Minor revisions to Invoicing and Receiving.
[sitka/doc/acquisitions.git] / acq / acq-invoices.xml
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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
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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
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22</abstract>\r
23 \r
24\r
25 </info>\r
26\r
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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
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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
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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
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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
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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
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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
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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
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76</imageobject>\r
77</mediaobject></para>\r
78</informalfigure>\r
65782033 79</step>\r
31063226 80\r
65782033 81<step>\r
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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
8870d07d 98<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">Populating Invoices</link>.</para>\r
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99</step>\r
100\r
101<step>\r
8870d07d 102<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">Add Charges to an Invoice</link>.</para>\r
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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
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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
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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
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118<para>You can create an invoice containing all of the line items on a purchase order.</para>\r
119\r
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120<procedure>\r
121<step>\r
65782033 122<para>Open a purchase order.</para>\r
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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
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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
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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
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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
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164</imageobject>\r
165</mediaobject></para>\r
166</informalfigure>\r
31063226 167\r
de0d1fa8 168<note>\r
8870d07d 169<para><guilabel>Title Details</guilabel> includes:</para>\r
31063226 170\r
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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
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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
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194<para>link to the Purchase Order</para>\r
195</listitem>\r
196</itemizedlist>\r
de0d1fa8 197</note>\r
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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
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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
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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
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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
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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
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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
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235</imageobject>\r
236</mediaobject></para>\r
237</informalfigure>\r
31063226 238\r
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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
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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
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265</step>\r
266\r
267<step>\r
8870d07d 268<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">Populating Invoices</link>.</para>\r
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269</step>\r
270\r
271<step>\r
8870d07d 272<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">Add Charges to an Invoice</link>.</para>\r
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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
8870d07d 291<para>You can create an invoice from multiple line items on a purchase order. You can then link additional line items from the same or \r
de0d1fa8 292different purchase orders to this invoice.</para>\r
65782033 293\r
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294<procedure>\r
295<step>\r
de0d1fa8 296<para>Open a purchase order.</para>\r
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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
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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
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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
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312</imageobject>\r
313</mediaobject></para>\r
314</informalfigure>\r
65782033 315</step>\r
31063226 316\r
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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
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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
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331</imageobject>\r
332</mediaobject></para>\r
333</informalfigure>\r
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334</step>\r
335\r
336<step>\r
337<informalfigure>\r
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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
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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 349<note>\r
8870d07d 350<para><guilabel>Title Details</guilabel> includes:</para>\r
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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
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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
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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
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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
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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
8870d07d 449<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">Populating Invoices</link>.</para>\r
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450</step>\r
451\r
452<step>\r
8870d07d 453<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">Add Charges to an Invoice</link>.</para>\r
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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
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474 \r
475<procedure>\r
476<step>\r
65782033 477<para>Open a purchase order.</para>\r
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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
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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
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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
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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
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521</imageobject>\r
522</mediaobject></para>\r
523</informalfigure>\r
31063226 524\r
de0d1fa8 525<note>\r
8870d07d 526<para><guilabel>Title Details</guilabel> includes:</para>\r
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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
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551<para>link to the Purchase Order</para>\r
552</listitem>\r
553</itemizedlist>\r
de0d1fa8 554</note>\r
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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
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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
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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
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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
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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
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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
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592</imageobject>\r
593</mediaobject></para>\r
594</informalfigure>\r
31063226 595\r
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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
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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
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621</step>\r
622\r
623<step>\r
8870d07d 624<para>For information on linking additional line items to the invoice see <link linkend="populate-invoice">Populating Invoices</link>.</para>\r
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625</step>\r
626\r
627<step>\r
8870d07d 628<para>For information on adding charges to the invoice see <link linkend="add-charges-invoice">Add Charges to an Invoice</link>.</para>\r
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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
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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
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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
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673</listitem>\r
674</itemizedlist>\r
675\r
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676\r
677<simplesect xml:id="invoice-details">\r
678<title>Invoice Details</title>\r
679\r
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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
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684<listitem>\r
685<informalfigure>\r
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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
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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
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694</imageobject>\r
695</mediaobject></para>\r
696</informalfigure>\r
697</listitem>\r
698\r
699<listitem>\r
700<informalfigure>\r
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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
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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
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709</imageobject>\r
710</mediaobject></para>\r
711</informalfigure>\r
712</listitem>\r
713\r
714<listitem>\r
715<informalfigure>\r
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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
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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
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725</imageobject>\r
726</mediaobject></para>\r
727</informalfigure>\r
728</listitem>\r
729\r
730<listitem>\r
731<informalfigure>\r
8870d07d 732<para><guilabel>Note</guilabel></para>\r
de0d1fa8 733<para>This is an optional field that can be used as needed.</para>\r
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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
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739</imageobject>\r
740</mediaobject></para>\r
741</informalfigure>\r
742</listitem>\r
743\r
744<listitem>\r
745<informalfigure>\r
de0d1fa8 746<para><guilabel>Payment Method</guilabel></para>\r
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747<para>Available payment methods display in a drop down menu. Additional payment methods can be requested. See \r
748<link linkend="guidelines-submit-default">Guidelines for Submitting Suggestions for New Defaults</link>.</para>\r
de0d1fa8 749<para><emphasis>This is a required field.</emphasis></para>\r
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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
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755</imageobject>\r
756</mediaobject></para>\r
757</informalfigure>\r
758</listitem>\r
31063226 759\r
65782033 760<listitem>\r
31063226 761<informalfigure>\r
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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
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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
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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
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778<para><guilabel>Invoice Type</guilabel></para>\r
779<para>This field is used if your library distinguishes between types of invoices.</para>\r
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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
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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
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792<para><guilabel>Payment Authorization</guilabel></para>\r
793<para>This field is used if your library requires authorization for payments.</para>\r
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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
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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
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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
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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
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815</imageobject>\r
816</mediaobject></para>\r
817</informalfigure>\r
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818</listitem>\r
819</itemizedlist>\r
31063226 820\r
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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
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832</simplesect>\r
833\r
834</section>\r
835\r
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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
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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
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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
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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
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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
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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
8870d07d 932first item and then link a line item from another purchase orders onto that invoice.</para> \r
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933\r
934<procedure>\r
935<step>\r
9880bf27 936<para>Open a purchase order.</para>\r
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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
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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
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1005</simplesect>\r
1006\r
793049ba 1007<simplesect xml:id="link-multiple-lineitem-invoice">\r
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1008<title>Link Multiple Line Items to an Existing Invoice</title>\r
1009\r
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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
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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
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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
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1031</step>\r
1032\r
1033<step>\r
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1034<informalfigure>\r
1035<para>Using the main <guilabel>Actions</guilabel> menu, select \r
8870d07d 1036<menuchoice><guimenu>Actions</guimenu><guimenuitem>Link To Invoice for Selected Lineitems</guimenuitem></menuchoice>.</para>\r
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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
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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
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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
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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
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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
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1071</step>\r
1072\r
1073<step>\r
de0d1fa8 1074<informalfigure>\r
793049ba 1075<para>Click <guibutton>Link</guibutton>.</para>\r
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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
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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
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1089<para><mediaobject>\r
1090<alt>screenshot of invoicing</alt>\r
1091\r
1092<imageobject>\r
8870d07d 1093<imagedata fileref="media/link-invoice-multiple-5.png" scalefit="0"></imagedata>\r
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1094</imageobject>\r
1095</mediaobject></para>\r
1096</informalfigure>\r
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1097</step>\r
1098\r
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1099</procedure>\r
1100\r
1101\r
1102</simplesect>\r
31063226 1103\r
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1104<simplesect xml:id="link-search-lineitem">\r
1105<title>Search for Line Items from an Invoice</title>\r
1106\r
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1107 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
1108 xlink:title="http://www.esilibrary.com/esi/docs/?p=1405"\r
1109 xlink:href="http://www.esilibrary.com/esi/docs/?p=1405">Evergreen\r
1110 Community</link></emphasis></para>\r
dd5388ee 1111 \r
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1112\r
1113<para>You can use the new <guilabel>Search</guilabel> tab to search for and add line items to an invoice from within the invoice.</para>\r
1114\r
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1115<procedure>\r
1116\r
1117<step>\r
1118<para>Open an invoice or <link linkend="create-blanket-invoice">create an invoice</link>.</para>\r
1119</step>\r
1120\r
1121<step>\r
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1122<informalfigure>\r
1123<para>Click the <guibutton>Search</guibutton> tab.</para>\r
1124<para><mediaobject>\r
1125<alt>screenshot of invoicing</alt>\r
1126\r
1127<imageobject>\r
1128<imagedata fileref="media/search-invoice-lineitem-1.png" scalefit="0"></imagedata>\r
1129</imageobject>\r
1130</mediaobject></para>\r
1131</informalfigure>\r
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1132</step>\r
1133\r
1134<step>\r
de0d1fa8 1135<informalfigure>\r
793049ba 1136<para>Select your search criteria from the drop down menu.</para>\r
8870d07d 1137<para>See <link linkend="lineitem-search">Searching for Line Items</link> for general searching tips.</para>\r
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1138<para><mediaobject>\r
1139<alt>screenshot of invoicing</alt>\r
1140\r
1141<imageobject>\r
1142<imagedata fileref="media/search-invoice-lineitem-2.png" scalefit="0"></imagedata>\r
1143</imageobject>\r
1144</mediaobject></para>\r
1145</informalfigure>\r
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1146</step>\r
1147\r
1148<step>\r
de0d1fa8 1149<informalfigure>\r
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1150<para> The <guilabel>Limit to Invoiceable Items</guilabel> check box is checked by default.</para>\r
1151<para>Invoiceable items are those that are on order, have not been cancelled, and have not yet been invoiced.</para>\r
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1152<para><mediaobject>\r
1153<alt>screenshot of invoicing</alt>\r
1154\r
1155<imageobject>\r
1156<imagedata fileref="media/search-invoice-lineitem-3.png" scalefit="0"></imagedata>\r
1157</imageobject>\r
1158</mediaobject></para>\r
1159</informalfigure>\r
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1160</step>\r
1161\r
1162<step>\r
de0d1fa8 1163<informalfigure>\r
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1164<para>The <guilabel>Sort by title</guilabel> check box is optional.</para>\r
1165<para>By default, results are listed by line number. This check box sorts the results by ascending title.</para>\r
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1166<para><mediaobject>\r
1167<alt>screenshot of invoicing</alt>\r
1168\r
1169<imageobject>\r
1170<imagedata fileref="media/search-invoice-lineitem-4.png" scalefit="0"></imagedata>\r
1171</imageobject>\r
1172</mediaobject></para>\r
1173</informalfigure>\r
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1174</step>\r
1175\r
1176<step>\r
de0d1fa8 1177<informalfigure>\r
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1178<para>Click <guilabel>Search</guilabel> or press <guibutton>Enter</guibutton> on your keyboard.</para>\r
1179<note><para><guibutton>Search</guibutton> will start a new search while <guibutton>Enter</guibutton> will build on your current search.</para>\r
1180<para>For example, choose LIA-ISBN as your search field, type in the ISBN of your first book and press <guibutton>Enter</guibutton>. The line item will appear in the \r
1181results list. Then, type your next ISBN into the search box and press <guibutton>Enter</guibutton>. Both line items will now appear in the results list. Continue\r
1182building your list.</para></note>\r
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1183<para><mediaobject>\r
1184<alt>screenshot of invoicing</alt>\r
1185\r
1186<imageobject>\r
1187<imagedata fileref="media/search-invoice-lineitem-5.png" scalefit="0"></imagedata>\r
1188</imageobject>\r
1189</mediaobject></para>\r
1190</informalfigure>\r
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1191</step>\r
1192\r
1193<step>\r
de0d1fa8 1194<informalfigure>\r
793049ba 1195<para>Use the <guilabel>Next</guilabel> and <guilabel>Back</guilabel> links to navigate through the results.</para>\r
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1196<para><mediaobject>\r
1197<alt>screenshot of invoicing</alt>\r
1198\r
1199<imageobject>\r
1200<imagedata fileref="media/search-invoice-lineitem-6.png" scalefit="0"></imagedata>\r
1201</imageobject>\r
1202</mediaobject></para>\r
1203</informalfigure>\r
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1204</step>\r
1205\r
1206<step>\r
de0d1fa8 1207<informalfigure>\r
793049ba 1208<para>Select the line items you would like to add to the invoice and click <guibutton>Add Selected Items to Invoice</guibutton>.</para>\r
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1209<para><mediaobject>\r
1210<alt>screenshot of invoicing</alt>\r
1211\r
1212<imageobject>\r
1213<imagedata fileref="media/search-invoice-lineitem-7.png" scalefit="0"></imagedata>\r
1214</imageobject>\r
1215</mediaobject></para>\r
1216</informalfigure>\r
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1217</step>\r
1218\r
1219<step>\r
de0d1fa8 1220<para>The selected line items are highlighted, and the invoice summary at the top of the screen updates.</para>\r
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1221</step>\r
1222\r
1223<step>\r
de0d1fa8 1224<informalfigure>\r
793049ba 1225<para>Click the <guilabel>Invoice</guilabel> tab to see the updated invoice.</para>\r
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1226<para><mediaobject>\r
1227<alt>screenshot of invoicing</alt>\r
1228\r
1229<imageobject>\r
aac555ed 1230<imagedata fileref="media/search-invoice-lineitem-8.png" scalefit="0"></imagedata>\r
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1231</imageobject>\r
1232</mediaobject></para>\r
1233</informalfigure>\r
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1234</step>\r
1235\r
1236</procedure>\r
1237\r
1238</simplesect>\r
1239\r
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1240</section>\r
1241\r
1242\r
1243 <section xml:id="charges-invoice">\r
1244<title>Invoice Charges</title>\r
1245\r
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1246<para>You can add additional charges to any invoice. Possible charges include taxes and shipping fees as well as charges for items that \r
1247are 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
1248for a list of the charge types available.</para>\r
1249\r
8870d07d 1250<para>Some charge types, such as taxes, are proratable. This means when <guilabel>Prorate</guilabel> is clicked the system divides the amount being charged \r
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1251proportionally among the funds in use on the invoice based on how much is being spent out of each fund.</para>\r
1252\r
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1253<para><link linkend="add-charges-invoice">Add Charges to an Invoice</link></para>\r
1254<para><link linkend="delete-charges-invoice">Delete Charges from an Invoice</link></para>\r
1255\r
1256<simplesect xml:id="add-charges-invoice">\r
1257 <title>Add Charges to an Invoice</title>\r
1258 \r
1259<procedure>\r
1260<step>\r
1261<para>Open an invoice.</para>\r
1262</step>\r
1263\r
1264<step>\r
1265<informalfigure>\r
1266<para>Click the <guilabel>Add Charge...</guilabel> link.</para>\r
1267<para><mediaobject>\r
1268<alt>screenshot of invoicing</alt>\r
1269\r
1270<imageobject>\r
1271<imagedata fileref="media/blanket-invoice-12.png" scalefit="0"></imagedata>\r
1272</imageobject>\r
1273</mediaobject></para>\r
1274</informalfigure>\r
1275</step>\r
1276\r
1277<step>\r
1278<informalfigure>\r
9880bf27 1279<para>Choose the charge you would like to apply from the <guilabel>Charge Type</guilabel> drop down menu.</para>\r
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1280<para><mediaobject>\r
1281<alt>screenshot of invoicing</alt>\r
1282\r
1283<imageobject>\r
1284<imagedata fileref="media/blanket-invoice-13.png" scalefit="0"></imagedata>\r
1285</imageobject>\r
1286</mediaobject></para>\r
1287</informalfigure>\r
1288</step>\r
1289\r
1290<step>\r
1291<informalfigure>\r
9880bf27 1292<para>Using the drop down menu, choose the fund from which payment for the charge will come.</para>\r
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1293<para><mediaobject>\r
1294<alt>screenshot of invoicing</alt>\r
1295\r
1296<imageobject>\r
1297<imagedata fileref="media/blanket-invoice-14.png" scalefit="0"></imagedata>\r
1298</imageobject>\r
1299</mediaobject></para>\r
1300</informalfigure>\r
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1301<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
1302 funds to apply the charges to based on the contents of the invoice.</para></note>\r
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1303</step>\r
1304\r
1305<step>\r
1306<informalfigure>\r
1307<para>Enter a <guilabel>Title/Description</guilabel> of the charge.</para>\r
1308<para><mediaobject>\r
1309<alt>screenshot of invoicing</alt>\r
1310\r
1311<imageobject>\r
1312<imagedata fileref="media/blanket-invoice-15.png" scalefit="0"></imagedata>\r
1313</imageobject>\r
1314</mediaobject></para>\r
1315</informalfigure>\r
1316</step>\r
1317\r
1318<step>\r
1319<informalfigure>\r
1320<para>In the <guilabel>Billed</guilabel> and <guilabel>Paid</guilabel> fields enter the amount billed and the amount paid respectively.</para>\r
1321<para><mediaobject>\r
1322<alt>screenshot of invoicing</alt>\r
1323\r
1324<imageobject>\r
1325<imagedata fileref="media/blanket-invoice-16.png" scalefit="0"></imagedata>\r
1326</imageobject>\r
1327</mediaobject></para>\r
1328</informalfigure>\r
1329</step>\r
1330\r
1331<step>\r
1332<informalfigure>\r
8870d07d 1333<para>There are two options for saving an invoice:</para> \r
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1334<para><mediaobject>\r
1335<alt>screenshot of invoicing</alt>\r
1336\r
1337<imageobject>\r
1338<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1339</imageobject>\r
1340</mediaobject></para>\r
1341</informalfigure>\r
1342\r
1343<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
8870d07d 1344<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
9880bf27 1345<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
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1346</step>\r
1347\r
1348</procedure>\r
1349\r
1350\r
1351</simplesect>\r
1352\r
1353<simplesect xml:id="delete-charges-invoice">\r
1354<title>Delete Charges from an Invoice</title>\r
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1355<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
1356See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para>\r
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1357\r
1358<procedure>\r
1359\r
1360<step>\r
9880bf27 1361<para>Open an invoice.</para>\r
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1362</step>\r
1363\r
1364<step>\r
1365<informalfigure>\r
1366<para>Click the <guilabel>Delete</guilabel> link adjacent to the charge line.</para>\r
1367<para><mediaobject>\r
1368<alt>screenshot of invoicing</alt>\r
1369\r
1370<imageobject>\r
1371<imagedata fileref="media/delete-charge-invoice-1.png" scalefit="0"></imagedata>\r
1372</imageobject>\r
1373</mediaobject></para>\r
1374</informalfigure>\r
1375</step>\r
1376\r
1377<step>\r
1378<informalfigure>\r
1379<para>Confirm that you wish to delete the charge by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1380<para><mediaobject>\r
1381<alt>screenshot of invoicing</alt>\r
1382\r
1383<imageobject>\r
1384<imagedata fileref="media/delete-charge-invoice-2.png" scalefit="0"></imagedata>\r
1385</imageobject>\r
1386</mediaobject></para>\r
1387</informalfigure>\r
1388</step>\r
1389\r
1390<step>\r
1391<informalfigure>\r
1392<para>The charge is deleted and removed from the invoice.</para>\r
1393<para><mediaobject>\r
1394<alt>screenshot of invoicing</alt>\r
1395\r
1396<imageobject>\r
1397<imagedata fileref="media/delete-charge-invoice-3.png" scalefit="0"></imagedata>\r
1398</imageobject>\r
1399</mediaobject></para>\r
1400</informalfigure>\r
1401</step>\r
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1402\r
1403<step>\r
1404<informalfigure>\r
8870d07d 1405<para>There are two options for saving an invoice:</para> \r
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1406<para><mediaobject>\r
1407<alt>screenshot of invoicing</alt>\r
1408\r
1409<imageobject>\r
1410<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1411</imageobject>\r
1412</mediaobject></para>\r
1413</informalfigure>\r
1414\r
1415<para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
8870d07d 1416<para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
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1417<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
1418</step>\r
1419\r
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1420</procedure>\r
1421\r
1422</simplesect>\r
1423\r
1424</section> \r
1425 \r
1426 <section xml:id="add-copies-invoice">\r
1427 <title>Add Additional Copies to an Invoice</title>\r
1428 <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
1429<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
1430\r
1431<procedure>\r
1432<step>\r
1433<para>Open an invoice.</para>\r
1434</step>\r
1435\r
1436<step>\r
1437<informalfigure>\r
1438<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
1439<para><mediaobject>\r
1440<alt>screenshot of invoicing</alt>\r
1441\r
1442<imageobject>\r
1443<imagedata fileref="media/add-copies-invoice-5.png" scalefit="0"></imagedata>\r
1444</imageobject>\r
1445</mediaobject></para>\r
1446</informalfigure>\r
1447</step>\r
1448\r
1449<step>\r
1450<informalfigure>\r
1451<para>The <guilabel>Extra Items</guilabel> pop up will appear to confirm the number of copies you are adding.</para>\r
1452<para><mediaobject>\r
1453<alt>screenshot of invoicing</alt>\r
1454\r
1455<imageobject>\r
1456<imagedata fileref="media/add-copies-invoice-2.png" scalefit="0"></imagedata>\r
1457</imageobject>\r
1458</mediaobject></para>\r
1459</informalfigure>\r
1460</step>\r
1461\r
1462<step>\r
1463<informalfigure>\r
1464<para>Select a fund from the drop down menu to apply to the new copies.</para>\r
1465<para><mediaobject>\r
1466<alt>screenshot of invoicing</alt>\r
1467\r
1468<imageobject>\r
1469<imagedata fileref="media/add-copies-invoice-3.png" scalefit="0"></imagedata>\r
1470</imageobject>\r
1471</mediaobject></para>\r
1472</informalfigure>\r
1473</step>\r
1474\r
1475<step>\r
1476<informalfigure>\r
1477<para>Click <guibutton>Add New Items</guibutton>.</para>\r
1478<para><mediaobject>\r
1479<alt>screenshot of invoicing</alt>\r
1480\r
1481<imageobject>\r
1482<imagedata fileref="media/add-copies-invoice-4.png" scalefit="0"></imagedata>\r
1483</imageobject>\r
1484</mediaobject></para>\r
1485</informalfigure>\r
1486</step>\r
1487\r
1488<step>\r
1489<informalfigure>\r
1490<para>Click <guibutton>Save</guibutton> to allow the changes to take effect.</para>\r
1491<para><mediaobject>\r
1492<alt>screenshot of invoicing</alt>\r
1493\r
1494<imageobject>\r
1495<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1496</imageobject>\r
1497</mediaobject></para>\r
1498</informalfigure>\r
1499</step>\r
1500\r
1501<step>\r
1502<informalfigure>\r
1503<para>The <guilabel>Title Details</guilabel> for the line item will update to reflect the additional copies. The additional copies are automatically received\r
1504in the system. Proceed with paying the invoice.</para>\r
1505<para><mediaobject>\r
1506<alt>screenshot of invoicing</alt>\r
1507\r
1508<imageobject>\r
1509<imagedata fileref="media/add-copies-invoice-6.png" scalefit="0"></imagedata>\r
1510</imageobject>\r
1511</mediaobject></para>\r
1512</informalfigure>\r
1513<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
1514 section.</para></note>\r
1515</step>\r
1516\r
1517</procedure>\r
1518\r
1519</section> \r
1520 <section xml:id="detach-lineitem-invoice">\r
1521 <title>Detach Line Items from an Invoice</title>\r
1522 \r
1523<procedure>\r
1524<step>\r
1525<para>Open an invoice.</para>\r
1526</step>\r
1527\r
1528<step>\r
1529<informalfigure>\r
1530<para>Click the <guilabel>Detach</guilabel> link adjacent to the line item you wish to remove.</para>\r
1531<para><mediaobject>\r
1532<alt>screenshot of invoicing</alt>\r
1533\r
1534<imageobject>\r
1535<imagedata fileref="media/detach-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
1536</imageobject>\r
1537</mediaobject></para>\r
1538</informalfigure>\r
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1539</step>\r
1540\r
1541<step>\r
1542<informalfigure>\r
1543<para>Confirm that you wish to detach the line item by clicking <guibutton>OK</guibutton> on the pop up that appears.</para>\r
1544<para><mediaobject>\r
1545<alt>screenshot of invoicing</alt>\r
1546\r
1547<imageobject>\r
1548<imagedata fileref="media/detach-lineitem-invoice-2.png" scalefit="0"></imagedata>\r
1549</imageobject>\r
1550</mediaobject></para>\r
1551</informalfigure>\r
1552</step>\r
1553\r
1554<step>\r
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1555<para>If your invoice is complete and contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1556</step>\r
1557\r
1558<step>\r
31063226 1559<informalfigure>\r
793049ba 1560<para>Save the invoice. There are two options for saving an invoice:</para>\r
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1561<para><mediaobject>\r
1562<alt>screenshot of invoicing</alt>\r
1563\r
1564<imageobject>\r
1565<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1566</imageobject>\r
1567</mediaobject></para>\r
1568</informalfigure>\r
1569 \r
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1570\r
1571<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1572<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
9880bf27 1573<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
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1574</step>\r
1575\r
1576</procedure>\r
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1577\r
1578<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
1579\r
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1580</section> \r
1581\r
9880bf27 1582\r
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1583 <section xml:id="view-invoice">\r
1584 <title>View an Invoice</title>\r
1585 <para>You can view an invoice in one of three ways:</para>\r
1586<itemizedlist>\r
1587<listitem>\r
1588<para><link linkend="view-invoice-search">View Invoices through a Search</link></para>\r
1589</listitem>\r
1590<listitem>\r
1591<para><link linkend="view-invoice-purchase-order">View Invoices on a Purchase Order</link></para>\r
1592</listitem>\r
1593<listitem>\r
1594<para><link linkend="view-invoice-lineitem">View Invoices Attached to a Line Item</link></para>\r
1595</listitem>\r
1596</itemizedlist>\r
1597\r
1598<simplesect xml:id="view-invoice-search">\r
1599<title>View Invoices through a Search</title>\r
1600\r
1601<para><link linkend="invoice-search-tips">Search Tips</link></para>\r
1602<para>The default invoice search allows you to quickly generate a list of open invoices.</para> \r
1603<para>This search can also easily be modified to search for invoices using other parameters.</para>\r
1604\r
1605<procedure>\r
1606<step>\r
1607<informalfigure>\r
1608<para>To access the searching interface, select\r
1609<menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1610<para><mediaobject>\r
1611<alt>screenshot of the Invoice Search</alt>\r
1612\r
1613<imageobject>\r
1614<imagedata fileref="media/invoice-search-1.png" scalefit="0"></imagedata>\r
1615</imageobject>\r
1616</mediaobject></para>\r
1617</informalfigure>\r
1618</step>\r
1619\r
1620<step>\r
1621<informalfigure>\r
1622<para>By default the search interface is set to search for open invoices created by your ordering agency.</para>\r
1623<para>If this is search you wish to perform, click <guibutton>Search</guibutton>.</para>\r
1624<para><mediaobject>\r
1625<alt>screenshot of the Invoice Search</alt>\r
1626\r
1627<imageobject>\r
1628<imagedata fileref="media/invoice-search-2.png" scalefit="0"></imagedata>\r
1629</imageobject>\r
1630</mediaobject></para>\r
1631</informalfigure>\r
1632</step>\r
1633</procedure>\r
1634</simplesect>\r
1635\r
1636<simplesect xml:id="view-invoice-purchase-order">\r
1637<title>View Invoices on a Purchase Order</title>\r
1638\r
1639<procedure>\r
1640<step>\r
1641<para>Open a purchase order.</para>\r
1642</step>\r
1643\r
1644<step>\r
1645<informalfigure>\r
1646<para>Click <guibutton>View Invoices</guibutton>. The number in parentheses indicates the number of invoices attached to the purchase order.</para>\r
1647<para><mediaobject>\r
1648<alt>screenshot of invoicing</alt>\r
1649\r
1650<imageobject>\r
1651<imagedata fileref="media/view-link-po-invoice-1.png" scalefit="0"></imagedata>\r
1652</imageobject>\r
1653</mediaobject></para>\r
1654</informalfigure>\r
1655</step>\r
1656\r
1657<step>\r
1658<informalfigure>\r
1659<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1660<para><mediaobject>\r
1661<alt>screenshot of invoicing</alt>\r
1662\r
1663<imageobject>\r
1664<imagedata fileref="media/view-link-po-invoice-2.png" scalefit="0"></imagedata>\r
1665</imageobject>\r
1666</mediaobject></para>\r
1667</informalfigure>\r
1668</step>\r
1669</procedure>\r
1670</simplesect>\r
1671\r
1672<simplesect xml:id="view-invoice-lineitem">\r
1673<title>View Invoices Attached to a Line Item</title>\r
1674\r
1675<procedure>\r
1676<step>\r
9880bf27 1677<para>Open a purchase order.</para>\r
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1678</step>\r
1679\r
1680<step>\r
1681<informalfigure>\r
1682<para>Using the <guilabel>Actions</guilabel> menu on the line item, select \r
1683<menuchoice><guimenu>Actions</guimenu><guimenuitem>View Invoice(s)</guimenuitem></menuchoice> to view any invoices that are attached to the line item.</para>\r
1684<para><mediaobject>\r
1685<alt>screenshot of invoicing</alt>\r
1686\r
1687<imageobject>\r
1688<imagedata fileref="media/view-link-lineitem-invoice-1.png" scalefit="0"></imagedata>\r
1689</imageobject>\r
1690</mediaobject></para>\r
1691</informalfigure>\r
1692</step>\r
1693\r
1694<step>\r
1695<informalfigure>\r
1696<para>Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.</para>\r
1697<para><mediaobject>\r
1698<alt>screenshot of invoicing</alt>\r
1699\r
1700<imageobject>\r
1701<imagedata fileref="media/view-invoice-6.png" scalefit="0"></imagedata>\r
1702</imageobject>\r
1703</mediaobject></para>\r
1704</informalfigure>\r
1705</step>\r
1706</procedure>\r
1707</simplesect>\r
1708\r
1709</section> \r
1710 <section xml:id="print-invoice">\r
1711 <title>Printing Invoices</title>\r
1712 <para>Invoices can be printed individually or as a batch from the search grid.</para>\r
1713\r
1714<procedure>\r
1715<step>\r
1716<informalfigure>\r
1717<para>Select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Open Invoices</guimenuitem></menuchoice>.</para>\r
1718<para><mediaobject>\r
1719<alt>screenshot of invoicing</alt>\r
1720\r
1721<imageobject>\r
1722<imagedata fileref="media/view-invoice-1.png" scalefit="0"></imagedata>\r
1723</imageobject>\r
1724</mediaobject></para>\r
1725</informalfigure>\r
1726</step>\r
1727\r
1728<step>\r
1729<para>This opens the Acquisitions Search screen. Use this search to retrieve the invoices you would like to print. For more information see \r
1730<link linkend="view-invoice-search">View Invoices through a Search</link>.</para>\r
1731</step>\r
1732\r
1733<step>\r
1734<informalfigure>\r
1735<para>Check the boxes adjacent to the invoices you would like to print.</para>\r
1736<para><mediaobject>\r
1737<alt>screenshot of invoicing</alt>\r
1738\r
1739<imageobject>\r
1740<imagedata fileref="media/print-invoice-1.png" scalefit="0"></imagedata>\r
1741</imageobject>\r
1742</mediaobject></para>\r
1743</informalfigure>\r
1744<tip><para>You can select only one invoice if you only want to print a specific invoice.</para></tip>\r
1745</step>\r
1746\r
1747<step>\r
1748<informalfigure>\r
1749<para>Click <guibutton>Print Selected Invoices</guibutton>.</para>\r
1750<para><mediaobject>\r
1751<alt>screenshot of invoicing</alt>\r
1752\r
1753<imageobject>\r
1754<imagedata fileref="media/print-invoice-2.png" scalefit="0"></imagedata>\r
1755</imageobject>\r
1756</mediaobject></para>\r
1757</informalfigure>\r
1758</step>\r
1759\r
1760<step>\r
1761<informalfigure>\r
1762<para>Select your printer and click <guibutton>OK</guibutton>.</para>\r
1763<para><mediaobject>\r
1764<alt>screenshot of invoicing</alt>\r
1765\r
1766<imageobject>\r
1767<imagedata fileref="media/print-invoice-3.png" scalefit="0"></imagedata>\r
1768</imageobject>\r
1769</mediaobject></para>\r
1770</informalfigure>\r
1771</step>\r
1772\r
1773</procedure>\r
1774\r
1775</section> \r
1776 <section xml:id="pay-invoice">\r
1777 <title>Pay an Invoice</title>\r
1778<para>Invoices must be paid in Evergreen for funds to move from encumbered to spent.</para>\r
1779 \r
1780<procedure>\r
1781<step>\r
1782<para>Open or create an invoice.</para>\r
1783</step>\r
1784\r
1785<step>\r
1786<informalfigure>\r
1787<para>In the <guilabel>Paid</guilabel> column, enter the amount paid for each line item.</para>\r
1788<para><mediaobject>\r
1789<alt>screenshot of invoicing</alt>\r
1790\r
1791<imageobject>\r
1792<imagedata fileref="media/pay-invoice-1.png" scalefit="0"></imagedata>\r
1793</imageobject>\r
1794</mediaobject></para>\r
1795</informalfigure>\r
1796</step>\r
1797\r
1798<step>\r
de0d1fa8 1799<informalfigure>\r
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1800<para>If your invoice contains proratable charges, click <guibutton>Prorate</guibutton>.</para>\r
1801<para>This prorates the charges, such as taxes, across funds if multiple funds are used to pay the invoice.</para>\r
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1802<para><mediaobject>\r
1803<alt>screenshot of invoicing</alt>\r
1804\r
1805<imageobject>\r
1806<imagedata fileref="media/prorate-invoice-1.png" scalefit="0"></imagedata>\r
1807</imageobject>\r
1808</mediaobject></para>\r
1809</informalfigure>\r
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1810</step>\r
1811\r
1812<step>\r
31063226 1813<informalfigure>\r
793049ba 1814<para>Save the invoice. There are two options for saving an invoice:</para> \r
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1815<para><mediaobject>\r
1816<alt>screenshot of invoicing</alt>\r
1817\r
1818<imageobject>\r
1819<imagedata fileref="media/blanket-invoice-17.png" scalefit="0"></imagedata>\r
1820</imageobject>\r
1821</mediaobject></para>\r
1822</informalfigure>\r
1823\r
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1824<para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
1825<para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
1826\r
9880bf27 1827<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
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1828</step>\r
1829</procedure>\r
1830\r
1831</section> \r
1832 <section xml:id="complete-invoice">\r
1833 <title>Complete an Invoice</title>\r
9880bf27 1834 <para>An invoice is complete when all required fields are filled in and the invoice is closed.</para>\r
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1835\r
1836<procedure>\r
1837<step>\r
1838<para>Open an invoice.</para>\r
1839</step>\r
1840\r
1841<step>\r
1842<informalfigure>\r
9880bf27 1843<para>Ensure information is entered into all of the required fields.</para>\r
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1844<para><mediaobject>\r
1845<alt>screenshot of invoicing</alt>\r
1846\r
1847<imageobject>\r
1848<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
1849</imageobject>\r
1850</mediaobject></para>\r
1851</informalfigure>\r
1852<para>Required fields are:</para>\r
1853\r
1854<itemizedlist>\r
1855<listitem>\r
1856<para>Vendor Invoice ID</para>\r
1857</listitem>\r
1858<listitem>\r
1859<para>Provider</para>\r
1860</listitem>\r
1861<listitem>\r
1862<para>Payment Method</para>\r
1863</listitem>\r
1864<listitem>\r
1865<para>Invoice Date</para>\r
1866</listitem>\r
1867<listitem>\r
1868<para>Shipper</para>\r
1869</listitem>\r
1870<listitem>\r
1871<para>Receiver</para>\r
1872</listitem>\r
1873<listitem>\r
1874<para># Invoiced/# Paid</para>\r
1875</listitem>\r
1876<listitem>\r
1877<para>Billed</para>\r
1878</listitem>\r
1879<listitem>\r
1880<para>Paid</para>\r
1881</listitem>\r
1882</itemizedlist>\r
1883\r
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1884<para>The totals at the bottom of the invoice will calculate based on the information entered.</para>\r
1885<note><para>These totals must match or the invoice will not close.</para></note>\r
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1886</step>\r
1887\r
1888<step>\r
1889<informalfigure>\r
793049ba 1890<para>Click <guibutton>Close</guibutton>. This will complete the invoice.</para>\r
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1891<para><mediaobject>\r
1892<alt>screenshot of invoicing</alt>\r
1893\r
1894<imageobject>\r
1895<imagedata fileref="media/complete-invoice-2.png" scalefit="0"></imagedata>\r
1896</imageobject>\r
1897</mediaobject></para>\r
1898</informalfigure>\r
1899</step>\r
1900</procedure>\r
1901\r
1902</section> \r
1903 <section xml:id="reopen-invoice">\r
1904 <title>Re-open an Invoice</title>\r
9880bf27 1905 <para>Completed invoices can be re-opened at anytime by users with appropriate permissions.</para>\r
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1906\r
1907<procedure>\r
1908<step>\r
1909<para>Bring up the completed invoice you wish to re-open.</para>\r
1910</step>\r
1911\r
1912<step>\r
1913<informalfigure>\r
1914<para>At the bottom of the invoice click <guibutton>Reopen Invoice</guibutton>.</para>\r
1915<para><mediaobject>\r
1916<alt>screenshot of invoicing</alt>\r
1917\r
1918<imageobject>\r
1919<imagedata fileref="media/reopen-invoice-1.png" scalefit="0"></imagedata>\r
1920</imageobject>\r
1921</mediaobject></para>\r
1922</informalfigure>\r
1923</step>\r
1924\r
1925<step>\r
1926<informalfigure>\r
1927<para>The invoice is now be open and can be edited.</para>\r
1928<para><mediaobject>\r
1929<alt>screenshot of invoicing</alt>\r
1930\r
1931<imageobject>\r
1932<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
1933</imageobject>\r
1934</mediaobject></para>\r
1935</informalfigure>\r
1936</step>\r
1937</procedure>\r
1938\r
1939</section> \r
1940</chapter>\r