invoicing</alt> | |
752 | ||
753 | <imageobject> | |
754 | <imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata> | |
755 | </imageobject> | |
756 | </mediaobject></para> | |
757 | </informalfigure> | |
758 | ||
759 | <para>This information includes:</para> | |
760 | ||
761 | <itemizedlist> | |
762 | <listitem> | |
763 | <para>Title</para> | |
764 | </listitem> | |
765 | <listitem> | |
766 | <para>Author</para> | |
767 | </listitem> | |
768 | <listitem> | |
769 | <para>ISBN</para> | |
770 | </listitem> | |
771 | <listitem> | |
772 | <para>summary of copies ordered, received, invoiced, claimed, and cancelled</para> | |
773 | </listitem> | |
774 | <listitem> | |
775 | <para>summary of amounts estimated, encumbered, and paid</para> | |
776 | </listitem> | |
777 | <listitem> | |
778 | <para>line item ID number</para> | |
779 | </listitem> | |
780 | <listitem> | |
781 | <para>link to the Selection List (if used)</para> | |
782 | </listitem> | |
783 | <listitem> | |
784 | <para>link to the Purchase Order</para> | |
785 | </listitem> | |
786 | </itemizedlist> | |
787 | </step> | |
788 | ||
789 | <step> | |
790 | <informalfigure> | |
791 | <para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field automatically fills.</para> | |
792 | <para><mediaobject> | |
793 | <alt>screenshot of invoicing</alt> | |
794 | ||
795 | <imageobject> | |
796 | <imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata> | |
797 | </imageobject> | |
798 | </mediaobject></para> | |
799 | </informalfigure> | |
800 | </step> | |
801 | ||
802 | <step> | |
803 | <informalfigure> | |
804 | <para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para> | |
805 | <para><mediaobject> | |
806 | <alt>screenshot of invoicing</alt> | |
807 | ||
808 | <imageobject> | |
809 | <imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata> | |
810 | </imageobject> | |
811 | </mediaobject></para> | |
812 | </informalfigure> | |
813 | </step> | |
814 | ||
815 | <step> | |
816 | <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> | |
817 | </step> | |
818 | ||
819 | <step> | |
820 | <para>For information on other invoice options and features see the other sections in this chapter.</para> | |
821 | </step> | |
822 | ||
823 | <step> | |
824 | <informalfigure> | |
825 | <para>There are three options for saving an invoice:</para> | |
826 | <para><mediaobject> | |
827 | <alt>screenshot of invoicing</alt> | |
828 | ||
829 | <imageobject> | |
830 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata> | |
831 | </imageobject> | |
832 | </mediaobject></para> | |
833 | </informalfigure> | |
834 | ||
835 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para> | |
836 | <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 | |
837 | pay the invoice.</para> | |
838 | <para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para> | |
839 | </step> | |
840 | ||
841 | </procedure> | |
842 | </simplesect> | |
843 | ||
844 | </section> | |
845 | ||
846 | ||
847 | <section xml:id="link-invoice-purchase-order"> | |
848 | <title>Link a Purchase Order to an Existing Invoice</title> | |
849 | <para>You can use the <guibutton>Link Invoice</guibutton> button to link a purchase order to an existing invoice.</para> | |
850 | <para>For example, an invoice is received for a shipment with items on | |
851 | 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 | |
852 | purchase order #2 you simply link the purchase order to the invoice.</para> | |
853 | ||
854 | <procedure> | |
855 | <step> | |
856 | <para>Open a purchase order.</para> | |
857 | </step> | |
858 | ||
859 | <step> | |
860 | <informalfigure> | |
861 | <para>Click <guibutton>Link Invoice</guibutton>.</para> | |
862 | <para><mediaobject> | |
863 | <alt>screenshot of invoicing</alt> | |
864 | ||
865 | <imageobject> | |
866 | <imagedata fileref="media/purchaseorder-link-invoice-1.png" scalefit="0"></imagedata> | |
867 | </imageobject> | |
868 | </mediaobject></para> | |
869 | </informalfigure> | |
870 | </step> | |
871 | ||
872 | <step> | |
873 | <informalfigure> | |
874 | <para>In the drop down that appears, enter the invoice number of the invoice you would like to link the purchase order to.</para> | |
875 | <para><mediaobject> | |
876 | <alt>screenshot of invoicing</alt> | |
877 | ||
878 | <imageobject> | |
879 | <imagedata fileref="media/purchaseorder-link-invoice-2.png" scalefit="0"></imagedata> | |
880 | </imageobject> | |
881 | </mediaobject></para> | |
882 | </informalfigure> | |
883 | </step> | |
884 | ||
885 | <step> | |
886 | <informalfigure> | |
887 | <para>Enter the code for the provider. This field will auto-complete.</para> | |
888 | <para><mediaobject> | |
889 | <alt>screenshot of invoicing</alt> | |
890 | ||
891 | <imageobject> | |
892 | <imagedata fileref="media/purchaseorder-link-invoice-3.png" scalefit="0"></imagedata> | |
893 | </imageobject> | |
894 | </mediaobject></para> | |
895 | </informalfigure> | |
896 | </step> | |
897 | ||
898 | <step> | |
899 | <informalfigure> | |
900 | <para>Click <guibutton>Link</guibutton>.</para> | |
901 | <para><mediaobject> | |
902 | <alt>screenshot of invoicing</alt> | |
903 | ||
904 | <imageobject> | |
905 | <imagedata fileref="media/purchaseorder-link-invoice-4.png" scalefit="0"></imagedata> | |
906 | </imageobject> | |
907 | </mediaobject></para> | |
908 | </informalfigure> | |
909 | </step> | |
910 | ||
911 | <step> | |
912 | <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> | |
913 | </step> | |
914 | </procedure> | |
915 | ||
916 | </section> | |
917 | ||
918 | ||
919 | <section xml:id="link-lineitem-invoice"> | |
920 | <title>Link a Line Item to an Existing Invoice</title> | |
921 | <para>Use the <guilabel>Link to Invoice</guilabel> menu option to link a line item to an invoice that already exists in Evergreen.</para> | |
922 | <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 | |
923 | first item and then link the line items from other purchase orders onto that invoice.</para> | |
924 | ||
925 | <procedure> | |
926 | <step> | |
927 | <para>Open your purchase order.</para> | |
928 | </step> | |
929 | ||
930 | <step> | |
931 | <informalfigure> | |
932 | <para>Using the <guilabel>Actions</guilabel> menu on the line item, select | |
933 | <menuchoice><guimenu>Actions</guimenu><guimenuitem>Link to Invoice</guimenuitem></menuchoice>.</para> | |
934 | <para><mediaobject> | |
935 | <alt>screenshot of invoicing</alt> | |
936 | ||
937 | <imageobject> | |
938 | <imagedata fileref="media/link-invoice-lineitem-1.png" scalefit="0"></imagedata> | |
939 | </imageobject> | |
940 | </mediaobject></para> | |
941 | </informalfigure> | |
942 | </step> | |
943 | ||
944 | <step> | |
945 | <informalfigure> | |
946 | <para>In the pop up box that appears, enter the invoice number of the invoice you would like to link the item to.</para> | |
947 | <para><mediaobject> | |
948 | <alt>screenshot of invoicing</alt> | |
949 | ||
950 | <imageobject> | |
951 | <imagedata fileref="media/link-invoice-lineitem-2.png" scalefit="0"></imagedata> | |
952 | </imageobject> | |
953 | </mediaobject></para> | |
954 | </informalfigure> | |
955 | </step> | |
956 | ||
957 | <step> | |
958 | <informalfigure> | |
959 | <para>Enter the code for the provider. This field will auto-complete.</para> | |
960 | <para><mediaobject> | |
961 | <alt>screenshot of invoicing</alt> | |
962 | ||
963 | <imageobject> | |
964 | <imagedata fileref="media/link-invoice-lineitem-3.png" scalefit="0"></imagedata> | |
965 | </imageobject> | |
966 | </mediaobject></para> | |
967 | </informalfigure> | |
968 | </step> | |
969 | ||
970 | <step> | |
971 | <informalfigure> | |
972 | <para>Click <guibutton>Link</guibutton>.</para> | |
973 | <para><mediaobject> | |
974 | <alt>screenshot of invoicing</alt> | |
975 | ||
976 | <imageobject> | |
977 | <imagedata fileref="media/link-invoice-lineitem-4.png" scalefit="0"></imagedata> | |
978 | </imageobject> | |
979 | </mediaobject></para> | |
980 | </informalfigure> | |
981 | </step> | |
982 | ||
983 | <step> | |
984 | <informalfigure> | |
985 | <para>The invoice will open in the same tab and the line item will added to the invoice.</para> | |
986 | <para><mediaobject> | |
987 | <alt>screenshot of link invoice</alt> | |
988 | ||
989 | <imageobject> | |
990 | <imagedata fileref="media/link-invoice-lineitem-5.png" scalefit="0"></imagedata> | |
991 | </imageobject> | |
992 | </mediaobject></para> | |
993 | </informalfigure> | |
994 | </step> | |
995 | </procedure> | |
996 | ||
997 | </section> | |
998 | ||
999 | ||
1000 | <section xml:id="charges-invoice"> | |
1001 | <title>Invoice Charges</title> | |
1002 | ||
1003 | <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 | |
1004 | a purchase order, such as a bulk book buy at a local bookstore.</para> | |
1005 | <para><link linkend="add-charges-invoice">Add Charges to an Invoice</link></para> | |
1006 | <para><link linkend="delete-charges-invoice">Delete Charges from an Invoice</link></para> | |
1007 | ||
1008 | <simplesect xml:id="add-charges-invoice"> | |
1009 | <title>Add Charges to an Invoice</title> | |
1010 | ||
1011 | <procedure> | |
1012 | <step> | |
1013 | <para>Open an invoice.</para> | |
1014 | </step> | |
1015 | ||
1016 | <step> | |
1017 | <informalfigure> | |
1018 | <para>Click the <guilabel>Add Charge...</guilabel> link.</para> | |
1019 | <para><mediaobject> | |
1020 | <alt>screenshot of invoicing</alt> | |
1021 | ||
1022 | <imageobject> | |
1023 | <imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata> | |
1024 | </imageobject> | |
1025 | </mediaobject></para> | |
1026 | </informalfigure> | |
1027 | </step> | |
1028 | ||
1029 | <step> | |
1030 | <informalfigure> | |
1031 | <para>Choose your charge from the <guilabel>Charge Type</guilabel> drop down menu.</para> | |
1032 | <para><mediaobject> | |
1033 | <alt>screenshot of invoicing</alt> | |
1034 | ||
1035 | <imageobject> | |
1036 | <imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata> | |
1037 | </imageobject> | |
1038 | </mediaobject></para> | |
1039 | </informalfigure> | |
1040 | </step> | |
1041 | ||
1042 | <step> | |
1043 | <informalfigure> | |
1044 | <para>Using the drop down menu, choose a fund from which payment for the charge will come.</para> | |
1045 | <para><mediaobject> | |
1046 | <alt>screenshot of invoicing</alt> | |
1047 | ||
1048 | <imageobject> | |
1049 | <imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata> | |
1050 | </imageobject> | |
1051 | </mediaobject></para> | |
1052 | </informalfigure> | |
1053 | </step> | |
1054 | ||
1055 | <step> | |
1056 | <informalfigure> | |
1057 | <para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para> | |
1058 | <para><mediaobject> | |
1059 | <alt>screenshot of invoicing</alt> | |
1060 | ||
1061 | <imageobject> | |
1062 | <imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata> | |
1063 | </imageobject> | |
1064 | </mediaobject></para> | |
1065 | </informalfigure> | |
1066 | </step> | |
1067 | ||
1068 | <step> | |
1069 | <informalfigure> | |
1070 | <para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para> | |
1071 | <para><mediaobject> | |
1072 | <alt>screenshot of invoicing</alt> | |
1073 | ||
1074 | <imageobject> | |
1075 | <imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata> | |
1076 | </imageobject> | |
1077 | </mediaobject></para> | |
1078 | </informalfigure> | |
1079 | </step> | |
1080 | ||
1081 | <step> | |
1082 | <informalfigure> | |
1083 | <para>There are three options for saving an invoice:</para> | |
1084 | <para><mediaobject> | |
1085 | <alt>screenshot of invoicing</alt> | |
1086 | ||
1087 | <imageobject> | |
1088 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata> | |
1089 | </imageobject> | |
1090 | </mediaobject></para> | |
1091 | </informalfigure> | |
1092 | ||
1093 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para> | |
1094 | <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 | |
1095 | pay the invoice.</para> | |
1096 | <para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para> | |
1097 | </step> | |
1098 | ||
1099 | </procedure> | |
1100 | ||
1101 | ||
1102 | </simplesect> | |
1103 | ||
1104 | <simplesect xml:id="delete-charges-invoice"> | |
1105 | <title>Delete Charges from an Invoice</title> | |
1106 | ||
1107 | <procedure> | |
1108 | ||
1109 | <step> | |
1110 | <para>Open the invoice.</para> | |
1111 | </step> | |
1112 | ||
1113 | <step> | |
1114 | <informalfigure> | |
1115 | <para>Click the <guilabel>Delete</guilabel> link adjacent to the charge line.</para> | |
1116 | <para><mediaobject> | |
1117 | <alt>screenshot of invoicing</alt> | |
1118 | ||
1119 | <imageobject> | |
1120 | <imagedata fileref="media/delete-charge-invoice-1.png" scalefit="0"></imagedata> | |
1121 | </imageobject> | |
1122 | </mediaobject></para> | |
1123 | </informalfigure> | |
1124 | </step> | |
1125 | ||
1126 | <step> | |
1127 | <informalfigure> | |
1128 | <para>Confirm that you wish to delete the charge by clicking <guibutton>OK</guibutton> on the pop up that appears.</para> | |
1129 | <para><mediaobject> | |
1130 | <alt>screenshot of invoicing</alt> | |
1131 | ||
1132 | <imageobject> | |
1133 | <imagedata fileref="media/delete-charge-invoice-2.png" scalefit="0"></imagedata> | |
1134 | </imageobject> | |
1135 | </mediaobject></para> | |
1136 | </informalfigure> | |
1137 | </step> | |
1138 | ||
1139 | <step> | |
1140 | <informalfigure> | |
1141 | <para>The charge is deleted and removed from the invoice.</para> | |
1142 | <para><mediaobject> | |
1143 | <alt>screenshot of invoicing</alt> | |
1144 | ||
1145 | <imageobject> | |
1146 | <imagedata fileref="media/delete-charge-invoice-3.png" scalefit="0"></imagedata> | |
1147 | </imageobject> | |
1148 | </mediaobject></para> | |
1149 | </informalfigure> | |
1150 | </step> | |
1151 | </procedure> | |
1152 | ||
1153 | </simplesect> | |
1154 | ||
1155 | </section> | |
1156 | ||
1157 | <section xml:id="add-copies-invoice"> | |
1158 | <title>Add Additional Copies to an Invoice</title> | |
1159 | <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> | |
1160 | <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> | |
1161 | ||
1162 | <procedure> | |
1163 | <step> | |
1164 | <para>Open an invoice.</para> | |
1165 | </step> | |
1166 | ||
1167 | <step> | |
1168 | <informalfigure> | |
1169 | <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> | |
1170 | <para><mediaobject> | |
1171 | <alt>screenshot of invoicing</alt> | |
1172 | ||
1173 | <imageobject> | |
1174 | <imagedata fileref="media/add-copies-invoice-5.png" scalefit="0"></imagedata> | |
1175 | </imageobject> | |
1176 | </mediaobject></para> | |
1177 | </informalfigure> | |
1178 | </step> | |
1179 | ||
1180 | <step> | |
1181 | <informalfigure> | |
1182 | <para>The <guilabel>Extra Items</guilabel> pop up will appear to confirm the number of copies you are adding.</para> | |
1183 | <para><mediaobject> | |
1184 | <alt>screenshot of invoicing</alt> | |
1185 | ||
1186 | <imageobject> | |
1187 | <imagedata fileref="media/add-copies-invoice-2.png" scalefit="0"></imagedata> | |
1188 | </imageobject> | |
1189 | </mediaobject></para> | |
1190 | </informalfigure> | |
1191 | </step> | |
1192 | ||
1193 | <step> | |
1194 | <informalfigure> | |
1195 | <para>Select a fund from the drop down menu to apply to the new copies.</para> | |
1196 | <para><mediaobject> | |
1197 | <alt>screenshot of invoicing</alt> | |
1198 | ||
1199 | <imageobject> | |
1200 | <imagedata fileref="media/add-copies-invoice-3.png" scalefit="0"></imagedata> | |
1201 | </imageobject> | |
1202 | </mediaobject></para> | |
1203 | </informalfigure> | |
1204 | </step> | |
1205 | ||
1206 | <step> | |
1207 | <informalfigure> | |
1208 | <para>Click <guibutton>Add New Items</guibutton>.</para> | |
1209 | <para><mediaobject> | |
1210 | <alt>screenshot of invoicing</alt> | |
1211 | ||
1212 | <imageobject> | |
1213 | <imagedata fileref="media/add-copies-invoice-4.png" scalefit="0"></imagedata> | |
1214 | </imageobject> | |
1215 | </mediaobject></para> | |
1216 | </informalfigure> | |
1217 | </step> | |
1218 | ||
1219 | <step> | |
1220 | <informalfigure> | |
1221 | <para>Click <guibutton>Save</guibutton> to allow the changes to take effect.</para> | |
1222 | <para><mediaobject> | |
1223 | <alt>screenshot of invoicing</alt> | |
1224 | ||
1225 | <imageobject> | |
1226 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata> | |
1227 | </imageobject> | |
1228 | </mediaobject></para> | |
1229 | </informalfigure> | |
1230 | </step> | |
1231 | ||
1232 | <step> | |
1233 | <informalfigure> | |
1234 | <para>The <guilabel>Title Details</guilabel> for the line item will update to reflect the additional copies. The additional copies are automatically received | |
1235 | in the system. Proceed with paying the invoice.</para> | |
1236 | <para><mediaobject> | |
1237 | <alt>screenshot of invoicing</alt> | |
1238 | ||
1239 | <imageobject> | |
1240 | <imagedata fileref="media/add-copies-invoice-6.png" scalefit="0"></imagedata> | |
1241 | </imageobject> | |
1242 | </mediaobject></para> | |
1243 | </informalfigure> | |
1244 | <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> | |
1245 | section.</para></note> | |
1246 | </step> | |
1247 | ||
1248 | </procedure> | |
1249 | ||
1250 | </section> | |
1251 | <section xml:id="detach-lineitem-invoice"> | |
1252 | <title>Detach Line Items from an Invoice</title> | |
1253 | ||
1254 | <procedure> | |
1255 | <step> | |
1256 | <para>Open an invoice.</para> | |
1257 | </step> | |
1258 | ||
1259 | <step> | |
1260 | <informalfigure> | |
1261 | <para>Click the <guilabel>Detach</guilabel> link adjacent to the line item you wish to remove.</para> | |
1262 | <para><mediaobject> | |
1263 | <alt>screenshot of invoicing</alt> | |
1264 | ||
1265 | <imageobject> | |
1266 | <imagedata fileref="media/detach-lineitem-invoice-1.png" scalefit="0"></imagedata> | |
1267 | </imageobject> | |
1268 | </mediaobject></para> | |
1269 | </informalfigure> | |
1270 | <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> | |
1271 | </step> | |
1272 | ||
1273 | <step> | |
1274 | <informalfigure> | |
1275 | <para>Confirm that you wish to detach the line item by clicking <guibutton>OK</guibutton> on the pop up that appears.</para> | |
1276 | <para><mediaobject> | |
1277 | <alt>screenshot of invoicing</alt> | |
1278 | ||
1279 | <imageobject> | |
1280 | <imagedata fileref="media/detach-lineitem-invoice-2.png" scalefit="0"></imagedata> | |
1281 | </imageobject> | |
1282 | </mediaobject></para> | |
1283 | </informalfigure> | |
1284 | </step> | |
1285 | ||
1286 | <step> | |
1287 | <informalfigure> | |
1288 | <para>Save the invoice. There are three options for saving an invoice:</para> | |
1289 | <para><mediaobject> | |
1290 | <alt>screenshot of invoicing</alt> | |
1291 | ||
1292 | <imageobject> | |
1293 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata> | |
1294 | </imageobject> | |
1295 | </mediaobject></para> | |
1296 | </informalfigure> | |
1297 | ||
1298 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para> | |
1299 | <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 | |
1300 | pay the invoice.</para> | |
1301 | <para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para> | |
1302 | </step> | |
1303 | ||
1304 | </procedure> | |
1305 | </section> | |
1306 | ||
1307 | <section xml:id="view-invoice"> | |
1308 | <title>View an Invoice</title> | |
1309 | <para>You can view an invoice in one of three ways:</para> | |
1310 | <itemizedlist> | |
1311 | <listitem> | |
1312 | <para><link linkend="view-invoice-search">View Invoices through a Search</link></para> | |
1313 | </listitem> | |
1314 | <listitem> | |
1315 | <para><link linkend="view-invoice-purchase-order">View Invoices on a Purchase Order</link></para> | |
1316 | </listitem> | |
1317 | <listitem> | |
1318 | <para><link linkend="view-invoice-lineitem">View Invoices Attached to a Line Item</link></para> | |
1319 | </listitem> | |
1320 | </itemizedlist> | |
1321 | ||
1322 | <simplesect xml:id="view-invoice-search"> | |
1323 | <title>View Invoices through a Search</title> | |
1324 | ||
1325 | <para><link linkend="invoice-search-tips">Search Tips</link></para> | |
1326 | <para>The default invoice search allows you to quickly generate a list of open invoices.</para> | |
1327 | <para>This search can also easily be modified to search for invoices using other parameters.</para> | |
1328 | ||
1329 | <procedure> | |
1330 | <step> | |
1331 | <informalfigure> | |
1332 | <para>To access the searching interface, select | |
1333 | <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para> | |
1334 | <para><mediaobject> | |
1335 | <alt>screenshot of the Invoice Search</alt> | |
1336 | ||
1337 | <imageobject> | |
1338 | <imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata> | |
1339 | </imageobject> | |
1340 | </mediaobject></para> | |
1341 | </informalfigure> | |
1342 | </step> | |
1343 | ||
1344 | <step> | |
1345 | <informalfigure> | |
1346 | <para>By default the search interface is set to search for open invoices created by your ordering agency.</para> | |
1347 | <para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para> | |
1348 | <para><mediaobject> | |
1349 | <alt>screenshot of the Invoice Search</alt> | |
1350 | ||
1351 | <imageobject> | |
1352 | <imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata> | |
1353 | </imageobject> | |
1354 | </mediaobject></para> | |
1355 | </informalfigure> | |
1356 | </step> | |
1357 | </procedure> | |
1358 | </simplesect> | |
1359 | ||
1360 | <simplesect xml:id="view-invoice-purchase-order"> | |
1361 | <title>View Invoices on a Purchase Order</title> | |
1362 | ||
1363 | <procedure> | |
1364 | <step> | |
1365 | <para>Open a purchase order.</para> | |
1366 | </step> | |
1367 | ||
1368 | <step> | |
1369 | <informalfigure> | |
1370 | <para>Click <guibutton>View Invoices</guibutton>. The number in parentheses indicates the number of invoices attached to the purchase order.</para> | |
1371 | <para><mediaobject> | |
1372 | <alt>screenshot of invoicing</alt> | |
1373 | ||
1374 | <imageobject> | |
1375 | <imagedata fileref="media/view-link-po-invoice-1.png" scalefit="0"></imagedata> | |
1376 | </imageobject> | |
1377 | </mediaobject></para> | |
1378 | </informalfigure> | |
1379 | </step> | |
1380 | ||
1381 | <step> | |
1382 | <informalfigure> | |
1383 | <para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para> | |
1384 | <para><mediaobject> | |
1385 | <alt>screenshot of invoicing</alt> | |
1386 | ||
1387 | <imageobject> | |
1388 | <imagedata fileref="media/view-link-po-invoice-2.png" scalefit="0"></imagedata> | |
1389 | </imageobject> | |
1390 | </mediaobject></para> | |
1391 | </informalfigure> | |
1392 | </step> | |
1393 | </procedure> | |
1394 | </simplesect> | |
1395 | ||
1396 | <simplesect xml:id="view-invoice-lineitem"> | |
1397 | <title>View Invoices Attached to a Line Item</title> | |
1398 | ||
1399 | <procedure> | |
1400 | <step> | |
1401 | <para>Open your purchase order.</para> | |
1402 | </step> | |
1403 | ||
1404 | <step> | |
1405 | <informalfigure> | |
1406 | <para>Using the <guilabel>Actions</guilabel> menu on the line item, select | |
1407 | <menuchoice><guimenu>Actions</guimenu><guimenuitem>View Invoice(s)</guimenuitem></menuchoice> to view any invoices that are attached to the line item.</para> | |
1408 | <para><mediaobject> | |
1409 | <alt>screenshot of invoicing</alt> | |
1410 | ||
1411 | <imageobject> | |
1412 | <imagedata fileref="media/view-link-lineitem-invoice-1.png" scalefit="0"></imagedata> | |
1413 | </imageobject> | |
1414 | </mediaobject></para> | |
1415 | </informalfigure> | |
1416 | </step> | |
1417 | ||
1418 | <step> | |
1419 | <informalfigure> | |
1420 | <para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para> | |
1421 | <para><mediaobject> | |
1422 | <alt>screenshot of invoicing</alt> | |
1423 | ||
1424 | <imageobject> | |
1425 | <imagedata fileref="media/view-invoice-6.png" scalefit="0"></imagedata> | |
1426 | </imageobject> | |
1427 | </mediaobject></para> | |
1428 | </informalfigure> | |
1429 | </step> | |
1430 | </procedure> | |
1431 | </simplesect> | |
1432 | ||
1433 | </section> | |
1434 | <section xml:id="print-invoice"> | |
1435 | <title>Printing Invoices</title> | |
1436 | <para>Invoices can be printed individually or as a batch from the search grid.</para> | |
1437 | ||
1438 | <procedure> | |
1439 | <step> | |
1440 | <informalfigure> | |
1441 | <para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para> | |
1442 | <para><mediaobject> | |
1443 | <alt>screenshot of invoicing</alt> | |
1444 | ||
1445 | <imageobject> | |
1446 | <imagedata fileref="media/view-invoice-1.png" scalefit="0"></imagedata> | |
1447 | </imageobject> | |
1448 | </mediaobject></para> | |
1449 | </informalfigure> | |
1450 | </step> | |
1451 | ||
1452 | <step> | |
1453 | <para>This opens the Acquisitions Search screen. Use this search to retrieve the invoices you would like to print. For more information see | |
1454 | <link linkend="view-invoice-search">View Invoices through a Search</link>.</para> | |
1455 | </step> | |
1456 | ||
1457 | <step> | |
1458 | <informalfigure> | |
1459 | <para>Check the boxes adjacent to the invoices you would like to print.</para> | |
1460 | <para><mediaobject> | |
1461 | <alt>screenshot of invoicing</alt> | |
1462 | ||
1463 | <imageobject> | |
1464 | <imagedata fileref="media/print-invoice-1.png" scalefit="0"></imagedata> | |
1465 | </imageobject> | |
1466 | </mediaobject></para> | |
1467 | </informalfigure> | |
1468 | <tip><para>You can select only one invoice if you only want to print a specific invoice.</para></tip> | |
1469 | </step> | |
1470 | ||
1471 | <step> | |
1472 | <informalfigure> | |
1473 | <para>Click <guibutton>Print Selected Invoices</guibutton>.</para> | |
1474 | <para><mediaobject> | |
1475 | <alt>screenshot of invoicing</alt> | |
1476 | ||
1477 | <imageobject> | |
1478 | <imagedata fileref="media/print-invoice-2.png" scalefit="0"></imagedata> | |
1479 | </imageobject> | |
1480 | </mediaobject></para> | |
1481 | </informalfigure> | |
1482 | </step> | |
1483 | ||
1484 | <step> | |
1485 | <informalfigure> | |
1486 | <para>Select your printer and click <guibutton>OK</guibutton>.</para> | |
1487 | <para><mediaobject> | |
1488 | <alt>screenshot of invoicing</alt> | |
1489 | ||
1490 | <imageobject> | |
1491 | <imagedata fileref="media/print-invoice-3.png" scalefit="0"></imagedata> | |
1492 | </imageobject> | |
1493 | </mediaobject></para> | |
1494 | </informalfigure> | |
1495 | </step> | |
1496 | ||
1497 | </procedure> | |
1498 | ||
1499 | </section> | |
1500 | <section xml:id="pay-invoice"> | |
1501 | <title>Pay an Invoice</title> | |
1502 | <para>Invoices must be paid in Evergreen for funds to move from encumbered to spent.</para> | |
1503 | ||
1504 | <procedure> | |
1505 | <step> | |
1506 | <para>Open or create an invoice.</para> | |
1507 | </step> | |
1508 | ||
1509 | <step> | |
1510 | <informalfigure> | |
1511 | <para>In the <guilabel>Paid</guilabel> column, enter the amount paid for each line item.</para> | |
1512 | <para><mediaobject> | |
1513 | <alt>screenshot of invoicing</alt> | |
1514 | ||
1515 | <imageobject> | |
1516 | <imagedata fileref="media/pay-invoice-1.png" scalefit="0"></imagedata> | |
1517 | </imageobject> | |
1518 | </mediaobject></para> | |
1519 | </informalfigure> | |
1520 | </step> | |
1521 | ||
1522 | <step> | |
1523 | <informalfigure> | |
1524 | <para>Save the invoice. There are three options for saving an invoice:</para> | |
1525 | <para><mediaobject> | |
1526 | <alt>screenshot of invoicing</alt> | |
1527 | ||
1528 | <imageobject> | |
1529 | <imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata> | |
1530 | </imageobject> | |
1531 | </mediaobject></para> | |
1532 | </informalfigure> | |
1533 | ||
1534 | <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para> | |
1535 | <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 | |
1536 | pay the invoice.</para> | |
1537 | <para>Click <guibutton>Save and Close</guibutton> when you have completed the invoice to close the invoice.</para> | |
1538 | </step> | |
1539 | </procedure> | |
1540 | ||
1541 | </section> | |
1542 | <section xml:id="complete-invoice"> | |
1543 | <title>Complete an Invoice</title> | |
1544 | <para>An invoice is completed when all required fields are filled in and the invoice is closed.</para> | |
1545 | ||
1546 | <procedure> | |
1547 | <step> | |
1548 | <para>Open an invoice.</para> | |
1549 | </step> | |
1550 | ||
1551 | <step> | |
1552 | <informalfigure> | |
1553 | <para>Ensure information is entered in all required fields.</para> | |
1554 | <para><mediaobject> | |
1555 | <alt>screenshot of invoicing</alt> | |
1556 | ||
1557 | <imageobject> | |
1558 | <imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata> | |
1559 | </imageobject> | |
1560 | </mediaobject></para> | |
1561 | </informalfigure> | |
1562 | <para>Required fields are:</para> | |
1563 | ||
1564 | <itemizedlist> | |
1565 | <listitem> | |
1566 | <para>Vendor Invoice ID</para> | |
1567 | </listitem> | |
1568 | <listitem> | |
1569 | <para>Provider</para> | |
1570 | </listitem> | |
1571 | <listitem> | |
1572 | <para>Payment Method</para> | |
1573 | </listitem> | |
1574 | <listitem> | |
1575 | <para>Invoice Date</para> | |
1576 | </listitem> | |
1577 | <listitem> | |
1578 | <para>Shipper</para> | |
1579 | </listitem> | |
1580 | <listitem> | |
1581 | <para>Receiver</para> | |
1582 | </listitem> | |
1583 | <listitem> | |
1584 | <para># Invoiced/# Paid</para> | |
1585 | </listitem> | |
1586 | <listitem> | |
1587 | <para>Billed</para> | |
1588 | </listitem> | |
1589 | <listitem> | |
1590 | <para>Paid</para> | |
1591 | </listitem> | |
1592 | </itemizedlist> | |
1593 | ||
1594 | <para>The totals at the bottom of the invoice will calculate based on the other information you enter.</para> | |
1595 | </step> | |
1596 | ||
1597 | <step> | |
1598 | <informalfigure> | |
1599 | <para>Click <guibutton>Save and Close</guibutton>. This will complete the invoice.</para> | |
1600 | <para><mediaobject> | |
1601 | <alt>screenshot of invoicing</alt> | |
1602 | ||
1603 | <imageobject> | |
1604 | <imagedata fileref="media/complete-invoice-2.png" scalefit="0"></imagedata> | |
1605 | </imageobject> | |
1606 | </mediaobject></para> | |
1607 | </informalfigure> | |
1608 | </step> | |
1609 | </procedure> | |
1610 | ||
1611 | </section> | |
1612 | <section xml:id="reopen-invoice"> | |
1613 | <title>Re-open an Invoice</title> | |
1614 | <para>Completed invoices can be re-opened at anytime.</para> | |
1615 | ||
1616 | <procedure> | |
1617 | <step> | |
1618 | <para>Bring up the completed invoice you wish to re-open.</para> | |
1619 | </step> | |
1620 | ||
1621 | <step> | |
1622 | <informalfigure> | |
1623 | <para>At the bottom of the invoice click <guibutton>Reopen Invoice</guibutton>.</para> | |
1624 | <para><mediaobject> | |
1625 | <alt>screenshot of invoicing</alt> | |
1626 | ||
1627 | <imageobject> | |
1628 | <imagedata fileref="media/reopen-invoice-1.png" scalefit="0"></imagedata> | |
1629 | </imageobject> | |
1630 | </mediaobject></para> | |
1631 | </informalfigure> | |
1632 | </step> | |
1633 | ||
1634 | <step> | |
1635 | <informalfigure> | |
1636 | <para>The invoice is now be open and can be edited.</para> | |
1637 | <para><mediaobject> | |
1638 | <alt>screenshot of invoicing</alt> | |
1639 | ||
1640 | <imageobject> | |
1641 | <imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata> | |
1642 | </imageobject> | |
1643 | </mediaobject></para> | |
1644 | </informalfigure> | |
1645 | </step> | |
1646 | </procedure> | |
1647 | ||
1648 | </section> | |
1649 | </chapter> |