merge pay / complete invoice sections -> emphasize need to close an invoice -> replac...

Signed-off-by: Christine Burns <christine.burns@bc.libraries.coop>

diff --git a/acq/acq-invoices.xml b/acq/acq-invoices.xml
index d261205..ec02d90 100644 (file)
--- a/acq/acq-invoices.xml
+++ b/acq/acq-invoices.xml
@@ -105,7 +105,26 @@ invoices.</para>
 <step>\r
 <para>For information on other invoice options and features see the other sections in this chapter.</para>\r
 </step>\r
-</procedure>\r
+   \r
+   <step>\r
+      <informalfigure>\r
+         <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
+                     items and invoice charges have been added the invoice must be closed. </para>\r
+         <para><mediaobject>\r
+            <alt>screenshot of invoicing</alt>\r
+            \r
+            <imageobject>\r
+               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
+            </imageobject>\r
+         </mediaobject></para>\r
+      </informalfigure>\r
+   </step>\r
+</procedure>     \r
+      <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
+         debits linked to an invoice are only marked as paid when the invoice is\r
+         closed.</para></note>\r
+   \r
+\r
 \r
 </simplesect>\r
 \r
@@ -276,9 +295,28 @@ the line item.</para>
 <step>\r
 <para>For information on other invoice options and features see the other sections in this chapter.</para>\r
 </step>\r
+   \r
+   <step>\r
+      <informalfigure>\r
+         <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
+                     items and invoice charges have been added the invoice must be closed. </para>\r
+         <para><mediaobject>\r
+            <alt>screenshot of invoicing</alt>\r
+            \r
+            <imageobject>\r
+               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
+            </imageobject>\r
+         </mediaobject></para>\r
+      </informalfigure>\r
+   </step>\r
+    \r
+ </procedure>\r
+\r
+   <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
+                  debits linked to an invoice are only marked as paid when the invoice is\r
+                  closed.</para></note>\r
 \r
 \r
-</procedure>\r
 \r
 </simplesect>\r
 \r
@@ -467,7 +505,26 @@ the line item.</para>
 <step>\r
 <para>For information on other invoice options and features see the other sections in this chapter.</para>\r
 </step>\r
+   \r
+   <step>\r
+      <informalfigure>\r
+         <para>Click the <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
+                     items and invoice charges have been added the invoice must be closed. </para>\r
+         <para><mediaobject>\r
+            <alt>screenshot of invoicing</alt>\r
+            \r
+            <imageobject>\r
+               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
+            </imageobject>\r
+         </mediaobject></para>\r
+      </informalfigure>\r
+   </step>\r
+   \r
 </procedure>\r
+   \r
+   <note><para>Invoices must be closed for items to show as <emphasis role="red">"Paid"</emphasis>. Fund\r
+      debits linked to an invoice are only marked as paid when the invoice is\r
+      closed.</para></note>\r
 \r
 \r
 </simplesect>\r
@@ -1111,11 +1168,25 @@ proportionally among the funds in use on the invoice based on how much is being
 \r
 <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
 <para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
-<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
+\r
 </step>\r
+   \r
+   <step>\r
+      <informalfigure>\r
+         <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
+            items and invoice charges have been added the invoice must be closed. </para>\r
+         <para><mediaobject>\r
+            <alt>screenshot of invoicing</alt>\r
+            \r
+            <imageobject>\r
+               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
+            </imageobject>\r
+         </mediaobject></para>\r
+      </informalfigure>\r
+   </step>\r
 \r
 </procedure>\r
-\r
+   <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
 \r
 </simplesect>\r
 \r
@@ -1183,10 +1254,25 @@ See <link linkend="reopen-invoice">Re-Open an Invoice</link>.</para>
 \r
 <para>Click <guibutton>Save</guibutton> to save the changes you have made and keep the invoice open.</para>\r
 <para>Click <guibutton>Save and Clear</guibutton> to save the invoice and open a blank invoice.</para>\r
-<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
 </step>\r
-\r
+   <step>\r
+      <informalfigure>\r
+         <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
+            items and invoice charges have been added the invoice must be closed. </para>\r
+         <para><mediaobject>\r
+            <alt>screenshot of invoicing</alt>\r
+            \r
+            <imageobject>\r
+               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
+            </imageobject>\r
+         </mediaobject></para>\r
+      </informalfigure>\r
+   </step>\r
 </procedure>\r
+<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
+\r
+\r
+\r
 \r
 </simplesect>\r
 \r
@@ -1315,11 +1401,23 @@ in the system.  Proceed with paying the invoice.</para>
 \r
 <para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
 <para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
-<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
 </step>\r
+   <step>\r
+      <informalfigure>\r
+         <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
+            items and invoice charges have been added the invoice must be closed. </para>\r
+         <para><mediaobject>\r
+            <alt>screenshot of invoicing</alt>\r
+            \r
+            <imageobject>\r
+               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
+            </imageobject>\r
+         </mediaobject></para>\r
+      </informalfigure>\r
+   </step>\r
 \r
 </procedure>\r
-\r
+      <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
 <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
 \r
 </section> \r
@@ -1533,13 +1631,62 @@ in the system.  Proceed with paying the invoice.</para>
 \r
 </section> \r
    <section xml:id="pay-invoice">\r
-      <title>Pay an Invoice</title>\r
-<para>Invoices must be paid in Evergreen for funds to move from encumbered to spent.</para>\r
+      <title>Close an Invoice</title>\r
+<para>Invoices must be paid and closed in Evergreen for funds to move from encumbered to spent. </para>\r
      \r
 <procedure>\r
 <step>\r
 <para>Open or create an invoice.</para>\r
 </step>\r
+   \r
+   <step>\r
+      <informalfigure>\r
+         <para>Ensure information is entered into all of the required fields.</para>\r
+         <para>\r
+            <mediaobject>\r
+               <alt>screenshot of invoicing</alt>\r
+               <imageobject>\r
+                  <imagedata fileref="media/complete-invoice-1.png" scalefit="0"/>\r
+               </imageobject>\r
+            </mediaobject>\r
+         </para>\r
+      </informalfigure>\r
+      <para>Required fields are:</para>\r
+      <itemizedlist>\r
+         <listitem>\r
+            <para>Vendor Invoice ID</para>\r
+         </listitem>\r
+         <listitem>\r
+            <para>Provider</para>\r
+         </listitem>\r
+         <listitem>\r
+            <para>Payment Method</para>\r
+         </listitem>\r
+         <listitem>\r
+            <para>Invoice Date</para>\r
+         </listitem>\r
+         <listitem>\r
+            <para>Shipper</para>\r
+         </listitem>\r
+         <listitem>\r
+            <para>Receiver</para>\r
+         </listitem>\r
+         <listitem>\r
+            <para># Invoiced/# Paid</para>\r
+         </listitem>\r
+         <listitem>\r
+            <para>Billed</para>\r
+         </listitem>\r
+         <listitem>\r
+            <para>Paid</para>\r
+         </listitem>\r
+      </itemizedlist>\r
+      <para>The totals at the bottom of the invoice will calculate based on the information\r
+         entered.</para>\r
+      <note>\r
+         <para>These totals must match or the invoice will not close.</para>\r
+      </note>\r
+   </step>\r
 \r
 <step>\r
 <informalfigure>\r
@@ -1583,81 +1730,27 @@ in the system.  Proceed with paying the invoice.</para>
 <para>Click <guilabel>Save</guilabel> to save the changes you have made and keep the invoice open.</para>\r
 <para>Click <guilabel>Save and Clear</guilabel> to save the invoice and open a blank invoice.</para>\r
 \r
-<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
 </step>\r
+   <step>\r
+      <informalfigure>\r
+         <para>Click <guibutton>Close</guibutton> button to close the invoice. Once all the line\r
+            items and invoice charges have been added the invoice must be closed. </para>\r
+         <para><mediaobject>\r
+            <alt>screenshot of invoicing</alt>\r
+            \r
+            <imageobject>\r
+               <imagedata fileref="media/invoice-close.png" scalefit="0"></imagedata>\r
+            </imageobject>\r
+         </mediaobject></para>\r
+      </informalfigure>\r
+   </step>\r
 </procedure>\r
-\r
-</section> \r
-   <section xml:id="complete-invoice">\r
-      <title>Complete an Invoice</title>\r
-      <para>An invoice is complete when all required fields are filled in and the invoice is closed.</para>\r
-\r
-<procedure>\r
-<step>\r
-<para>Open an invoice.</para>\r
-</step>\r
-\r
-<step>\r
-<informalfigure>\r
-<para>Ensure information is entered into all of the required fields.</para>\r
-<para><mediaobject>\r
-<alt>screenshot of invoicing</alt>\r
-\r
-<imageobject>\r
-<imagedata fileref="media/complete-invoice-1.png" scalefit="0"></imagedata>\r
-</imageobject>\r
-</mediaobject></para>\r
-</informalfigure>\r
-<para>Required fields are:</para>\r
-\r
-<itemizedlist>\r
-<listitem>\r
-<para>Vendor Invoice ID</para>\r
-</listitem>\r
-<listitem>\r
-<para>Provider</para>\r
-</listitem>\r
-<listitem>\r
-<para>Payment Method</para>\r
-</listitem>\r
-<listitem>\r
-<para>Invoice Date</para>\r
-</listitem>\r
-<listitem>\r
-<para>Shipper</para>\r
-</listitem>\r
-<listitem>\r
-<para>Receiver</para>\r
-</listitem>\r
-<listitem>\r
-<para># Invoiced/# Paid</para>\r
-</listitem>\r
-<listitem>\r
-<para>Billed</para>\r
-</listitem>\r
-<listitem>\r
-<para>Paid</para>\r
-</listitem>\r
-</itemizedlist>\r
-\r
-<para>The totals at the bottom of the invoice will calculate based on the information entered.</para>\r
-<note><para>These totals must match or the invoice will not close.</para></note>\r
-</step>\r
-\r
-<step>\r
-<informalfigure>\r
-<para>Click <guibutton>Close</guibutton>. This will complete the invoice.</para>\r
-<para><mediaobject>\r
-<alt>screenshot of invoicing</alt>\r
-\r
-<imageobject>\r
-<imagedata fileref="media/complete-invoice-2.png" scalefit="0"></imagedata>\r
-</imageobject>\r
-</mediaobject></para>\r
-</informalfigure>\r
-</step>\r
-</procedure>\r
-\r
+      \r
+      <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
+      <note><informalfigure><para>A <emphasis role="red">"Paid"</emphasis> label appears along the bottom of each line item in the PO display when every non-cancelled copy on the line item has been invoiced.</para>\r
+      <para><mediaobject><alt>Screenshot of line item</alt>\r
+      <imageobject><imagedata fileref="media/statuses-lineitem-paid.png" width="100%" scalefit="1"></imagedata></imageobject></mediaobject></para></informalfigure></note>\r
+      \r
 </section> \r
    <section xml:id="reopen-invoice">\r
       <title>Re-open an Invoice</title>\r

diff --git a/acq/media/blanket-invoice-1.png b/acq/media/blanket-invoice-1.png
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diff --git a/acq/media/invoice-close.png b/acq/media/invoice-close.png
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diff --git a/acq/media/view-invoice-1.png b/acq/media/view-invoice-1.png
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