ACQUISITIONS

Chapter 8. INVOICE AND PAYMENTS

   

 

< PREVIOUS Chapter 8 Finalizing the Invoice

CONTENTS INDEX

NEXT > Chapter 8 Invoice Entry Without an Order

---

Adding Orders to the Invoice

The Add order to invoice link lets you add an order to the Invoice.

To add an order to the Invoice:

1. On the Finalize Invoice screen (see Finalizing the Invoice for details), click the Add order to invoice link.
   • The Invoice – Find Order screen displays.

2. Enter your search term in the appropriate text box; Order Number, Order-Item-Number, Purchase Order No., EDI-Item-ID (EDI Only) or Quick Search - Local Catalog (Keywords, Authors, ISBN, UPC) only.
   • The associated radio button is selected automatically as you enter your search term.
3. Click the Submit button to submit your search.
   • The screen refreshes to display a list of orders that match your search criteria.
4. Each line in the list shows the Order No, bibliographic information (Author and Title) and the current Status of the order.
   • For orders previously applied to an Invoice, the Actions column shows the number(s) of the Invoices to which the order was applied. Click an Invoices link to view the associated Invoice.
5. Click the Add to Invoice link for the order you wish to add to the Invoice.
   • The Receiving for Order screen displays. The Receiving for Order screen lets you add items from the currently selected order to the Invoice.

• The Receiving for order screen shows the Order Number, bibliographic information (Title and Author), the Vendor with which the order was placed, and quantity and pricing information (Price per unit, Quantity ordered, Total encumbered and Discount percentage).
• The screen includes a list of items ordered for each library location and branch. Each line in the list shows the Order-Item-Number for the item, the library Branch and Location to for which the item was ordered, the Fiscal Year in which the order was placed and the Fund encumbered, and Quantities Ordered, Received, On Order (not yet “checked in”) and Cancelled.

2. Select the Add to Invoice checkbox(es) for the item(s) you wish to add to the invoice.
3. Enter or adjust cost information for Cost per unit, Postage and Handling (P&H) per Unit, any Special Charges per Unit, and Tax per unit by entering the dollar amounts in the associated text boxes, as appropriate.

   NOTE: Enter cost amounts in “whole dollars” (i.e., 100) or “dollars and cents” (i.e., 99.50). Do not include the dollar sign “$” when entering cost amounts.

   • If you entered the total amounts for all items on the invoice for postage, tax and special charges when building the Invoice (see Building the Invoice for details), leave the default value of “0” for Postage and Handling (P&H) per unit, Special Charges per Unit, and Tax per unit.
   • If you did not enter the total amounts for all items on the invoice for postage, tax and special charges when building the Invoice (see Building the Invoice for details), enter the per-unit costs for Postage and Handling (P&H) per unit, Special Charges per Unit, and Tax per unit.
4. Click the Refresh Total link to refresh the Total fields to reflect costs entered for the order.
5. Click the Submit button to continue.
   • The screen refreshes to display updated Financial information for the order, and Invoice information is added to the Invoices associated with this order field at the bottom of the screen.
6. Click the Return to Invoice button to return to the Invoice.
7. Add additional orders to the Invoice as desired.

 

 

---

< PREVIOUS Chapter 8 Finalizing the Invoice

CONTENTS INDEX

NEXT > Chapter 8 Invoice Entry Without an Order