6 INVOICES

There are two ways to register an invoice:



Use the Order Path when you want to register an invoice for one specific order.

Use the Invoice Path when you want to register an invoice for different orders.

6.1 ORDER PATH

Retrieve an order using the Order bar. Highlight the order on the Order List and then select the Invoice node from the Order tab; the Order Invoice Lines tab will be displayed.



This screen shows the list of invoices that have been registered for a specific order and enables you to update an invoice or create a new invoice line. To modify the details of a line item invoice, highlight the desired line and update the lower pane form.

New
To register the details for a new line item invoice, click New. If a General Invoice does not already exist, one will be created for you.

Gen Inv
To view a existing General Invoice and its line items, highlight a line item and click Gen Inv. You will be transferred to the Invoice Tab, which provides access to the General Invoice form and the Line Item form.

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6.2 INVOICE PATH

This section explains the Invoice Path and includes the following screens:


To register an invoice, use the Invoice Bar, which allows you to retrieve a general Invoice and its line items or to create a new invoice.



In the leftmost field, select the Vendor Code from the Vendor List or type in the desired vendor code.

In the adjacent field, select the desired invoice number or type it in. To add a new invoice for the selected vendor, type in the new general invoice number, click

The General Invoice Form will be displayed in the upper pane.



6.2.1 General Invoice Form

This form enables you to register information about a General Invoice. The following read-only information is displayed: Line Items, Total Amount of the General Invoice and Total Amount of all attached Line Items.

The General Invoice Form has two panes:

  1. The upper pane, which is divided into two tabs: Invoice tab and Payment

  2. The lower pane, which is divided into five tabs which display read-only information regarding vendor and vendor addresses.

Buttons

The following buttons are available on this screen:

Update
When you are finished filling in the form, click Update.

Refresh
To have the system recalculate the Total Amount and the Local Amount, reset the Total Amount to zero and click Refresh.

Delete
To delete a General Invoice along with all its Line Items, click Delete. You will be asked if you are sure you want to delete.

Change Invoice Number
This button enables the user to change the General Invoice Number. Clicking this button will open the Invoice Number window in which the new number should be entered. If one of the following records is connected to the General Invoice, the action will also update them: Budget Transaction, Line Items and Item Record.

Cancel
The system will cancel the transaction.

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Invoice Tab



Vendor Code
The Vendor Code will be filled in automatically by the system.

Invoice Number
Enter the Invoice Number as assigned by the vendor. You may enter up to 15 characters.

Net Amount
Enter the amount specified on the invoice for this order.

Refers to Invoice
If there is an original invoice to which the current invoice refers, enter its number here.

Invoice Date
Mandatory field. This is the date on which the General Invoice was prepared by the vendor.

Shipment Amount
Optional.

Type
Select the invoice type. The type may be REG (regular), PRO (proforma), or DEP (deposit). If left blank, the invoice type defaults to REG. The list can be enriched. The invoice type is for information purposes only; all invoice types are handled in the same manner by the system.

Received Date
This is the date on which the General Invoice was received or registered by the library. If the date is left blank, the system will automatically fill in the current date.

Overhead Amount
Optional.

Status
The status may be REG (regular) or SUP (supplementar). If left blank, the status defaults to REG. Additional Invoice Status can be set. This status is for information purposes; both statuses are handled in the same manner by the system.

Shipment Date
This is the date on which the invoice was sent by the vendor to the library. If the date is left blank, the system will automatically fill in the same date as the invoice date.

Insurance Amount
Optional.

Currency
Mandatory field. Choose the currency used for the invoice. The first currency defined in the vendor record will be entered as the default.

VAT Recipient
Choose the body that should receive the Value Added Tax.

Discount Amount
Optional.

Explicit Ratio
If the vendor defines an explicit currency ratio, enter it here. The system will calculate the local price accordingly. If no ratio is entered, the system will consult the currency table.

VAT Percent
Optional. This field can be edited only when the VAT per Line field is unchecked. If you wish, you can enter the percent of the Total Amount that should go to the VAT Recipient and the system will automatically calculate the VAT Amount. The VAT Amount is included in the Total Amount. (For example, if the Total Amount is 100$, and you enter 17% for the VAT percent, then the system will calculate the VAT Amount to be $17.)

When the VAT per Line field is checked, the VAT Percent field becomes inactive and the VAT amount is calculated from the VAT amounts of all attached line items only.

Total Amount
If you leave this field blank, the system will automatically fill in the Total Amount in the vendor's currency, based on the Net Amount plus additional charges or minus discounts. Note that the system takes the difference between the Net Amount and the Total Amount and adds it proportionally to all the orders linked to the invoice. If you do not want the charges distributed proportionally to all the orders, then you must manually enter the Total Amount, making sure that it is the same as the Net Amount.

Debit/Credit
Indicate whether this is a Debit Invoice or a Credit Invoice.

VAT Amount
Optional. This field can be edited only when the VAT per Line field is unchecked. The VAT amount is the amount that should go to the VAT recipient. The VAT Amount is included in the Total Amount.

When the VAT per Line field is uncheked, the VAT values of all attached line items are calculated according to the VAT percent of the general invoice.

When the VAT per Line field is checked, the VAT Amount field becomes inactive. It is calculated from the VAT amounts of all attached line items.

Local Amount
The system will automatically calculate this information based on the effective currency exchange rate or based on the explicit currency ratio value. This information is for display only. It cannot be changed on this screen.

VAT per Line
The VAT per Line field can be either checked) or unchecked. Its default value is No.

When set to Yes, this means that the VAT values of the line items can be set individually for each line item and the VAT amount of the general invoice is calculated from the VAT amounts of all attached line items.

When set to No, this means that the VAT amount of the general invoice is as indicated in the VAT Amount field and the VAT values of all attached line items are calculated according to the VAT percent of the general invoice.

Note
You may enter a note up to 60 characters in length.

Payment Date

Payment Date
Enter the date on which the General Invoice was paid. (Leave this field blank if the invoice is not yet paid.)

Check Number
Enter the number of the check that was used to pay the General Invoice. (Leave if the invoice is not yet paid.)

Amount
Enter the Amount that was or will be paid.

Status
Choose the appropriate payment status. Standard payment statuses include:

Approval Dept.
From the pull-down list choose the approval department for this General Invoice. The list of approval departments can be set by yourself (Web Service Modul / Setup Services / Edit Tab - ACQ-APPROVAL-DEPARTMENT).

Approval Number
You can manually type in an approval number for this General Invoice.

6.2.2 Invoice Line Items

In order to register a new line item in the General Invoice or to update an existing line item, select the Line Items node of the Invoice Tab. The Invoice Line Items tab will be displayed in the upper pane.



This screen lists all invoice line items which are attached to a specific General Invoice. The following read-only information is displayed at the head of the form: Line Items, Total Amount of the General Invoice and Total Amount of all attached Line Items.

To modify an existing line item, highlight its line and update its details in the Line Item form of the lower pane.

The following buttons are available:

Add
To add a new line item, click Add. In the window that appears enter the order number to which you want to add a line item. Select Ignore to add a line item not connected to an order. This will activate the Line Item Form in the lower pane.

Delete
To remove a line item from the list, highlight the line item and click Delete.

Order
To jump to the order list of the order associated with a line item, highlight the line item and click Order. This button will be inactive when the highlighted line item is not connected to an order.

6.2.2.1 Line Item Form

The screen is divided into two main tabs:

The Order Info. tab displays information related to the order: Order Information, Bibliographic Information, Invoice, Expenditure and Encumbrance.

The Invoice Line Item Expand tab enables you to register an entry for an individual order (Line Item) in the General Invoice. If a General Invoice does not already exist, one will be created for you, based on the information you provide in the following fields: Type, Status, Currency, Invoice Date, Received Date, Shipment Date and Approval Dept. If a General Invoice already exists, these fields will not appear on this Line Item form.

Buttons on this screen include:

Add/Update
When you are finished filling in the form, click Add or Update.

Refresh
If you wish to have the system calculate and display the added amount, total amount and local amount, click Refresh.

Budgets
To view or assign the budgets that will pay for this invoice, highlight the order and click Budgets.

Fields
Note that part of the fields are displayed when a new line is added. This is not the case when you update an existing line item.

Following is the help for each field.

Vendor Code
The system will automatically fill in the Vendor Code.

Estimated Price
Optional. Enter the Estimated Price for this Invoice Line Item. As a default, the system automatically fills in the value that has been entered in the Final Price field on the Quantity & Price tab of the Order Form.

Net Amount
Enter the Net Amount of the order in the vendor's currency.

Added Amount
The system will automatically calculate this information by taking the Added Amounts in the General Invoice and distributing them proportionally to the individual orders. The amount shown here is in the vendor's currency.

Total Amount
The system will automatically calculate this information by adding the Net Amount and the Added Amount. The Total Amount is in the vendor's currency. If the Total Amount is changed later, and the order has a budget assigned to it, the budget will be debited accordingly.

Local Amount
The system will automatically calculate this information based on the effective currency exchange rate. This information is for display only. It cannot be changed on this screen.

Number of Units
Enter the number of units being invoiced. As a default, the system will automatically fill in the value that was entered in the Number of Units field on the Quantity & Price tab of the Order Form. In case there are more line items for this order, the number of units is set as the remaining number of units from the order and other line items.

Invoice Number
The system will automatically fill in the Invoice Number.

Credit/Debit
Indicate whether this is a Debit invoice or a Credit line item invoice.

Currency
Choose the Currency used for the invoice.

VAT Percent
Optional. If the VAT per Line checkbox of the General Invoice is set to NO (unchecked), this field will become inactive. If the VAT per Line checkbox of the General Invoice is set to YES (checked), this field can be edited and you can calculate the VAT amount by entering a VAT percent in this field.

VAT Amount
Optional. If the VAT per Line checkbox of the General Invoice is set to NO (unchecked), this field will become inactive. If the VAT per Line checkbox of the General Invoice is set to YES, (checked), this field can be edited and the VAT Amount can be entered manually or calculated from the total amount by entering a VAT Percent.

Note
You may enter a line item note up to 200 characters in length.

Check Subs. Date Overlap
(Only for Serials and Standing Orders Line Items)
If the checkbox is marked, the Subs. From/To Dates fields are mandatory and the coverage period is checked against other invoice line items of the same order to see if there is a date overlap. If the checkbox is not marked, you will not have to fill in the Subs. From/To Dates fields and the system will not check whether there is an overlap of dates. The default value (checked or non-checked) for this checkbox is determined in acq.ini.

Subs. From/To Date
(Only for Serials and Standing Orders Line Items)
Enter the subs. coverage period of the invoice. These fields are mandatory only when the Check Subs.Date Overlap field is checked.

Order Completely Invoiced
This field is enabled only if the invoice is complete, that is, you do not expect another invoice for the order. Mark the box by clicking it. If you expect to receive additional invoices for this order, leave the box blank. For incomplete invoices, the system continues to debit the encumbrance from the budget until the invoice is complete. When the invoice is complete, if the invoiced amount is different from the encumbrance, the budget is debited according to the invoiced amount.

The option is only available when adding a new Line Item. When modifying, the checkbox is not displayed. To modify an invoice status, use the Invoice Status Complete checkbox of the Order Information tab in the Order Form.

6.2.2.2 Budget List of Invoice

When you click the Budgets button on the Line Item Form, the screen below is displayed.



This screen lists the budgets that will pay for the invoice of this order. You can assign one or more budgets. In this way, several budgets may pay various amounts toward the total sum of the order.

Buttons

The buttons available on this screen are:

Add Budget
To assign a new budget for this invoice, fill in the field called Budget Code to add and then click the Add Budget button.

Debit
To indicate the amount which a particular budget will be debited, highlight the budget, then enter the amount in the field called Amount to Debit and click the Debit button.

Delete Budget
To delete a budget from the list, highlight the budget and click Delete.

Balance
To view the balance of the selected budget, click Balance.

Create
This button enables you to recreate the budget from the order's encumbrance. The budget from the Order will be copied. A message will be displayed: you will be prompted to confirm the deletion. The other allocated budgets will be deleted.

Close
After you have made all desired changes to the screen, click Close.

Fields

Budget Code to Add
This is the unique code identifying the budget. Click the arrow to the right of the field to choose from a list of budgets.

Encumbrance
This is the amount that will be debited from the highlighted budget. You can fill in the actual amount in this field or leave this field blank and enter a percentage of the estimated price in the Encumbrance Percent field.

Percent to Debit
This is a percentage of the amount that will be debited from the highlighted budget. If you fill in this field, then leave the Encumbrance field blank.

Invoiced Amount, Local Amount, Currency of Invoice
The information in these three fields is for reference only; it may not be changed on this screen.

Total encumbrance
If one or more budgets have been assigned to pay the invoice, this field shows the total amount that has so far been debited.

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