PINES Documentation

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====== Invoices ======

You can create invoices from purchase orders, individual line items, as well as creating blank invoices that charges can be added to. You can also link entire purchase orders and particular line items to existing invoices. Funds switch from encumbered to spent when the paid column of an invoice is filled in and the invoice is saved.

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 invoices.

Flexible workflows are available with electronic invoicing to accommodate vendors’ invoicing practices. Vendors can send EDI invoices that automatically link to purchase orders or that you can link as needed.

===== Invoice Interface =====
{{  :acq:manual:11_invoice_interface_1.png?nolink&  }}

==== Invoice Details ====

The Invoice Details section is hidden when the invoice appears on the screen. Click on //Show Details// to reveal the section. The required fields must be completed for every invoice created. EDI invoices automatically populate some fields as noted.

The Invoice Details fields are:

  * //Vendor Invoice ID//  - Required
This number may be listed on the paper invoice and is part of the electronic invoice sent by your provider.

  * //Receive Method//  - Required
Two choices are paper or EDI; EDI is automatically filled on receipt of the electronic invoice.

  * //Provider//  and //Shipper//  - Required
These fields will auto-complete based on the purchase order. Your shipper is usually the same as your provider.

  * //Note//
This is an optional field that can be used as needed.EDI invoices generate a note in this field.

  * //Payment Method//  - Required
Available payment methods display in a drop down menu. PINES defaults are cash, check, credit card, debit card, electronic funds transfer, MasterCard, PayPal and Visa. Additional payment methods can be requested.

{{  :acq:manual:11_invoice_interface_2.png?nolink&  }}

  * //Invoice Date//  - Required
By default this is the date the invoice is created on. The date can be changed by clicking the field and selecting a new date using the calendar widget. EDI invoices automatically fill in this field.

{{  :acq:manual:11_invoice_interface_3.png?nolink&  }}

  * //Invoice Type//
This field is used if your library distinguishes between types of invoices.

  * //Payment Authorization//
This field is used if your library requires authorization for payments.

  * //Receiver//  - Required
This field defaults to the location at which your workstation is registered. If necessary, you can change the receiver using the drop down menu.

The Invoice Details automatically hides once completed. The Invoice Details can be shown at any time by clicking Show Details.

==== Invoice Line Items ====

Line Items appear without their attributes but with a summary of copies ordered, received, invoiced, claimed and canceled. Also available are amounts estimated, encumbered and paid along with the line item ID and links to selection list and purchase order.

==== Invoice Charges ====

Additional charges can be added to any invoice. Most often charges are for processing, cataloging or shipping. Some charges are proratable. Vendors can populate this line with EDI invoices also.

==== Invoice Actions ====

There are 4 options for saving an invoice;

  * Save to save changes and remain in the current screen;
  * Save & Clear to save changes made to the current invoice and clear to continue invoicing with a new invoice;
  * Prorate to save the current invoice and prorate any additional charges across funds used to pay the invoice; and
  * Close to save changes, expend funds and complete the invoice.

Upon invoice completion, all 4 buttons are replaced with a //Reopen//  button which enables you to reopen and change closed invoices.

===== View an Invoice =====

You can view an invoice in one of three ways:

  - View Invoices Through a Search
  - View Invoices on a Purchase Order
  - View Invoices Attached to a Line Item

==== View Invoices Through a Search ====

The default invoice search allows you to quickly generate a list of open invoices. This search can also easily be modified to search for invoices using other parameters.

To access the searching interface, select //Acquisitions→Open Invoices//.

The Acquisitions Search screen opens with fields set to search for open invoices. To search for closed or completed invoices, place a check in the //Complete//  check box.

{{  :acq:manual:11_invoice_view_4.png?nolink&  }}

By default the search interface is set to search for open invoices created by the agency your workstation is logged into. You may need to change the receiver from the default to your ordering agency, unless a default for Receiver has been set in Library Settings Editor.

==== View Invoices on a Purchase Order ====

Open a purchase order.

Click //View Invoices//. The number in parentheses indicates the number of invoices attached to the purchase order.

{{  :acq:manual:11_invoice_view_5.png?nolink&  }}

Select the invoice you would like to display from the grid that appears. The invoice will appear in the current tab.

{{  :acq:manual:11_invoice_view_6.png?nolink&  }}

==== View Invoices Attached to a Line Item ====

Open a purchase order.

Click //View Invoice(s)//  on the Line Item.

{{  :acq:manual:11_invoice_view_7.png?nolink&  }}

Select the invoice you would like to display from the grid that appears.

{{  :acq:manual:11_invoice_view_8.png?nolink&  }}

The invoice will appear in the current tab.

{{  :acq:manual:11_invoice_view_9.png?nolink&  }}


===== Creating and Populating Invoices =====

==== Create a blank invoice ====
There may be times when you want to create an invoice completely from scratch. Usually these are just in a case where you want to account for your funding, but you don't need to worry about creating line items or copies. This might be that you had backorders that are now coming in from before you started EDI ordering, or invoices for e-materials.

<note important>Before creating an invoice, the provider profile you plan to use must already have been created.</note>

To create a blank invoice, go to **Acquisitions > Create Invoice**. This will open a blank invoice.

In the header section, fill in:
  * Vendor Invoice ID
  * Provider
  * Invoice Date (defaults to today's date, change if the invoice date is different)
  * Receiver (should be your normal ordering agency)

Once you've filled these in, click **Save** to save your work, then move on.

When we're doing these kind of invoices, we aren't trying to account for each item that we've received, necessarily. So in the example of an invoice for backordered items, we don't want to try to create a direct charge for every item. Instead, you might do something like:

Click **Add Charge** and select **Materials** from the drop-down list. Select the fund where you want to charge these materials to.

Fill in the Title/Description if you choose (not required), and then the Billed/Paid amounts.

<note>If you are going to use different funds, create a direct charge and select one fund. Then create a second direct charge and use the other fund. Continue until you've selected all the funds that you want to break out he invoice into.</note>

If you are separating the invoice into paying from multiple funds, remember that the direct charges must add up to the total on your invoice. So if you're using two funds, you may be charging $25 to one fund and $75 to another, for a total of $100 total on the invoice.


==== Link an Entire Purchase Order to an Existing Invoice ====

You can use the //Link Invoice// button to link all the line items on a purchase order to an existing invoice.

For example, an invoice is received for a shipment with items on 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 purchase order #2 you simply link the purchase order to the invoice.


Open a purchase order.

Click //Link Invoice//.

{{ :acq:manual:11_invoice_pop_24.png?nolink |}}

In the drop down that appears, enter the invoice number of the invoice you want to link to the purchase order.

Enter the code for the provider. This field will auto-complete.

Click //Link//.

{{ :acq:manual:11_invoice_pop_25.png?nolink |}}

The invoice will open in the same tab and all the line items on the purchase order will be added to the invoice.

==== Link Multiple Line Items to an Existing Invoice ====

Use the //Link to Invoice for Selected Line Items// from the //Actions// menu option to link multiple line
 items to an invoice that already exists in Evergreen.

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 from your first purchase order and then link the 
line items from other purchase orders onto your invoice.

Open a purchase order.

Check the boxes beside the line items you would like to link to your invoice.

{{ :acq:manual:11_invoice_pop_26.png?nolink |}}

Using the main //Actions// menu, select //Actions→Link Selected Line Items to Invoice//.

{{ :acq:manual:11_invoice_pop_27.png?nolink |}}

In the pop-up box that appears, enter the invoice number of the invoice you would like to link the line 
item to. Enter the code for the provider. This field will auto-complete.  Click //Link//.

{{ :acq:manual:11_invoice_pop_28.png?nolink |}}

<note>The Invoice # and Provider fields are sticky. The information entered in those fields will persist as you move 
between purchase orders until you change the information.</note>

The invoice will open in the same tab and the line items will be added to the invoice.

==== Search for Line Items From an Invoice ====

You can use the //Search// tab to search for and add line items to an invoice from within the invoice.

Open an invoice or [[acq:invoices#create_a_blank_invoice|Create an Invoice]].

Click the //Search// tab.

Select your search criteria from the drop down menu. See [[acq:searching#searching_for_line_items|Searching for Line Items]] for general searching tips.

The //Limit to Invoiceable Items// check box is checked by default. 

Invoiceable items are those that are on order, have not been canceled, and have not yet been invoiced. 

The //Sort by title// check box is optional. By default, results are listed by line number. This check box 
sorts the results by ascending title.

Click //Search// or press //Enter//.

<note>Search will start a new search while Enter will build on your current search.
For example, choose LIA-ISBN as your search field, type in the ISBN of your first book and press Enter. The line item will appear in the results list. Then, type your next ISBN into the search box and press Enter. Both line items will now appear in the results list. Continue building your list.</note>

{{ :acq:manual:11_invoice_pop_29.png?nolink |}}

Use the //Next// and //Back// links to navigate through the results.

Select the line items you would like to add to the invoice and click //Add Selected Items to Invoice//.

{{ :acq:manual:11_invoice_pop_30.png?nolink |}}

The selected line items are highlighted, and the invoice summary at the top of the screen updates.

Click the //Invoice// tab to see the updated invoice.

{{ :acq:manual:11_invoice_pop_31.png?nolink |}}

===== Blanket Order Invoices and Receiving =====

Blanket Orders allow staff to invoice an encumbered amount multiple times, paying off the charge over a period of time.  Invoices for blanket orders are created from the purchase order interface of the particular blanket PO for which you wish to create an invoice.  Alternatively, if the purchase order needs to be finalized without creating a final invoice, the Finalize Blanket Order button on the purchase order interface.

Blanket Order items do not need to be Marked as Received as these charges are not linked to line items.

==== Create Blanket Invoice ====

Locate and open the blanket purchase order.

From the blanket purchase order’s interface, click on //Create Invoice//.

{{ :acq:manual:11_invoice_blanketpo_33.png?nolink |}}

Fill in the top section of the invoice. See [[acq:invoices|Invoice Details]] for guidelines.

Enter the amount billed into the //Billed// field.  The //Paid// field will auto-fill to match and the fund will have auto-populated with the Fund used on the Purchase Order. 

Enter an optional Title/Description.

Click Save to save the invoice.

{{ :acq:manual:11_invoice_blanketpo_34.png?nolink |}}

Click Close to close the invoice. Funds will move from encumbered to spent.

{{ :acq:manual:11_invoice_blanketpo_35.png?nolink |}}



==== Finalize Blanket Order Invoice ====


When the final shipment arrives locate and open the blanket purchase order. 

From the purchase order click on Create Invoice.

{{ :acq:manual:11_invoice_blanketpo_36.png?nolink |}}

Fill in the top section of the invoice. See [[acq:invoices|Invoice Details]] for guidelines. 

Select the //Final Invoice for Blanket Order checkbox// to mark the Blanket Purchase Order as Received and drop any remaining encumbrances to $0.00.

Enter the amount billed into the //Billed// field. The //Paid// field will auto-populate to match and the fund will have auto-populated with the Fund used on the Purchase Order. 

Click //Save//.

{{ :acq:manual:11_invoice_blanketpo_37.png?nolink |}}


Click //Close// to close the invoice, change the status of the purchase order to received, and return any remaining encumbrances to the designated fund so that //Total Encumbered// now equals $0.00.

{{ :acq:manual:11_invoice_blanketpo_38.png?nolink |}}


==== Finalize Blanket Order from Purchase Order ====


If a blanket purchase order needs to be finalized without creating a final invoice, use the //Finalize Blanket Order// option on the purchase order interface.

Locate and open the blanket purchase order.

In the blanket purchase order click on the //Finalize Blanket Order// button on the //Activatable?// line.

{{ :acq:manual:11_invoice_blanketpo_39.png?nolink |}}

A pop-up box will appear asking to confirm the finalization of the purchase order. Click //OK// to confirm the action.

{{ :acq:manual:11_invoice_blanketpo_40.png?nolink |}}

The purchase order status will change to //Received// and the encumbered amount will change to $0.00, showing that all the remaining funds are returned to the designated fund. 

{{ :acq:manual:11_invoice_blanketpo_41.png?nolink |}}

===== Direct Charges =====

You can add additional charges to any invoice. Possible charges include shipping fees and processing charges as well as charges for items that are purchased without a purchase order. See [[acq:defaults|Invoice Item Type]] for a list of the charge types.

Some charge types are proratable. This means when //Prorate// is clicked, the system divides the amount being charged proportionally among the funds in use on the invoice based on how much is being spent out of each fund.



===== Add Additional Copies to an Invoice =====

In the event that you receive and are invoiced for more copies than originally ordered, the additional copies can be easily added to the invoice.

Open an invoice.

Update the number of copies in both //# Invoiced// and //# Paid// to reflect the number of copies you actually have.

{{ :acq:manual:11_invoice_addcopies_50.png?nolink |}}

The //Extra Items// pop-up will appear to confirm the number of copies you are adding.
Select a fund from the drop down menu to apply to the new copies. Click //Add New Items//.

{{ :acq:manual:11_invoice_addcopies_51.png?nolink |}}

Click //Save// to allow the changes to take effect.

The //Title Details// for the line item will update to reflect the additional copies. The additional copies are automatically received in the system. Proceed with paying the invoice.



==== Access Invoices From A Provider Record ====

You can view an invoice from the Provider Record under the Invoices tab.  Click on Admin → Acquisitions Administration → Providers to view a list of providers for your ordering agency.

{{ :acq:manual:11_invoice_electronic_54.jpg?nolink&400 |}}

Choose the appropriate provider from the list.

On the bottom half of the provider screen, choose the Invoices tab.

{{ :acq:manual:11_invoice_electronic_55.jpg?nolink |}}

A list of invoices appears.  Click on the Vendor invoice ID to view all invoices from the vendor.  


===== Re-open an Invoice =====

Completed invoices can be reopened at any time by users with appropriate permissions.

Bring up the completed invoice you wish to reopen.

At the bottom of the invoice, click //Reopen//.

{{ :acq:manual:11_invoice_reopen_60.png?nolink |}}

The invoice is now open and can be edited.