Items can be checked in and invoiced in any sequence, at any time after sending the order to your supplier, and independently of each other. For example, you do not have to check in an item before you record invoice details. This allows you to do pre-payment of items. You can invoice items regardless of which orders they exist on, provided they are from the same supplier, and you do not have to invoice all the items on a single order on one invoice.
The benefit of check in is that, for catalogue items (other than serials), copies are automatically created for the catalogue and the status of an order and order items are updated to Complete as they are fulfilled. The effect of invoicing is that payment for these items is reflected in your account instances as spent amounts and any variation from the expected cost of Order items is recorded.
Similar to how orders contain order Items, an Invoice contains any number of Invoice Items.
You can process invoices as part of Check in, or as a separate activity.
Procedure: Fast invoice entry during check in
- Check in the copies as required in the Check in screen and save the details.
- Click the Invoice tab.
- Enter the Invoice Reference and Invoice Date.
- Leave Invoice Status In Preparation so that you can return to it later to add other items. Alternatively set to Complete.
- Enter No. to Invoice and Item Price.
- Click Add Invoice to create the new invoice and Save. If required, you can click the link to go to the new invoice from this point, or leave it for more processing later.
Procedure: Standard invoicing
- In the Acquisitions>Invoices domain, click New Record in Context to enter invoice data.
- A number of values default into the invoice, such as Invoice Key defaults to the system generated number, but it may be overwritten by a local key, e.g. the Suppliers Invoice Number.
- Click Search to find the relevant Supplier and insert it back to the Invoices page.
- To enter the items present on the invoice, click New in the Invoice Items section.
- On the invoice items page, click on Order Item to search for the order item being invoiced. For example you can search using Order items by Supplier.
Note: There will be a zero in the Invoice column and a 1 in the columns for Ordered and Received.
- Insert the selected item back to the Invoice Items page.
- The Item Price will be the price at the time of commitment, if the price has increased amend it now.
- If any alterations are made in any of the fields on this Invoice Items page the Total Cost field is automatically recalculated.
- To accept the original payment account, leave Payment A/c Compl set to No and save the Invoice Item.
- The Invoice Item with the price paid now displays on the main Invoice page. To add further Invoice Items on the invoice, repeat the process and click New in Invoice Items again.
- When you click Save and Continue, OLIB the displays the Summary Information.
- In the Invoice details page, Summary Information displays the Total Amount field and the Tax Amount field. Both are updated as the Order items are linked to the invoice. Status remains at In Preparation until all Invoice Items are added. Authorised by is populated by the currently logged in user details and will update when the record is saved. You can use Notes to add a free text comment relating to this Invoice.
- If there are other charges such as processing to account for you can enter these on the Other Costs page.
- After completing all the invoice items, the final task is to change the Status to Complete and save the Invoice record.
At this point the Account Instance is updated and funds are moved from Committed to Spent.
- Once a record has been set to Complete and saved, invoice details will be read-only, apart from the Notes field.
- In the catalogue record the Copy price that displays on the Acquisitions page of the Copy record will be the original committed price. You can amend this to the actual price paid as part of the cataloguing process.
It is also possible to alter the Account Instance / budget which is paying for items at the point of invoicing. For example an item can be ordered against the Books budget - but when invoicing it is decided to split the cost between the Library Book Budget and the Library Multimedia budget.
- Create the invoice record in the normal way and add the Supplier.
- Click Invoice Items to create an invoice item record.
- Click Order Items to link in the order item.
- The Account Instance used for ordering is now shown.
- As you want to amend the Payment Account, set the Payment A/c Compl.? field to No.
- Next, select the Payment Account and use Delete Item to remove this value.
- Click Payment Account and search for the first new Account Instance and link back to the record.
- On the Payment Value link page set the amount to be paid by this account.
- Repeat the process for other accounts until the total amount is paid for.
- When finished set the Payment A/c Compl.? Flag to Yes and save the Invoice item record back to the invoice.
- Make the invoice Complete and save it.
Note: On reviewing the Account Instances you will note that the original budget Library Budget has spent the correct amount. A Credit Commitment Adjustment is shown for the original funds committed to this purchase. The Library Multimedia Budget will also have spent the correct amount.
Invoicing copies for locations
This relates to order items where you allocated copies in the For Locations field at the time of ordering. When invoicing, there is a Copies for Locations function. By default this will spread the costs across all account instances linked to the locations, in proportion to the number of copies ordered. Note that this feature is not available with the fast invoice entry during check in described above.
- Go to Invoices.
- Create invoice header information.
- In Invoice Items click New.
- In the Order Item field search for the relevant order item.
- Payment Accounts and Copies for Locs will show the correct payment information.
- Save the details.
Use flag for invoicing
This allows you to invoice for chosen locations rather than spreading the cost proportionately across all Account Instances, and to invoice e.g. incomplete order items for chosen locations. If you receive some of the copies on an order item where you used For Locations, you can amend the invoice item so that payment is made against your chosen account instance. To do this you check in the correct number of copies for the order item as usual and when invoicing you delete the Payment Accounts that are not required. Instead you then select the Copies for Locs location and use the Flag for Invoicing drop down. For example:
- Select the order item and choose Check in.
- In the check in screen enter actual number received in No. to Check In (e.g. you may have ordered 6 but only 2 have now arrived) and press TAB. OLIB increments No. Received. When you Save and Continue OLIB allocates those 2 copies to the first location in the For Locations list. This can be edited.
- Save the record and go to Invoices to create an Invoice header. Click New in Invoice Items.
- In the Invoice Item Details search and add the order item. This creates information about all e.g. 6 copies.
Spend Accounts Orig. Amt. Committed Amount/% To Spend Copies for Loc Leeds1 2012-2014 12.00 33 Brincliffe House (2 copy/copies) LH's money 2012-2014 12.00 33 Barlaston Village Library (2 copy/copies) LH's money 2012-2014 12.00 34 Halesowen College (2 copy/copies)
Copies for Locs
Location No. Ordered No. Received No. Invoiced Invoiced Items Spend Account Halesowen College 2 LH's money 2012-2014 Barlaston Village Library 2 LH's money 2012-2014 Brincliffe House 2 2 Leeds1 2012-2014
- In order to invoice less than the total number of copies (only the 2 that were received), select the two unnecessary Payment Accounts and click the Delete link.
- Set Number to Invoice = 2. When you TAB from here Total Cost is recalculated.
- In Copies for Locs select the location for invoicing and from the Actions drop-down list select Flag for Invoicing.
- OLIB redraws the screen and the invoice item will be processed just for those 2 copies, e.g. Copies for Locs.
Location No. Ordered No. Received No. To Invoice No. Invoiced Invoiced Items Spend Account Brincliffe House 2 2 2 ;100-2; Leeds1 2012-2014
- Save the Invoice Item. When finished, set the Invoice to Complete as usual. When viewing your Funds, OLIB will show the above amount in the correct Account Instance .
Procedure: Postage, processing, and other charges
Other charges connected to an invoice, such as postage or processing, can be recorded against either the same Account Instance or a different one via the Other Costs page of the Invoices domain.
- After entering the invoice items and prior to setting the invoice status to Complete click Other Costs.
- Enter a description of the costs in Details and the Amount of the additional costs. Select a tax rate if applicable.
- The Total Amount automatically populates. Click Payments and search and insert the correct account instance.
- Confirm the details in the Payment Value dialog box and return to the Main Invoice Details page.
- The Summary Information Total Amount field includes the Other Costs amount.
- Update the status to Complete and save the record.
It is possible to record a second invoice against an order item. This will apply if, for example, a supplementary invoice is received, or if not all the copies of the order item are delivered and invoiced together. For example, 5 copies of an item can be ordered, 3 arrive together and are invoiced. Then the final 2 copies arrive with a second invoice. Finally a third invoice arrives for unforeseen extra costs.
Additional invoices are entered using the same workflow as normal invoices:
- Create a new invoice header record and click Invoice Items to create a new invoice item record and click Order Item to search for the relevant order.
- At this stage, the Invoiceable Order Items search finds the two remaining order items. Select and insert to the invoice items page. The price information should be correct, save the details and set the invoice status to Complete to save this second invoice.
- To enter details of the third invoice for the extra cost, again create a new invoice header record, click Invoice Items to create a new invoice item record and click Order Item to search for the relevant order. As this third invoice is an additional invoice for an order which is already fully invoiced, the order item will not be found using the Invoiceable Order Items search. Change the search to e.g. Search for Order Items by Title.
- Once the order item has been identified, insert it as normal. When the invoice item screen is re-displayed, enter the amount of the additional invoice in the Total Cost field and leave the other fields blank.
- Save the invoice item record, set the invoice header status to Complete and save it as normal.
The amount you entered in the Total Cost field is ”spent” against the Account Instance used in the original order. In the Account Instances domain the new invoices are listed in the list of invoices and invoice transactions for the relevant account instances alongside other invoices/credit notes. The system also generates a Debit Commitment Adjustment entry to ensure that the amount committed for the accounting period remains accurate. This transaction is listed in the Committed Funds transactions.
Delete an invoice item
Provided an invoice is still at status In Preparation you can delete an invoice item. This is useful in case you need to correct any errors:
- With the Invoice in modify mode, select the Invoice Item to be removed.
- Perform the Delete action and save the changes.
The Account Instances have not been effected because the Invoice Status was not set to Complete.
Caution: When entering a credit note Type should be set to Credit Note in the invoice header record before starting to enter the invoice items. If you fail to do this, any invoice items you have entered in the meantime will be treated as invoices not credit notes.
- Continue to add the details as for an invoice.
- Click Invoice Items and search using Order Items by Title.
- In Invoice Items complete the amount of the credit note in the Total Cost field, leaving the other fields blank.
When you have set the invoice header to Complete, OLIB credits the amount entered in the invoice item Total Cost field to the Account Instance(s) used in the original order. In Account Instances it is listed as a negative amount with other invoices/credit notes in the list of invoices and invoice transactions for the relevant account instance(s). OLIB also generates a Credit Commitment Adjustment entry to ensure that the amount committed for the account instance remains accurate. This transaction is listed in the Credit Transactions.