Manual Invoicing

Features:

Search Tab
Invoicing - Search Tab

  • (1) Build results list progressively” option. When this is checked, each line item retrieved will remain in the search results list. This option allows you to pull all your line items into the result window, select them all, and add them to the invoice in a batch. When this option is not checked, each successive line item searched replaces the previous one in the search results. Using this method, you would add line items to your invoice one at a time.
  • (2) Option (default) to limit searches to invoiceable items – These are lineitems that are not cancelled, have at least one invoiceable copy, linked to a PO whose provider matches that of the current invoice, and are not already linked to the current invoice. If you don’t find the line item you are looking for, try unchecking the box and search again.
  • (3) There is a new Expected Cost field which includes both the total invoiced cost plus the anticipated cost of lineitems as they are added.
  • (4) Lineitem count field
  • (5) Show / Hide Invoice details button. Details are displayed by default, but hidden when the user enters the search tab. From there it remains hidden until manually shown (or a new invoice is opened).
  • (6) Sort searches by lineitem number (default) and title.
  • (7) New Lineitem Detail filter options
  • Search defaults to last-run search (on workstation).
  • Click on the Invoice tab to see your invoice. You can click back and forth between the invoice and search tabs as you build you invoice.

    • Invoice Tab
    Invoicing - Invoice Tab

  • (8) New Price per Copy field
  • (9) Button Functions:
    • Save – Saves the invoice but does not complete it.
    • Save & Clear – Saves the invoice and clears the form. This button DOES NOT complete the invoice.
    • Prorate – Prorates any prorated charges across funds and saves the invoice. This button does not complete the invoice. To complete the invoice you must then click “Close.”
    • Close – Saves and completes the invoice. Encumbrances are disencumbered and invoiced amounts expended.
  • Provider, shipper, and receiver fields are auto-populated from the first-added invoice data (when not already set).
  • Totals are now read-only, since they are derived from existing data (and are informational only).

Tips and tricks for using the new interface:

  • You can get to the invoice interface in a few different ways:
    1. Go to Acquisitions/Create Invoice
    2. From a PO, click on the Create Invoice button in the top of the PO.
    3. From a line item in a PO, click the line item drop down menu and select New Invoice.
  • If you want to clear the search screen when building the results list progressively, uncheck the box that allows you to build the list, blank the input box and hit Enter or click Search. Do not click Reload. That will blank your invoice as well as you search results.
  • You can search by ISBN using the following search parameters:isbn_search

Pitfalls & Bugs:

Do not click on a selection list link or PO link in a line item. It will blank your invoice and your search. If you need to check something on a PO or selection list, open a new tab and pull it up there.

Do not click the Reload button. It will blank your invoice and your search.