Minor update to screenshot in Invoicing.
[sitka/doc/acquisitions.git] / acq / acq-invoices.xml
CommitLineData
31063226
RJ
1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-invoices">\r
4 <info>\r
5 <title>Invoices</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
9880bf27
JP
16 <para>You can create invoices for purchase orders, individual line items, as well as creating blank invoices that charges can be added to. You can also \r
17link entire purchase orders and particular line items to existing invoices. Funds switch from being encumbered to spent when the paid column of an invoice is filled \r
18in and the invoice is saved.</para>\r
19<para>If desired, you can create an invoice for items before you receive them. You are able to re-open closed invoices to make adjustments as well as print out all \r
20invoices.</para>\r
de0d1fa8 21<para>All invoicing in 2.2 is manual.</para>\r
31063226
RJ
22</abstract>\r
23 \r
24\r
25 </info>\r
26\r
31063226
RJ
27\r
28<section xml:id="creating-invoices">\r
29<title>Creating Invoices</title>\r
30\r
65782033 31<para>There are four ways to create an invoice:</para>\r
31063226
RJ
32\r
33<itemizedlist>\r
34<listitem>\r
65782033 35<para><link linkend="create-blanket-invoice">Create a Blank Invoice</link></para>\r
31063226 36</listitem>\r
31063226 37<listitem>\r
65782033 38<para><link linkend="create-invoice-purchase-order">Create an Invoice From a Purchase Order</link></para>\r
31063226 39</listitem>\r
31063226 40<listitem>\r
65782033 41<para><link linkend="create-invoice-line-items">Create an Invoice From Multiple Line Items</link></para>\r
31063226 42</listitem>\r
31063226 43<listitem>\r
65782033 44<para><link linkend="create-invoice-line-item">Create an Invoice From a Single Line Item</link></para>\r
31063226 45</listitem>\r
65782033 46</itemizedlist>\r
31063226 47\r
31063226 48\r
31063226 49\r
65782033
JP
50 <simplesect xml:id="create-blanket-invoice">\r
51 <title>Create a Blank Invoice</title>\r
de0d1fa8 52 <para>You can create an invoice to use for purchases that have no purchase order or to link line items to.</para>\r
31063226 53\r
65782033
JP
54<procedure>\r
55<step>\r
31063226 56<informalfigure>\r
65782033 57<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Create Invoice</guimenuitem></menuchoice>.</para>\r
31063226
RJ
58<para><mediaobject>\r
59<alt>screenshot of invoicing</alt>\r
60\r
61<imageobject>\r
65782033 62<imagedata fileref="media/blanket-invoice-1.png" scalefit="0"></imagedata>\r
31063226
RJ
63</imageobject>\r
64</mediaobject></para>\r
65</informalfigure>\r
65782033 66</step>\r
31063226 67\r
65782033 68<step>\r
31063226 69<informalfigure>\r
65782033 70<para>Fill in the top section of the invoice. See <link linkend="invoice-details">Invoice Details</link> for guidelines on filling in this information.</para>\r
31063226
RJ
71<para><mediaobject>\r
72<alt>screenshot of invoicing</alt>\r
73\r
74<imageobject>\r
65782033 75<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
31063226
RJ
76</imageobject>\r
77</mediaobject></para>\r
78</informalfigure>\r
65782033 79</step>\r
31063226 80\r
65782033 81<step>\r
de0d1fa8
JP
82<informalfigure>\r
83<para>There are two options for saving an invoice:</para> \r
84<para><mediaobject>\r
85<alt>screenshot of invoicing</alt>\r
86\r
87<imageobject>\r
88<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
89</imageobject>\r
90</mediaobject></para>\r
91</informalfigure>\r
92\r
93<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
94<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
95</step>\r
96\r
97<step>\r
98<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">populating invoices</link>.</para>\r
99</step>\r
100\r
101<step>\r
102<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">adding charges</link>.</para>\r
103</step>\r
104\r
105<step>\r
106<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
31063226
RJ
107</step>\r
108\r
109<step>\r
de0d1fa8 110<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
31063226 111</step>\r
31063226
RJ
112</procedure>\r
113\r
114</simplesect>\r
115\r
116<simplesect xml:id="create-invoice-purchase-order">\r
9880bf27 117<title>Create an Invoice From a Purchase Order</title>\r
65782033
JP
118<para>You can create an invoice containing all of the line items on a purchase order.</para>\r
119\r
31063226
RJ
120<procedure>\r
121<step>\r
65782033 122<para>Open a purchase order.</para>\r
31063226
RJ
123</step>\r
124\r
125<step>\r
126<informalfigure>\r
127<para>Click <guibutton>Create Invoice</guibutton>.</para>\r
128<para><mediaobject>\r
129<alt>screenshot of invoicing</alt>\r
130\r
131<imageobject>\r
132<imagedata fileref="media/purchaseorder-invoice-1.png" scalefit="0"></imagedata>\r
133</imageobject>\r
134</mediaobject></para>\r
135</informalfigure>\r
136</step>\r
137\r
138<step>\r
139<para>A new invoice will open in the same tab.</para>\r
140</step>\r
141\r
142<step>\r
143<informalfigure>\r
65782033 144<para>Fill in the top section of the invoice. See <link linkend="invoice-details">Invoice Details</link> for guidelines on filling in this information.</para>\r
31063226
RJ
145<para><mediaobject>\r
146<alt>screenshot of invoicing</alt>\r
147\r
148<imageobject>\r
149<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
150</imageobject>\r
151</mediaobject></para>\r
152</informalfigure>\r
65782033 153</step>\r
31063226 154\r
65782033 155<step>\r
31063226 156<informalfigure>\r
de0d1fa8
JP
157<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list all of the line items from the purchase order along with information pertaining \r
158to each line item.</para> \r
31063226
RJ
159<para><mediaobject>\r
160<alt>screenshot of invoicing</alt>\r
161\r
162<imageobject>\r
65782033 163<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
31063226
RJ
164</imageobject>\r
165</mediaobject></para>\r
166</informalfigure>\r
31063226 167\r
de0d1fa8
JP
168<note>\r
169<para>Title Details include:</para>\r
31063226 170\r
65782033
JP
171<itemizedlist>\r
172<listitem>\r
173<para>Title</para>\r
31063226 174</listitem>\r
31063226 175<listitem>\r
65782033 176<para>Author</para>\r
31063226 177</listitem>\r
31063226 178<listitem>\r
65782033
JP
179<para>ISBN</para>\r
180</listitem>\r
181<listitem>\r
182<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
183</listitem>\r
184<listitem>\r
185<para>summary of amounts estimated, encumbered, and paid</para>\r
186</listitem>\r
187<listitem>\r
188<para>line item ID number</para>\r
189</listitem>\r
190<listitem>\r
191<para>link to the Selection List (if used)</para>\r
31063226 192</listitem>\r
31063226 193<listitem>\r
65782033
JP
194<para>link to the Purchase Order</para>\r
195</listitem>\r
196</itemizedlist>\r
de0d1fa8 197</note>\r
65782033
JP
198</step>\r
199\r
200<step>\r
31063226 201<informalfigure>\r
65782033 202<para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field will have automatically filled.</para>\r
de0d1fa8 203<para>The completion of this field is required to save the invoice.</para>\r
31063226
RJ
204<para><mediaobject>\r
205<alt>screenshot of invoicing</alt>\r
206\r
207<imageobject>\r
65782033 208<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
31063226
RJ
209</imageobject>\r
210</mediaobject></para>\r
211</informalfigure>\r
65782033 212</step>\r
31063226 213\r
65782033 214<step>\r
31063226 215<informalfigure>\r
65782033 216<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
31063226
RJ
217<para><mediaobject>\r
218<alt>screenshot of invoicing</alt>\r
219\r
220<imageobject>\r
65782033 221<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
31063226
RJ
222</imageobject>\r
223</mediaobject></para>\r
224</informalfigure>\r
65782033 225</step>\r
31063226 226\r
65782033 227<step>\r
31063226 228<informalfigure>\r
65782033 229<para>There are two options for saving an invoice:</para> \r
31063226
RJ
230<para><mediaobject>\r
231<alt>screenshot of invoicing</alt>\r
232\r
233<imageobject>\r
65782033 234<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
31063226
RJ
235</imageobject>\r
236</mediaobject></para>\r
237</informalfigure>\r
31063226 238\r
65782033
JP
239<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
240<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
025756cb
JP
241\r
242<note><para>The following fields are required to save the invoice:</para>\r
243\r
244<itemizedlist> \r
245<listitem>\r
246<para>Vendor Invoice ID</para>\r
247</listitem>\r
248<listitem>\r
249<para>Provider</para>\r
250</listitem>\r
251<listitem>\r
252<para>Shipper</para>\r
253</listitem>\r
254<listitem>\r
255<para>Payment Method</para>\r
256</listitem>\r
257<listitem>\r
258<para># Invoiced</para>\r
259</listitem>\r
260<listitem>\r
261<para># Paid</para>\r
262</listitem>\r
263</itemizedlist>\r
264</note>\r
65782033
JP
265</step>\r
266\r
267<step>\r
de0d1fa8
JP
268<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">populating invoices</link>.</para>\r
269</step>\r
270\r
271<step>\r
272<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">adding charges</link>.</para>\r
65782033
JP
273</step>\r
274\r
275<step>\r
276<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
277</step>\r
278\r
279<step>\r
280<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
281</step>\r
282\r
283\r
284</procedure>\r
285\r
286</simplesect>\r
287\r
288<simplesect xml:id="create-invoice-line-items">\r
289<title>Create an Invoice From Multiple Line Items</title>\r
290\r
291<para>You can create an invoice from mulitple line items on a purchase order. You can then link additional line items from the same or \r
de0d1fa8 292different purchase orders to this invoice.</para>\r
65782033 293\r
65782033
JP
294<procedure>\r
295<step>\r
de0d1fa8 296<para>Open a purchase order.</para>\r
65782033
JP
297</step>\r
298\r
299<step>\r
300<para>Check the boxes beside the line items you would like to use to create your invoice.</para>\r
301</step>\r
302\r
303<step>\r
31063226 304<informalfigure>\r
65782033
JP
305<para>Using the main <guilabel>Actions</guilabel> menu, select \r
306<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Invoice From Selected Lineitems</guimenuitem></menuchoice>.</para>\r
31063226
RJ
307<para><mediaobject>\r
308<alt>screenshot of invoicing</alt>\r
309\r
310<imageobject>\r
65782033 311<imagedata fileref="media/lineitem-multiple-invoice-1.png" scalefit="0"></imagedata>\r
31063226
RJ
312</imageobject>\r
313</mediaobject></para>\r
314</informalfigure>\r
65782033 315</step>\r
31063226 316\r
65782033
JP
317\r
318<step>\r
319<para>A new invoice will open in the same tab.</para>\r
320</step>\r
321\r
322\r
323<step>\r
31063226 324<informalfigure>\r
65782033 325<para>Fill in the top section of the invoice. See <link linkend="invoice-details">Invoice Details</link> for guidelines on filling in this information.</para>\r
31063226
RJ
326<para><mediaobject>\r
327<alt>screenshot of invoicing</alt>\r
328\r
329<imageobject>\r
65782033 330<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
31063226
RJ
331</imageobject>\r
332</mediaobject></para>\r
333</informalfigure>\r
31063226
RJ
334</step>\r
335\r
336<step>\r
337<informalfigure>\r
de0d1fa8
JP
338<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list all of the line items from the purchase order along with information pertaining \r
339to each line item.</para> \r
31063226
RJ
340<para><mediaobject>\r
341<alt>screenshot of invoicing</alt>\r
342\r
343<imageobject>\r
344<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
345</imageobject>\r
346</mediaobject></para>\r
347</informalfigure>\r
348\r
de0d1fa8
JP
349<note>\r
350<para>Title Details include:</para>\r
31063226
RJ
351\r
352<itemizedlist>\r
353<listitem>\r
354<para>Title</para>\r
355</listitem>\r
356<listitem>\r
357<para>Author</para>\r
358</listitem>\r
359<listitem>\r
360<para>ISBN</para>\r
361</listitem>\r
362<listitem>\r
363<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
364</listitem>\r
365<listitem>\r
366<para>summary of amounts estimated, encumbered, and paid</para>\r
367</listitem>\r
368<listitem>\r
369<para>line item ID number</para>\r
370</listitem>\r
371<listitem>\r
372<para>link to the Selection List (if used)</para>\r
373</listitem>\r
374<listitem>\r
375<para>link to the Purchase Order</para>\r
376</listitem>\r
377</itemizedlist>\r
de0d1fa8 378</note>\r
31063226
RJ
379</step>\r
380\r
381<step>\r
382<informalfigure>\r
383<para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field will have automatically filled.</para>\r
de0d1fa8 384<para>The completion of this field is required to save the invoice.</para>\r
31063226
RJ
385<para><mediaobject>\r
386<alt>screenshot of invoicing</alt>\r
387\r
388<imageobject>\r
389<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
390</imageobject>\r
391</mediaobject></para>\r
392</informalfigure>\r
393</step>\r
394\r
395<step>\r
396<informalfigure>\r
397<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
398<para><mediaobject>\r
399<alt>screenshot of invoicing</alt>\r
400\r
401<imageobject>\r
402<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
403</imageobject>\r
404</mediaobject></para>\r
405</informalfigure>\r
406</step>\r
407\r
408<step>\r
31063226 409<informalfigure>\r
65782033 410<para>There are two options for saving an invoice:</para> \r
31063226
RJ
411<para><mediaobject>\r
412<alt>screenshot of invoicing</alt>\r
413\r
414<imageobject>\r
415<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
416</imageobject>\r
417</mediaobject></para>\r
418</informalfigure>\r
419\r
420<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
65782033 421<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
31063226 422\r
65782033 423<note><para>The fields that are required to save the invoice are:</para>\r
31063226
RJ
424\r
425<itemizedlist> \r
426<listitem>\r
427<para>Vendor Invoice ID</para>\r
428</listitem>\r
429<listitem>\r
430<para>Provider</para>\r
431</listitem>\r
432<listitem>\r
433<para>Shipper</para>\r
434</listitem>\r
435<listitem>\r
436<para>Payment Method</para>\r
437</listitem>\r
438<listitem>\r
439<para># Invoiced</para>\r
440</listitem>\r
441<listitem>\r
442<para># Paid</para>\r
443</listitem>\r
444</itemizedlist>\r
65782033 445</note>\r
025756cb 446</step>\r
31063226 447\r
025756cb 448<step>\r
de0d1fa8
JP
449<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">populating invoices</link>.</para>\r
450</step>\r
451\r
452<step>\r
453<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">adding charges</link>.</para>\r
025756cb
JP
454</step>\r
455\r
456<step>\r
457<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
458</step>\r
459\r
460<step>\r
461<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
462</step>\r
463</procedure>\r
464\r
465\r
466</simplesect>\r
467\r
468\r
469 <simplesect xml:id="create-invoice-line-item">\r
470 <title>Create an Invoice for a Single Line Item</title>\r
471\r
472<para>You can create an invoice from a specific line item on a purchase order. You can then link additional line items from the same or \r
de0d1fa8 473different purchase orders to this invoice.</para>\r
31063226
RJ
474 \r
475<procedure>\r
476<step>\r
65782033 477<para>Open a purchase order.</para>\r
31063226
RJ
478</step>\r
479\r
480<step>\r
481<informalfigure>\r
482<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
483<menuchoice><guimenu>Actions</guimenu><guimenuitem>New Invoice</guimenuitem></menuchoice>.</para>\r
484<para><mediaobject>\r
485<alt>screenshot of invoicing</alt>\r
486\r
487<imageobject>\r
488<imagedata fileref="media/lineitem-invoice-1.png" scalefit="0"></imagedata>\r
489</imageobject>\r
490</mediaobject></para>\r
491</informalfigure>\r
492</step>\r
493\r
494<step>\r
495<para>A new invoice will open in the same tab.</para>\r
496</step>\r
497\r
65782033 498\r
31063226
RJ
499<step>\r
500<informalfigure>\r
65782033 501<para>Fill in the top section of the invoice. See <link linkend="invoice-details">Invoice Details</link> for guidelines on filling in this information.</para>\r
31063226
RJ
502<para><mediaobject>\r
503<alt>screenshot of invoicing</alt>\r
504\r
505<imageobject>\r
506<imagedata fileref="media/blanket-invoice-2.png" scalefit="0"></imagedata>\r
507</imageobject>\r
508</mediaobject></para>\r
509</informalfigure>\r
65782033 510</step>\r
31063226 511\r
65782033 512<step>\r
31063226 513<informalfigure>\r
793049ba 514<para>The <guilabel>Bibliographic Items</guilabel> section of the invoice will list the line items from the purchase order along with information pertaining \r
65782033 515to that line item.</para> \r
31063226
RJ
516<para><mediaobject>\r
517<alt>screenshot of invoicing</alt>\r
518\r
519<imageobject>\r
65782033 520<imagedata fileref="media/purchaseorder-invoice-2.png" scalefit="0"></imagedata>\r
31063226
RJ
521</imageobject>\r
522</mediaobject></para>\r
523</informalfigure>\r
31063226 524\r
de0d1fa8
JP
525<note>\r
526<para>Title Details includes:</para>\r
65782033
JP
527\r
528<itemizedlist>\r
529<listitem>\r
530<para>Title</para>\r
531</listitem>\r
532<listitem>\r
533<para>Author</para>\r
534</listitem>\r
535<listitem>\r
536<para>ISBN</para>\r
537</listitem>\r
538<listitem>\r
539<para>summary of copies ordered, received, invoiced, claimed, and cancelled</para>\r
540</listitem>\r
541<listitem>\r
542<para>summary of amounts estimated, encumbered, and paid</para>\r
543</listitem>\r
544<listitem>\r
545<para>line item ID number</para>\r
546</listitem>\r
547<listitem>\r
548<para>link to the Selection List (if used)</para>\r
549</listitem>\r
31063226 550<listitem>\r
65782033
JP
551<para>link to the Purchase Order</para>\r
552</listitem>\r
553</itemizedlist>\r
de0d1fa8 554</note>\r
65782033
JP
555</step>\r
556\r
557<step>\r
31063226 558<informalfigure>\r
65782033 559<para>In the <guilabel># Invoiced</guilabel> field, enter the number of items invoiced. The <guilabel># Paid</guilabel> field will have automatically filled.</para>\r
de0d1fa8 560<para>The completion of this field is required to save the invoice.</para>\r
31063226
RJ
561<para><mediaobject>\r
562<alt>screenshot of invoicing</alt>\r
563\r
564<imageobject>\r
65782033 565<imagedata fileref="media/purchaseorder-invoice-3.png" scalefit="0"></imagedata>\r
31063226
RJ
566</imageobject>\r
567</mediaobject></para>\r
568</informalfigure>\r
65782033 569</step>\r
31063226 570\r
65782033 571<step>\r
31063226 572<informalfigure>\r
65782033 573<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
31063226
RJ
574<para><mediaobject>\r
575<alt>screenshot of invoicing</alt>\r
576\r
577<imageobject>\r
65782033 578<imagedata fileref="media/purchaseorder-invoice-4.png" scalefit="0"></imagedata>\r
31063226
RJ
579</imageobject>\r
580</mediaobject></para>\r
581</informalfigure>\r
65782033 582</step>\r
31063226 583\r
65782033 584<step>\r
31063226 585<informalfigure>\r
65782033 586<para>There are two options for saving an invoice:</para> \r
31063226
RJ
587<para><mediaobject>\r
588<alt>screenshot of invoicing</alt>\r
589\r
590<imageobject>\r
65782033 591<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
31063226
RJ
592</imageobject>\r
593</mediaobject></para>\r
594</informalfigure>\r
31063226 595\r
65782033
JP
596<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
597<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
025756cb
JP
598<note><para>The fields that are required to save the invoice are:</para>\r
599\r
600<itemizedlist> \r
601<listitem>\r
602<para>Vendor Invoice ID</para>\r
603</listitem>\r
604<listitem>\r
605<para>Provider</para>\r
606</listitem>\r
607<listitem>\r
608<para>Shipper</para>\r
609</listitem>\r
610<listitem>\r
611<para>Payment Method</para>\r
612</listitem>\r
613<listitem>\r
614<para># Invoiced</para>\r
615</listitem>\r
616<listitem>\r
617<para># Paid</para>\r
618</listitem>\r
619</itemizedlist>\r
620</note>\r
65782033
JP
621</step>\r
622\r
623<step>\r
de0d1fa8
JP
624<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">populating invoices</link>.</para>\r
625</step>\r
626\r
627<step>\r
628<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">adding charges</link>.</para>\r
65782033
JP
629</step>\r
630\r
631<step>\r
632<para>For information on receiving line items through an invoice see <link linkend="receive-invoice">Receive Line Items From an Invoice</link>.</para>\r
633</step>\r
634\r
635<step>\r
636<para>For information on other invoice options and features see the other sections in this chapter.</para>\r
637</step>\r
638\r
639</procedure>\r
640</simplesect>\r
641\r
642</section>\r
643\r
644<section xml:id="invoice-interface">\r
645<title>Invoice Interface</title>\r
646\r
793049ba
JP
647<para>The invoice interface has changed significantly with new development. These changes include:</para>\r
648\r
649<itemizedlist>\r
650<listitem>\r
651<para>A line item count at the top of the interface.</para>\r
652</listitem>\r
653<listitem>\r
654<para>An expected cost total at the top of the interface.</para>\r
655</listitem>\r
656<listitem>\r
657<para>The ability to hide and show the invoice details.</para>\r
658</listitem>\r
659<listitem>\r
660<para>A new <guilabel>Search</guilabel> tab.</para>\r
661</listitem>\r
662<listitem>\r
de0d1fa8 663<informalfigure>\r
793049ba 664<para>New buttons for <guilabel>Save</guilabel>, <guilabel>Save and Clear</guilabel>, <guilabel>Prorate</guilabel>, and <guilabel>Close</guilabel>.</para>\r
de0d1fa8
JP
665<para><mediaobject>\r
666<alt>screenshot of invoicing</alt>\r
667\r
668<imageobject>\r
669<imagedata fileref="media/invoice-details-1.png" scalefit="0"></imagedata>\r
670</imageobject>\r
671</mediaobject></para>\r
672</informalfigure>\r
793049ba
JP
673</listitem>\r
674</itemizedlist>\r
675\r
65782033
JP
676\r
677<simplesect xml:id="invoice-details">\r
678<title>Invoice Details</title>\r
679\r
de0d1fa8
JP
680<para>The Invoice Details section must be completed for every invoice created.</para>\r
681<para>The Invoice Details fields are:</para>\r
682\r
65782033 683<itemizedlist>\r
31063226
RJ
684<listitem>\r
685<informalfigure>\r
de0d1fa8
JP
686<para><guilabel>Vendor Invoice ID</guilabel>.</para>\r
687<para>This number may be listed on the paper invoice sent by your provider.</para>\r
688<para><emphasis>This is a required field.</emphasis></para>\r
31063226
RJ
689<para><mediaobject>\r
690<alt>screenshot of invoicing</alt>\r
691\r
692<imageobject>\r
65782033 693<imagedata fileref="media/blanket-invoice-3.png" scalefit="0"></imagedata>\r
31063226
RJ
694</imageobject>\r
695</mediaobject></para>\r
696</informalfigure>\r
697</listitem>\r
698\r
699<listitem>\r
700<informalfigure>\r
de0d1fa8
JP
701<para><guilabel>Receive Method</guilabel></para>\r
702<para>Only paper invoicing is available in the 2.2 release. Electronic invoicing through EDI will be available in future releases.</para>\r
703<para><emphasis>This is a required field.</emphasis></para>\r
31063226
RJ
704<para><mediaobject>\r
705<alt>screenshot of invoicing</alt>\r
706\r
707<imageobject>\r
65782033 708<imagedata fileref="media/blanket-invoice-4.png" scalefit="0"></imagedata>\r
31063226
RJ
709</imageobject>\r
710</mediaobject></para>\r
711</informalfigure>\r
712</listitem>\r
713\r
714<listitem>\r
715<informalfigure>\r
de0d1fa8
JP
716<para><guilabel>Provider</guilabel> and <guilabel>Shipper</guilabel></para>\r
717<para>These fields will auto-complete.</para>\r
718<para>Your shipper is usually the same as your provider.</para>\r
719<para><emphasis>These are required fields.</emphasis></para>\r
31063226
RJ
720<para><mediaobject>\r
721<alt>screenshot of invoicing</alt>\r
722\r
723<imageobject>\r
65782033 724<imagedata fileref="media/blanket-invoice-5.png" scalefit="0"></imagedata>\r
31063226
RJ
725</imageobject>\r
726</mediaobject></para>\r
727</informalfigure>\r
728</listitem>\r
729\r
730<listitem>\r
731<informalfigure>\r
de0d1fa8
JP
732<para>Note</para>\r
733<para>This is an optional field that can be used as needed.</para>\r
31063226
RJ
734<para><mediaobject>\r
735<alt>screenshot of invoicing</alt>\r
736\r
737<imageobject>\r
65782033 738<imagedata fileref="media/blanket-invoice-6.png" scalefit="0"></imagedata>\r
31063226
RJ
739</imageobject>\r
740</mediaobject></para>\r
741</informalfigure>\r
742</listitem>\r
743\r
744<listitem>\r
745<informalfigure>\r
de0d1fa8
JP
746<para><guilabel>Payment Method</guilabel></para>\r
747<para>Available payment methods display in a drop down menu. Additional payment methods can be requested by \r
748<link linkend="guidelines-submit-default">submitting a suggestion</link>.</para>\r
749<para><emphasis>This is a required field.</emphasis></para>\r
31063226
RJ
750<para><mediaobject>\r
751<alt>screenshot of invoicing</alt>\r
752\r
753<imageobject>\r
65782033 754<imagedata fileref="media/blanket-invoice-7.png" scalefit="0"></imagedata>\r
31063226
RJ
755</imageobject>\r
756</mediaobject></para>\r
757</informalfigure>\r
758</listitem>\r
31063226 759\r
65782033 760<listitem>\r
31063226 761<informalfigure>\r
de0d1fa8
JP
762<para><guilabel>Invoice Date</guilabel></para>\r
763<para>By default this is the date the invoice is created on. The date can be changed by clicking the field and selecting a \r
65782033 764new date using the calendar widget.</para>\r
de0d1fa8 765<para><emphasis>This is a required field.</emphasis></para>\r
31063226
RJ
766<para><mediaobject>\r
767<alt>screenshot of invoicing</alt>\r
768\r
769<imageobject>\r
65782033 770<imagedata fileref="media/blanket-invoice-8.png" scalefit="0"></imagedata>\r
31063226
RJ
771</imageobject>\r
772</mediaobject></para>\r
773</informalfigure>\r
31063226 774</listitem>\r
31063226 775\r
65782033 776<listitem>\r
31063226 777<informalfigure>\r
de0d1fa8
JP
778<para><guilabel>Invoice Type</guilabel></para>\r
779<para>This field is used if your library distinguishes between types of invoices.</para>\r
31063226
RJ
780<para><mediaobject>\r
781<alt>screenshot of invoicing</alt>\r
782\r
783<imageobject>\r
65782033 784<imagedata fileref="media/blanket-invoice-9.png" scalefit="0"></imagedata>\r
31063226
RJ
785</imageobject>\r
786</mediaobject></para>\r
787</informalfigure>\r
65782033 788</listitem>\r
31063226 789\r
65782033 790<listitem>\r
31063226 791<informalfigure>\r
de0d1fa8
JP
792<para><guilabel>Payment Authorization</guilabel></para>\r
793<para>This field is used if your library requires authorization for payments.</para>\r
31063226
RJ
794<para><mediaobject>\r
795<alt>screenshot of invoicing</alt>\r
796\r
797<imageobject>\r
65782033 798<imagedata fileref="media/blanket-invoice-10.png" scalefit="0"></imagedata>\r
31063226
RJ
799</imageobject>\r
800</mediaobject></para>\r
801</informalfigure>\r
65782033 802</listitem>\r
31063226 803\r
65782033 804<listitem>\r
31063226 805<informalfigure>\r
de0d1fa8
JP
806<para><guilabel>Receiver</guilabel></para>\r
807<para>This field defaults to the location at which your workstation is registered. If necessary, you can change the receiver using the drop \r
65782033 808down menu.</para>\r
de0d1fa8 809<para><emphasis>This is a required field.</emphasis></para>\r
31063226
RJ
810<para><mediaobject>\r
811<alt>screenshot of invoicing</alt>\r
812\r
813<imageobject>\r
65782033 814<imagedata fileref="media/blanket-invoice-11.png" scalefit="0"></imagedata>\r
31063226
RJ
815</imageobject>\r
816</mediaobject></para>\r
817</informalfigure>\r
65782033
JP
818</listitem>\r
819</itemizedlist>\r
31063226 820\r
de0d1fa8
JP
821<informalfigure>\r
822<para>The <guilabel>Invoice Details</guilabel> automatically hides once completed. The <guilabel>Invoice Details</guilabel> can be shown at any time by\r
823clicking <guibutton>Show Details</guibutton>.</para>\r
824<para><mediaobject>\r
825<alt>screenshot of invoicing</alt>\r
826\r
827<imageobject>\r
828<imagedata fileref="media/invoice-details-2.png" scalefit="0"></imagedata>\r
829</imageobject>\r
830</mediaobject></para>\r
831</informalfigure>\r
31063226
RJ
832</simplesect>\r
833\r
834</section>\r
835\r
65782033
JP
836<section xml:id="populate-invoice">\r
837<title>Populating Invoices</title>\r
838\r
793049ba 839<para>Line items can be added to invoices in four ways:</para>\r
65782033
JP
840\r
841<itemizedlist>\r
842<listitem>\r
843<para><link linkend="link-invoice-purchase-order">Link an Entire Purchase Order to an Existing Invoice</link></para>\r
844</listitem>\r
845<listitem>\r
846<para><link linkend="link-lineitem-invoice">Link a Line Item to an Existing Invoice</link></para>\r
847</listitem>\r
848<listitem>\r
849<para><link linkend="link-multiple-lineitem-invoice">Link Multiple Line Items to an Existing Invoice</link></para>\r
850</listitem>\r
793049ba
JP
851<listitem>\r
852<para><link linkend="link-search-lineitem">Search for Line Items from an Invoice</link></para>\r
853</listitem>\r
65782033 854</itemizedlist>\r
31063226 855\r
65782033
JP
856 <simplesect xml:id="link-invoice-purchase-order">\r
857 <title>Link an Entire Purchase Order to an Existing Invoice</title>\r
de0d1fa8 858 <para>You can use the <guibutton>Link Invoice</guibutton> button to link all the line items on a purchase order to an existing invoice.</para>\r
31063226
RJ
859<para>For example, an invoice is received for a shipment with items on \r
860purchase order #1 and purchase order #2. When the invoice arrives, purchase order #1 is retrieved, and the invoice is created. Rather than recreate the invoice for \r
861purchase order #2 you simply link the purchase order to the invoice.</para>\r
862\r
863<procedure>\r
864<step>\r
865<para>Open a purchase order.</para>\r
866</step>\r
867\r
868<step>\r
869<informalfigure>\r
870<para>Click <guibutton>Link Invoice</guibutton>.</para>\r
871<para><mediaobject>\r
872<alt>screenshot of invoicing</alt>\r
873\r
874<imageobject>\r
875<imagedata fileref="media/purchaseorder-link-invoice-1.png" scalefit="0"></imagedata>\r
876</imageobject>\r
877</mediaobject></para>\r
878</informalfigure>\r
879</step>\r
880\r
881<step>\r
882<informalfigure>\r
883<para>In the drop down that appears, enter the invoice number of the invoice you would like to link the purchase order to.</para>\r
884<para><mediaobject>\r
885<alt>screenshot of invoicing</alt>\r
886\r
887<imageobject>\r
888<imagedata fileref="media/purchaseorder-link-invoice-2.png" scalefit="0"></imagedata>\r
889</imageobject>\r
890</mediaobject></para>\r
891</informalfigure>\r
892</step>\r
893\r
894<step>\r
895<informalfigure>\r
896<para>Enter the code for the provider. This field will auto-complete.</para>\r
897<para><mediaobject>\r
898<alt>screenshot of invoicing</alt>\r
899\r
900<imageobject>\r
901<imagedata fileref="media/purchaseorder-link-invoice-3.png" scalefit="0"></imagedata>\r
902</imageobject>\r
903</mediaobject></para>\r
904</informalfigure>\r
905</step>\r
906\r
907<step>\r
908<informalfigure>\r
909<para>Click <guibutton>Link</guibutton>.</para>\r
910<para><mediaobject>\r
911<alt>screenshot of invoicing</alt>\r
912\r
913<imageobject>\r
914<imagedata fileref="media/purchaseorder-link-invoice-4.png" scalefit="0"></imagedata>\r
915</imageobject>\r
916</mediaobject></para>\r
917</informalfigure>\r
918</step>\r
919\r
920<step>\r
921<para>The invoice will open in the same tab and all the line items on the purchase order will be added to the invoice.</para>\r
922</step>\r
923</procedure>\r
924\r
65782033 925</simplesect>\r
31063226
RJ
926\r
927\r
65782033 928 <simplesect xml:id="link-lineitem-invoice">\r
de0d1fa8 929 <title>Link a Single Line Item to an Existing Invoice</title>\r
31063226 930 <para>Use the <guilabel>Link to Invoice</guilabel> menu option to link a line item to an invoice that already exists in Evergreen.</para>\r
9880bf27 931<para>For example, an invoice may be made up of items from multiple purchase orders. In this circumstance, you can create an invoice for your\r
de0d1fa8 932first item and then link a line items from another purchase orders onto that invoice.</para> \r
31063226
RJ
933\r
934<procedure>\r
935<step>\r
9880bf27 936<para>Open a purchase order.</para>\r
31063226
RJ
937</step>\r
938\r
939<step>\r
940<informalfigure>\r
941<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
942<menuchoice><guimenu>Actions</guimenu><guimenuitem>Link to Invoice</guimenuitem></menuchoice>.</para>\r
943<para><mediaobject>\r
944<alt>screenshot of invoicing</alt>\r
945\r
946<imageobject>\r
947<imagedata fileref="media/link-invoice-lineitem-1.png" scalefit="0"></imagedata>\r
948</imageobject>\r
949</mediaobject></para>\r
950</informalfigure>\r
951</step>\r
952\r
953<step>\r
954<informalfigure>\r
9880bf27 955<para>In the pop up box that appears, enter the invoice number of the invoice you would like to link the line item to.</para>\r
31063226
RJ
956<para><mediaobject>\r
957<alt>screenshot of invoicing</alt>\r
958\r
959<imageobject>\r
960<imagedata fileref="media/link-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
961</imageobject>\r
962</mediaobject></para>\r
963</informalfigure>\r
964</step>\r
965\r
966<step>\r
967<informalfigure>\r
968<para>Enter the code for the provider. This field will auto-complete.</para>\r
969<para><mediaobject>\r
970<alt>screenshot of invoicing</alt>\r
971\r
972<imageobject>\r
973<imagedata fileref="media/link-invoice-lineitem-3.png" scalefit="0"></imagedata>\r
974</imageobject>\r
975</mediaobject></para>\r
976</informalfigure>\r
977</step>\r
978\r
979<step>\r
980<informalfigure>\r
981<para>Click <guibutton>Link</guibutton>.</para>\r
982<para><mediaobject>\r
983<alt>screenshot of invoicing</alt>\r
984\r
985<imageobject>\r
986<imagedata fileref="media/link-invoice-lineitem-4.png" scalefit="0"></imagedata>\r
987</imageobject>\r
988</mediaobject></para>\r
989</informalfigure>\r
990</step>\r
991\r
992<step>\r
993<informalfigure>\r
994<para>The invoice will open in the same tab and the line item will added to the invoice.</para>\r
995<para><mediaobject>\r
996<alt>screenshot of link invoice</alt>\r
997\r
998<imageobject>\r
999<imagedata fileref="media/link-invoice-lineitem-5.png" scalefit="0"></imagedata>\r
1000</imageobject>\r
1001</mediaobject></para>\r
1002</informalfigure>\r
1003</step>\r
1004</procedure>\r
65782033
JP
1005</simplesect>\r
1006\r
793049ba 1007<simplesect xml:id="link-multiple-lineitem-invoice">\r
65782033
JP
1008<title>Link Multiple Line Items to an Existing Invoice</title>\r
1009\r
de0d1fa8
JP
1010<para>Use the <guilabel>Link to Invoice for Selected Lineitems</guilabel> menu option to link multiple line items to an invoice that already exists in Evergreen.</para>\r
1011\r
1012<para>For example, an invoice may be made up of items from multiple purchase orders. In this circumstance, you can create an invoice for the selected line items\r
1013 from your first purchase order and then link the line items from other purchase orders onto your invoice.</para>\r
1014\r
65782033
JP
1015<procedure>\r
1016<step>\r
1017<para>Open a purchase order.</para>\r
1018</step>\r
1019\r
1020<step>\r
de0d1fa8 1021<informalfigure>\r
793049ba 1022<para>Check the boxes beside the line items you would like to link to your invoice.</para>\r
de0d1fa8
JP
1023<para><mediaobject>\r
1024<alt>screenshot of invoicing</alt>\r
1025\r
1026<imageobject>\r
1027<imagedata fileref="media/link-invoice-multiple-1.png" scalefit="0"></imagedata>\r
1028</imageobject>\r
1029</mediaobject></para>\r
1030</informalfigure>\r
793049ba
JP
1031</step>\r
1032\r
1033<step>\r
65782033
JP
1034<informalfigure>\r
1035<para>Using the main <guilabel>Actions</guilabel> menu, select \r
1036<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Invoice From Selected Lineitems</guimenuitem></menuchoice>.</para>\r
1037<para><mediaobject>\r
1038<alt>screenshot of invoicing</alt>\r
1039\r
1040<imageobject>\r
de0d1fa8 1041<imagedata fileref="media/link-invoice-multiple-2.png" scalefit="0"></imagedata>\r
65782033
JP
1042</imageobject>\r
1043</mediaobject></para>\r
1044</informalfigure>\r
1045</step>\r
1046\r
793049ba 1047<step>\r
de0d1fa8 1048<informalfigure>\r
793049ba 1049<para>In the pop up box that appears, enter the invoice number of the invoice you would like to link the line item to.</para>\r
de0d1fa8
JP
1050<para><mediaobject>\r
1051<alt>screenshot of invoicing</alt>\r
1052\r
1053<imageobject>\r
1054<imagedata fileref="media/link-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
1055</imageobject>\r
1056</mediaobject></para>\r
1057</informalfigure>\r
793049ba
JP
1058</step>\r
1059\r
1060<step>\r
de0d1fa8 1061<informalfigure>\r
793049ba 1062<para>Enter the code for the provider. This field will auto-complete.</para>\r
de0d1fa8
JP
1063<para><mediaobject>\r
1064<alt>screenshot of invoicing</alt>\r
1065\r
1066<imageobject>\r
1067<imagedata fileref="media/link-invoice-lineitem-3.png" scalefit="0"></imagedata>\r
1068</imageobject>\r
1069</mediaobject></para>\r
1070</informalfigure>\r
793049ba
JP
1071</step>\r
1072\r
1073<step>\r
de0d1fa8 1074<informalfigure>\r
793049ba 1075<para>Click <guibutton>Link</guibutton>.</para>\r
de0d1fa8
JP
1076<para><mediaobject>\r
1077<alt>screenshot of invoicing</alt>\r
1078\r
1079<imageobject>\r
1080<imagedata fileref="media/link-invoice-lineitem-4.png" scalefit="0"></imagedata>\r
1081</imageobject>\r
1082</mediaobject></para>\r
1083</informalfigure>\r
793049ba
JP
1084</step>\r
1085\r
1086<step>\r
de0d1fa8 1087<informalfigure>\r
793049ba 1088<para>The invoice will open in the same tab and the line items will added to the invoice.</para>\r
de0d1fa8
JP
1089<para><mediaobject>\r
1090<alt>screenshot of invoicing</alt>\r
1091\r
1092<imageobject>\r
1093<imagedata fileref="media/link-invoice-lineitem-5.png" scalefit="0"></imagedata>\r
1094</imageobject>\r
1095</mediaobject></para>\r
1096</informalfigure>\r
793049ba
JP
1097</step>\r
1098\r
65782033
JP
1099</procedure>\r
1100\r
1101\r
1102</simplesect>\r
31063226 1103\r
793049ba
JP
1104<simplesect xml:id="link-search-lineitem">\r
1105<title>Search for Line Items from an Invoice</title>\r
1106\r
1107<procedure>\r
1108\r
1109<step>\r
1110<para>Open an invoice or <link linkend="create-blanket-invoice">create an invoice</link>.</para>\r
1111</step>\r
1112\r
1113<step>\r
de0d1fa8
JP
1114<informalfigure>\r
1115<para>Click the <guibutton>Search</guibutton> tab.</para>\r
1116<para><mediaobject>\r
1117<alt>screenshot of invoicing</alt>\r
1118\r
1119<imageobject>\r
1120<imagedata fileref="media/search-invoice-lineitem-1.png" scalefit="0"></imagedata>\r
1121</imageobject>\r
1122</mediaobject></para>\r
1123</informalfigure>\r
793049ba
JP
1124</step>\r
1125\r
1126<step>\r
de0d1fa8 1127<informalfigure>\r
793049ba
JP
1128<para>Select your search criteria from the drop down menu.</para>\r
1129<para>See <link linkend="lineitem-search">Searching for Line Items</link> for searching tips.</para>\r
de0d1fa8
JP
1130<para><mediaobject>\r
1131<alt>screenshot of invoicing</alt>\r
1132\r
1133<imageobject>\r
1134<imagedata fileref="media/search-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
1135</imageobject>\r
1136</mediaobject></para>\r
1137</informalfigure>\r
793049ba
JP
1138</step>\r
1139\r
1140<step>\r
de0d1fa8 1141<informalfigure>\r
793049ba
JP
1142<para> The <guilabel>Limit to Invoiceable Items</guilabel> check box is checked by default.</para>\r
1143<para>Invoiceable items are those that are on order, have not been cancelled, and have not yet been invoiced.</para>\r
de0d1fa8
JP
1144<para><mediaobject>\r
1145<alt>screenshot of invoicing</alt>\r
1146\r
1147<imageobject>\r
1148<imagedata fileref="media/search-invoice-lineitem-3.png" scalefit="0"></imagedata>\r
1149</imageobject>\r
1150</mediaobject></para>\r
1151</informalfigure>\r
793049ba
JP
1152</step>\r
1153\r
1154<step>\r
de0d1fa8 1155<informalfigure>\r
793049ba
JP
1156<para>The <guilabel>Sort by title</guilabel> check box is optional.</para>\r
1157<para>By default, results are listed by line number. This check box sorts the results by ascending title.</para>\r
de0d1fa8
JP
1158<para><mediaobject>\r
1159<alt>screenshot of invoicing</alt>\r
1160\r
1161<imageobject>\r
1162<imagedata fileref="media/search-invoice-lineitem-4.png" scalefit="0"></imagedata>\r
1163</imageobject>\r
1164</mediaobject></para>\r
1165</informalfigure>\r
793049ba
JP
1166</step>\r
1167\r
1168<step>\r
de0d1fa8 1169<informalfigure>\r
793049ba 1170<para>Click <guilabel>Search</guilabel>.</para>\r
de0d1fa8
JP
1171<para><mediaobject>\r
1172<alt>screenshot of invoicing</alt>\r
1173\r
1174<imageobject>\r
1175<imagedata fileref="media/search-invoice-lineitem-5.png" scalefit="0"></imagedata>\r
1176</imageobject>\r
1177</mediaobject></para>\r
1178</informalfigure>\r
793049ba
JP
1179</step>\r
1180\r
1181<step>\r
de0d1fa8 1182<informalfigure>\r
793049ba 1183<para>Use the <guilabel>Next</guilabel> and <guilabel>Back</guilabel> links to navigate through the results.</para>\r
de0d1fa8
JP
1184<para><mediaobject>\r
1185<alt>screenshot of invoicing</alt>\r
1186\r
1187<imageobject>\r
1188<imagedata fileref="media/search-invoice-lineitem-6.png" scalefit="0"></imagedata>\r
1189</imageobject>\r
1190</mediaobject></para>\r
1191</informalfigure>\r
793049ba
JP
1192</step>\r
1193\r
1194<step>\r
de0d1fa8 1195<informalfigure>\r
793049ba 1196<para>Select the line items you would like to add to the invoice and click <guibutton>Add Selected Items to Invoice</guibutton>.</para>\r
de0d1fa8
JP
1197<para><mediaobject>\r
1198<alt>screenshot of invoicing</alt>\r
1199\r
1200<imageobject>\r
1201<imagedata fileref="media/search-invoice-lineitem-7.png" scalefit="0"></imagedata>\r
1202</imageobject>\r
1203</mediaobject></para>\r
1204</informalfigure>\r
793049ba
JP
1205</step>\r
1206\r
1207<step>\r
de0d1fa8 1208<para>The selected line items are highlighted, and the invoice summary at the top of the screen updates.</para>\r
793049ba
JP
1209</step>\r
1210\r
1211<step>\r
de0d1fa8 1212<informalfigure>\r
793049ba 1213<para>Click the <guilabel>Invoice</guilabel> tab to see the updated invoice.</para>\r
de0d1fa8
JP
1214<para><mediaobject>\r
1215<alt>screenshot of invoicing</alt>\r
1216\r
1217<imageobject>\r
aac555ed 1218<imagedata fileref="media/search-invoice-lineitem-8.png" scalefit="0"></imagedata>\r
de0d1fa8
JP
1219</imageobject>\r
1220</mediaobject></para>\r
1221</informalfigure>\r
793049ba
JP
1222</step>\r
1223\r
1224</procedure>\r
1225\r
1226</simplesect>\r
1227\r
31063226
RJ
1228</section>\r
1229\r
1230\r
1231 <section xml:id="charges-invoice">\r
1232<title>Invoice Charges</title>\r
1233\r
9880bf27
JP
1234<para>You can add additional charges to any invoice. Possible charges include taxes and shipping fees as well as charges for items that \r
1235are purchased without a purchase order, such as a bulk book buy at a local bookstore. See <link linkend="invoice-item-default">Invoice Item Type</link> \r
1236for a list of the charge types available.</para>\r
1237\r
1238<para>Some charge types, such as taxes, are proratable. This means when <guilabel>Save and Prorate</guilabel> is clicked the system divides the amount being charged \r
1239proportionally among the funds in use on the invoice based on how much is being spent out of each fund.</para>\r
1240\r
31063226
RJ
1241<para><link linkend="add-charges-invoice">Add Charges to an Invoice</link></para>\r
1242<para><link linkend="delete-charges-invoice">Delete Charges from an Invoice</link></para>\r
1243\r
1244<simplesect xml:id="add-charges-invoice">\r
1245 <title>Add Charges to an Invoice</title>\r
1246 \r
1247<procedure>\r
1248<step>\r
1249<para>Open an invoice.</para>\r
1250</step>\r
1251\r
1252<step>\r
1253<informalfigure>\r
1254<para>Click the <guilabel>Add Charge...</guilabel> link.</para>\r
1255<para><mediaobject>\r
1256<alt>screenshot of invoicing</alt>\r
1257\r
1258<imageobject>\r
1259<imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata>\r
1260</imageobject>\r
1261</mediaobject></para>\r
1262</informalfigure>\r
1263</step>\r
1264\r
1265<step>\r
1266<informalfigure>\r
9880bf27 1267<para>Choose the charge you would like to apply from the <guilabel>Charge Type</guilabel> drop down menu.</para>\r
31063226
RJ
1268<para><mediaobject>\r
1269<alt>screenshot of invoicing</alt>\r
1270\r
1271<imageobject>\r
1272<imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata>\r
1273</imageobject>\r
1274</mediaobject></para>\r
1275</informalfigure>\r
1276</step>\r
1277\r
1278<step>\r
1279<informalfigure>\r
9880bf27 1280<para>Using the drop down menu, choose the fund from which payment for the charge will come.</para>\r
31063226
RJ
1281<para><mediaobject>\r
1282<alt>screenshot of invoicing</alt>\r
1283\r
1284<imageobject>\r
1285<imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata>\r
1286</imageobject>\r
1287</mediaobject></para>\r
1288</informalfigure>\r
9880bf27
JP
1289<note><para> If the charge type selected is proratable the fund field will be grayed out. When the invoice is prorated the system will determine which\r
1290 funds to apply the charges to based on the contents of the invoice.</para></note>\r
31063226
RJ
1291</step>\r
1292\r
1293<step>\r
1294<informalfigure>\r
1295<para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para>\r
1296<para><mediaobject>\r
1297<alt>screenshot of invoicing</alt>\r
1298\r
1299<imageobject>\r
1300<imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata>\r
1301</imageobject>\r
1302</mediaobject></para>\r
1303</informalfigure>\r
1304</step>\r
1305\r
1306<step>\r
1307<informalfigure>\r
1308<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
1309<para><mediaobject>\r
1310<alt>screenshot of invoicing</alt>\r
1311\r
1312<imageobject>\r
1313<imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata>\r
1314</imageobject>\r
1315</mediaobject></para>\r
1316</informalfigure>\r
1317</step>\r
1318\r
1319<step>\r
1320<informalfigure>\r
1321<para>There are three options for saving an invoice:</para> \r
1322<para><mediaobject>\r
1323<alt>screenshot of invoicing</alt>\r
1324\r
1325<imageobject>\r
1326<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1327</imageobject>\r
1328</mediaobject></para>\r
1329</informalfigure>\r
1330\r
1331<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
1332<para>Click <guibutton>Save and Prorate</guibutton> to save the invoice and prorate any additional changes, such as taxes across funds if multiple funds are used to \r
1333pay the invoice.</para>\r
9880bf27
JP
1334<para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r
1335<note><para>Invoices can be re-opened at a later date if adjustments are required. See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para></note>\r
31063226
RJ
1336</step>\r
1337\r
1338</procedure>\r
1339\r
1340\r
1341</simplesect>\r
1342\r
1343<simplesect xml:id="delete-charges-invoice">\r
1344<title>Delete Charges from an Invoice</title>\r
9880bf27
JP
1345<para>An invoice must be open in order to delete charges from it. It is possible to re-open a closed invoice if adjustments are necessary. \r
1346See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para>\r
31063226
RJ
1347\r
1348<procedure>\r
1349\r
1350<step>\r
9880bf27 1351<para>Open an invoice.</para>\r
31063226
RJ
1352</step>\r
1353\r
1354<step>\r
1355<informalfigure>\r
1356<para>Click the <guilabel>Delete</guilabel> link adjacent to the charge line.</para>\r
1357<para><mediaobject>\r
1358<alt>screenshot of invoicing</alt>\r
1359\r
1360<imageobject>\r
1361<imagedata fileref="media/delete-charge-invoice-1.png" scalefit="0"></imagedata>\r
1362</imageobject>\r
1363</mediaobject></para>\r
1364</informalfigure>\r
1365</step>\r
1366\r
1367<step>\r
1368<informalfigure>\r
1369<para>Confirm that you wish to delete the charge by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1370<para><mediaobject>\r
1371<alt>screenshot of invoicing</alt>\r
1372\r
1373<imageobject>\r
1374<imagedata fileref="media/delete-charge-invoice-2.png" scalefit="0"></imagedata>\r
1375</imageobject>\r
1376</mediaobject></para>\r
1377</informalfigure>\r
1378</step>\r
1379\r
1380<step>\r
1381<informalfigure>\r
1382<para>The charge is deleted and removed from the invoice.</para>\r
1383<para><mediaobject>\r
1384<alt>screenshot of invoicing</alt>\r
1385\r
1386<imageobject>\r
1387<imagedata fileref="media/delete-charge-invoice-3.png" scalefit="0"></imagedata>\r
1388</imageobject>\r
1389</mediaobject></para>\r
1390</informalfigure>\r
1391</step>\r
9880bf27
JP
1392\r
1393<step>\r
1394<informalfigure>\r
1395<para>There are three options for saving an invoice:</para> \r
1396<para><mediaobject>\r
1397<alt>screenshot of invoicing</alt>\r
1398\r
1399<imageobject>\r
1400<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1401</imageobject>\r
1402</mediaobject></para>\r
1403</informalfigure>\r
1404\r
1405<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
1406<para>Click <guibutton>Save and Prorate</guibutton> to save the invoice and prorate any additional changes, such as taxes across funds if multiple funds are used to \r
1407pay the invoice.</para>\r
1408<para>Click <guibutton>Save and Close</guibutton> to close the invoice when you have completed it.</para>\r
1409<note><para>Invoices can be re-opened at a later date if adjustments are required. See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para></note>\r
1410</step>\r
1411\r
31063226
RJ
1412</procedure>\r
1413\r
1414</simplesect>\r
1415\r
1416</section> \r
1417 \r
1418 <section xml:id="add-copies-invoice">\r
1419 <title>Add Additional Copies to an Invoice</title>\r
1420 <para>In the event that you receive and are invoiced for more copies that originally ordered, the additional copies can be easily added to the invoice.</para>\r
1421<caution><para>Additional copies must be added before the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> columns are filled for the line item.</para></caution>\r
1422\r
1423<procedure>\r
1424<step>\r
1425<para>Open an invoice.</para>\r
1426</step>\r
1427\r
1428<step>\r
1429<informalfigure>\r
1430<para>Update the number of copies in both <guilabel># Invoiced</guilabel> and <guilabel># Paid</guilabel> to reflect the number of copies you actually have.</para>\r
1431<para><mediaobject>\r
1432<alt>screenshot of invoicing</alt>\r
1433\r
1434<imageobject>\r
1435<imagedata fileref="media/add-copies-invoice-5.png" scalefit="0"></imagedata>\r
1436</imageobject>\r
1437</mediaobject></para>\r
1438</informalfigure>\r
1439</step>\r
1440\r
1441<step>\r
1442<informalfigure>\r
1443<para>The <guilabel>Extra Items</guilabel> pop up will appear to confirm the number of copies you are adding.</para>\r
1444<para><mediaobject>\r
1445<alt>screenshot of invoicing</alt>\r
1446\r
1447<imageobject>\r
1448<imagedata fileref="media/add-copies-invoice-2.png" scalefit="0"></imagedata>\r
1449</imageobject>\r
1450</mediaobject></para>\r
1451</informalfigure>\r
1452</step>\r
1453\r
1454<step>\r
1455<informalfigure>\r
1456<para>Select a fund from the drop down menu to apply to the new copies.</para>\r
1457<para><mediaobject>\r
1458<alt>screenshot of invoicing</alt>\r
1459\r
1460<imageobject>\r
1461<imagedata fileref="media/add-copies-invoice-3.png" scalefit="0"></imagedata>\r
1462</imageobject>\r
1463</mediaobject></para>\r
1464</informalfigure>\r
1465</step>\r
1466\r
1467<step>\r
1468<informalfigure>\r
1469<para>Click <guibutton>Add New Items</guibutton>.</para>\r
1470<para><mediaobject>\r
1471<alt>screenshot of invoicing</alt>\r
1472\r
1473<imageobject>\r
1474<imagedata fileref="media/add-copies-invoice-4.png" scalefit="0"></imagedata>\r
1475</imageobject>\r
1476</mediaobject></para>\r
1477</informalfigure>\r
1478</step>\r
1479\r
1480<step>\r
1481<informalfigure>\r
1482<para>Click <guibutton>Save</guibutton> to allow the changes to take effect.</para>\r
1483<para><mediaobject>\r
1484<alt>screenshot of invoicing</alt>\r
1485\r
1486<imageobject>\r
1487<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1488</imageobject>\r
1489</mediaobject></para>\r
1490</informalfigure>\r
1491</step>\r
1492\r
1493<step>\r
1494<informalfigure>\r
1495<para>The <guilabel>Title Details</guilabel> for the line item will update to reflect the additional copies. The additional copies are automatically received\r
1496in the system. Proceed with paying the invoice.</para>\r
1497<para><mediaobject>\r
1498<alt>screenshot of invoicing</alt>\r
1499\r
1500<imageobject>\r
1501<imagedata fileref="media/add-copies-invoice-6.png" scalefit="0"></imagedata>\r
1502</imageobject>\r
1503</mediaobject></para>\r
1504</informalfigure>\r
1505<note><para>The additional copies can be un-received if needed following the instruction in the <link linkend="reun-copies">Receiving and Un-Receiving Copies</link>\r
1506 section.</para></note>\r
1507</step>\r
1508\r
1509</procedure>\r
1510\r
1511</section> \r
1512 <section xml:id="detach-lineitem-invoice">\r
1513 <title>Detach Line Items from an Invoice</title>\r
1514 \r
1515<procedure>\r
1516<step>\r
1517<para>Open an invoice.</para>\r
1518</step>\r
1519\r
1520<step>\r
1521<informalfigure>\r
1522<para>Click the <guilabel>Detach</guilabel> link adjacent to the line item you wish to remove.</para>\r
1523<para><mediaobject>\r
1524<alt>screenshot of invoicing</alt>\r
1525\r
1526<imageobject>\r
1527<imagedata fileref="media/detach-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
1528</imageobject>\r
1529</mediaobject></para>\r
1530</informalfigure>\r
31063226
RJ
1531</step>\r
1532\r
1533<step>\r
1534<informalfigure>\r
1535<para>Confirm that you wish to detach the line item by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1536<para><mediaobject>\r
1537<alt>screenshot of invoicing</alt>\r
1538\r
1539<imageobject>\r
1540<imagedata fileref="media/detach-lineitem-invoice-2.png" scalefit="0"></imagedata>\r
1541</imageobject>\r
1542</mediaobject></para>\r
1543</informalfigure>\r
1544</step>\r
1545\r
1546<step>\r
793049ba
JP
1547<para>If your invoice is complete and contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1548</step>\r
1549\r
1550<step>\r
31063226 1551<informalfigure>\r
793049ba 1552<para>Save the invoice. There are two options for saving an invoice:</para>\r
31063226
RJ
1553<para><mediaobject>\r
1554<alt>screenshot of invoicing</alt>\r
1555\r
1556<imageobject>\r
1557<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1558</imageobject>\r
1559</mediaobject></para>\r
1560</informalfigure>\r
1561 \r
793049ba
JP
1562\r
1563<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1564<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
9880bf27 1565<note><para>Invoices can be re-opened at a later date if adjustments are required. See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para></note>\r
31063226
RJ
1566</step>\r
1567\r
1568</procedure>\r
9880bf27
JP
1569\r
1570<tip><para>Don't forget to link the detached line item to another invoice or create a new invoice for it so it can be paid for.</para></tip>\r
1571\r
31063226
RJ
1572</section> \r
1573\r
9880bf27 1574\r
31063226
RJ
1575 <section xml:id="view-invoice">\r
1576 <title>View an Invoice</title>\r
1577 <para>You can view an invoice in one of three ways:</para>\r
1578<itemizedlist>\r
1579<listitem>\r
1580<para><link linkend="view-invoice-search">View Invoices through a Search</link></para>\r
1581</listitem>\r
1582<listitem>\r
1583<para><link linkend="view-invoice-purchase-order">View Invoices on a Purchase Order</link></para>\r
1584</listitem>\r
1585<listitem>\r
1586<para><link linkend="view-invoice-lineitem">View Invoices Attached to a Line Item</link></para>\r
1587</listitem>\r
1588</itemizedlist>\r
1589\r
1590<simplesect xml:id="view-invoice-search">\r
1591<title>View Invoices through a Search</title>\r
1592\r
1593<para><link linkend="invoice-search-tips">Search Tips</link></para>\r
1594<para>The default invoice search allows you to quickly generate a list of open invoices.</para> \r
1595<para>This search can also easily be modified to search for invoices using other parameters.</para>\r
1596\r
1597<procedure>\r
1598<step>\r
1599<informalfigure>\r
1600<para>To access the searching interface, select\r
1601<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1602<para><mediaobject>\r
1603<alt>screenshot of the Invoice Search</alt>\r
1604\r
1605<imageobject>\r
1606<imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata>\r
1607</imageobject>\r
1608</mediaobject></para>\r
1609</informalfigure>\r
1610</step>\r
1611\r
1612<step>\r
1613<informalfigure>\r
1614<para>By default the search interface is set to search for open invoices created by your ordering agency.</para>\r
1615<para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
1616<para><mediaobject>\r
1617<alt>screenshot of the Invoice Search</alt>\r
1618\r
1619<imageobject>\r
1620<imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata>\r
1621</imageobject>\r
1622</mediaobject></para>\r
1623</informalfigure>\r
1624</step>\r
1625</procedure>\r
1626</simplesect>\r
1627\r
1628<simplesect xml:id="view-invoice-purchase-order">\r
1629<title>View Invoices on a Purchase Order</title>\r
1630\r
1631<procedure>\r
1632<step>\r
1633<para>Open a purchase order.</para>\r
1634</step>\r
1635\r
1636<step>\r
1637<informalfigure>\r
1638<para>Click <guibutton>View Invoices</guibutton>. The number in parentheses indicates the number of invoices attached to the purchase order.</para>\r
1639<para><mediaobject>\r
1640<alt>screenshot of invoicing</alt>\r
1641\r
1642<imageobject>\r
1643<imagedata fileref="media/view-link-po-invoice-1.png" scalefit="0"></imagedata>\r
1644</imageobject>\r
1645</mediaobject></para>\r
1646</informalfigure>\r
1647</step>\r
1648\r
1649<step>\r
1650<informalfigure>\r
1651<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1652<para><mediaobject>\r
1653<alt>screenshot of invoicing</alt>\r
1654\r
1655<imageobject>\r
1656<imagedata fileref="media/view-link-po-invoice-2.png" scalefit="0"></imagedata>\r
1657</imageobject>\r
1658</mediaobject></para>\r
1659</informalfigure>\r
1660</step>\r
1661</procedure>\r
1662</simplesect>\r
1663\r
1664<simplesect xml:id="view-invoice-lineitem">\r
1665<title>View Invoices Attached to a Line Item</title>\r
1666\r
1667<procedure>\r
1668<step>\r
9880bf27 1669<para>Open a purchase order.</para>\r
31063226
RJ
1670</step>\r
1671\r
1672<step>\r
1673<informalfigure>\r
1674<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
1675<menuchoice><guimenu>Actions</guimenu><guimenuitem>View Invoice(s)</guimenuitem></menuchoice> to view any invoices that are attached to the line item.</para>\r
1676<para><mediaobject>\r
1677<alt>screenshot of invoicing</alt>\r
1678\r
1679<imageobject>\r
1680<imagedata fileref="media/view-link-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
1681</imageobject>\r
1682</mediaobject></para>\r
1683</informalfigure>\r
1684</step>\r
1685\r
1686<step>\r
1687<informalfigure>\r
1688<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1689<para><mediaobject>\r
1690<alt>screenshot of invoicing</alt>\r
1691\r
1692<imageobject>\r
1693<imagedata fileref="media/view-invoice-6.png" scalefit="0"></imagedata>\r
1694</imageobject>\r
1695</mediaobject></para>\r
1696</informalfigure>\r
1697</step>\r
1698</procedure>\r
1699</simplesect>\r
1700\r
1701</section> \r
1702 <section xml:id="print-invoice">\r
1703 <title>Printing Invoices</title>\r
1704 <para>Invoices can be printed individually or as a batch from the search grid.</para>\r
1705\r
1706<procedure>\r
1707<step>\r
1708<informalfigure>\r
1709<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1710<para><mediaobject>\r
1711<alt>screenshot of invoicing</alt>\r
1712\r
1713<imageobject>\r
1714<imagedata fileref="media/view-invoice-1.png" scalefit="0"></imagedata>\r
1715</imageobject>\r
1716</mediaobject></para>\r
1717</informalfigure>\r
1718</step>\r
1719\r
1720<step>\r
1721<para>This opens the Acquisitions Search screen. Use this search to retrieve the invoices you would like to print. For more information see \r
1722<link linkend="view-invoice-search">View Invoices through a Search</link>.</para>\r
1723</step>\r
1724\r
1725<step>\r
1726<informalfigure>\r
1727<para>Check the boxes adjacent to the invoices you would like to print.</para>\r
1728<para><mediaobject>\r
1729<alt>screenshot of invoicing</alt>\r
1730\r
1731<imageobject>\r
1732<imagedata fileref="media/print-invoice-1.png" scalefit="0"></imagedata>\r
1733</imageobject>\r
1734</mediaobject></para>\r
1735</informalfigure>\r
1736<tip><para>You can select only one invoice if you only want to print a specific invoice.</para></tip>\r
1737</step>\r
1738\r
1739<step>\r
1740<informalfigure>\r
1741<para>Click <guibutton>Print Selected Invoices</guibutton>.</para>\r
1742<para><mediaobject>\r
1743<alt>screenshot of invoicing</alt>\r
1744\r
1745<imageobject>\r
1746<imagedata fileref="media/print-invoice-2.png" scalefit="0"></imagedata>\r
1747</imageobject>\r
1748</mediaobject></para>\r
1749</informalfigure>\r
1750</step>\r
1751\r
1752<step>\r
1753<informalfigure>\r
1754<para>Select your printer and click <guibutton>OK</guibutton>.</para>\r
1755<para><mediaobject>\r
1756<alt>screenshot of invoicing</alt>\r
1757\r
1758<imageobject>\r
1759<imagedata fileref="media/print-invoice-3.png" scalefit="0"></imagedata>\r
1760</imageobject>\r
1761</mediaobject></para>\r
1762</informalfigure>\r
1763</step>\r
1764\r
1765</procedure>\r
1766\r
1767</section> \r
1768 <section xml:id="pay-invoice">\r
1769 <title>Pay an Invoice</title>\r
1770<para>Invoices must be paid in Evergreen for funds to move from encumbered to spent.</para>\r
1771 \r
1772<procedure>\r
1773<step>\r
1774<para>Open or create an invoice.</para>\r
1775</step>\r
1776\r
1777<step>\r
1778<informalfigure>\r
1779<para>In the <guilabel>Paid</guilabel> column, enter the amount paid for each line item.</para>\r
1780<para><mediaobject>\r
1781<alt>screenshot of invoicing</alt>\r
1782\r
1783<imageobject>\r
1784<imagedata fileref="media/pay-invoice-1.png" scalefit="0"></imagedata>\r
1785</imageobject>\r
1786</mediaobject></para>\r
1787</informalfigure>\r
1788</step>\r
1789\r
1790<step>\r
de0d1fa8 1791<informalfigure>\r
793049ba
JP
1792<para>If your invoice contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1793<para>This prorates the charges, such as taxes, across funds if multiple funds are used to pay the invoice.</para>\r
de0d1fa8
JP
1794<para><mediaobject>\r
1795<alt>screenshot of invoicing</alt>\r
1796\r
1797<imageobject>\r
1798<imagedata fileref="media/prorate-invoice-1.png" scalefit="0"></imagedata>\r
1799</imageobject>\r
1800</mediaobject></para>\r
1801</informalfigure>\r
793049ba
JP
1802</step>\r
1803\r
1804<step>\r
31063226 1805<informalfigure>\r
793049ba 1806<para>Save the invoice. There are two options for saving an invoice:</para> \r
31063226
RJ
1807<para><mediaobject>\r
1808<alt>screenshot of invoicing</alt>\r
1809\r
1810<imageobject>\r
1811<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1812</imageobject>\r
1813</mediaobject></para>\r
1814</informalfigure>\r
1815\r
793049ba
JP
1816<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1817<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
1818\r
9880bf27 1819<note><para>Invoices can be re-opened at a later date if adjustments are required. See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para></note>\r
31063226
RJ
1820</step>\r
1821</procedure>\r
1822\r
1823</section> \r
1824 <section xml:id="complete-invoice">\r
1825 <title>Complete an Invoice</title>\r
9880bf27 1826 <para>An invoice is complete when all required fields are filled in and the invoice is closed.</para>\r
31063226
RJ
1827\r
1828<procedure>\r
1829<step>\r
1830<para>Open an invoice.</para>\r
1831</step>\r
1832\r
1833<step>\r
1834<informalfigure>\r
9880bf27 1835<para>Ensure information is entered into all of the required fields.</para>\r
31063226
RJ
1836<para><mediaobject>\r
1837<alt>screenshot of invoicing</alt>\r
1838\r
1839<imageobject>\r
1840<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
1841</imageobject>\r
1842</mediaobject></para>\r
1843</informalfigure>\r
1844<para>Required fields are:</para>\r
1845\r
1846<itemizedlist>\r
1847<listitem>\r
1848<para>Vendor Invoice ID</para>\r
1849</listitem>\r
1850<listitem>\r
1851<para>Provider</para>\r
1852</listitem>\r
1853<listitem>\r
1854<para>Payment Method</para>\r
1855</listitem>\r
1856<listitem>\r
1857<para>Invoice Date</para>\r
1858</listitem>\r
1859<listitem>\r
1860<para>Shipper</para>\r
1861</listitem>\r
1862<listitem>\r
1863<para>Receiver</para>\r
1864</listitem>\r
1865<listitem>\r
1866<para># Invoiced/# Paid</para>\r
1867</listitem>\r
1868<listitem>\r
1869<para>Billed</para>\r
1870</listitem>\r
1871<listitem>\r
1872<para>Paid</para>\r
1873</listitem>\r
1874</itemizedlist>\r
1875\r
9880bf27
JP
1876<para>The totals at the bottom of the invoice will calculate based on the information entered.</para>\r
1877<note><para>These totals must match or the invoice will not close.</para></note>\r
31063226
RJ
1878</step>\r
1879\r
1880<step>\r
1881<informalfigure>\r
793049ba 1882<para>Click <guibutton>Close</guibutton>. This will complete the invoice.</para>\r
31063226
RJ
1883<para><mediaobject>\r
1884<alt>screenshot of invoicing</alt>\r
1885\r
1886<imageobject>\r
1887<imagedata fileref="media/complete-invoice-2.png" scalefit="0"></imagedata>\r
1888</imageobject>\r
1889</mediaobject></para>\r
1890</informalfigure>\r
1891</step>\r
1892</procedure>\r
1893\r
1894</section> \r
1895 <section xml:id="reopen-invoice">\r
1896 <title>Re-open an Invoice</title>\r
9880bf27 1897 <para>Completed invoices can be re-opened at anytime by users with appropriate permissions.</para>\r
31063226
RJ
1898\r
1899<procedure>\r
1900<step>\r
1901<para>Bring up the completed invoice you wish to re-open.</para>\r
1902</step>\r
1903\r
1904<step>\r
1905<informalfigure>\r
1906<para>At the bottom of the invoice click <guibutton>Reopen Invoice</guibutton>.</para>\r
1907<para><mediaobject>\r
1908<alt>screenshot of invoicing</alt>\r
1909\r
1910<imageobject>\r
1911<imagedata fileref="media/reopen-invoice-1.png" scalefit="0"></imagedata>\r
1912</imageobject>\r
1913</mediaobject></para>\r
1914</informalfigure>\r
1915</step>\r
1916\r
1917<step>\r
1918<informalfigure>\r
1919<para>The invoice is now be open and can be edited.</para>\r
1920<para><mediaobject>\r
1921<alt>screenshot of invoicing</alt>\r
1922\r
1923<imageobject>\r
1924<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
1925</imageobject>\r
1926</mediaobject></para>\r
1927</informalfigure>\r
1928</step>\r
1929</procedure>\r
1930\r
1931</section> \r
1932</chapter>\r