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