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Edit an invoice

You can search for your existing invoices and edit an existing invoice.

Search for existing invoices

  1. On the left navigation, click Invoices > Invoices.
  2. Click Search to view all invoices.
    Or
    Enter an Invoice number and then click Search to view a specific invoice.
  3. On the Invoices screen you can view invoices by Payment Status, Vendor, or retrieve them based on Invoice Number.
    • View by Vendor: Use the Vendor filter (under the search box) to search for invoices from a specific vendor, multiple vendors, or all vendors.
    • View by Payment Status: Use the Payment Status filter (under the search box) to see Open, Paid, Ready, or All invoices.
    • Retrieve by Invoice Number: Type the Invoice Number in the search box in the upper left corner of the screen.

Edit existing invoices

You can edit invoices by editing the fields below:

Invoice fields - Table
field description
Invoice Number (required) Number used by vendor to identify a specific invoice.
Invoice Date (required) Date invoice was created by vendor.
Tax Handling

Select a tax calculation method from the drop-down list.

tax calculation method description
Tax item cost Calculates tax amount by multiplying tax percentage by the price
Tax item, service charge, and shipping cost Calculates tax amount by multiplying tax percentage by the price, service charges, and shipping
Includes taxes in costs Calculates tax amount by considering it as included in the price, service charges, and shipping
Currency The currency used by the vendor. 
Exchange Rate

Exchange rate for the invoice, if currency is not the same as Library Currency. Used sparingly.

 Note: This field only appears if the library's currency differs from the selected currency.

Edit invoice item information

Unpaid invoices can be edited before paying them.

  1. From the list of invoices, click the Invoice Number.
  2. Edit invoice.
    Add bibliographic items

    To add bibliographic items to an invoice, use these procedures:

    Type of item Procedure
    Monograph
    Serial, Electronic Product
    Add debit, credit, or refund for a non-bibliographic item to invoice

    Use this feature to record a debit, credit, or refund for non-bibliographic items (that do not have records in WorldCat or the WorldCat knowledge base), such as equipment or bindery fees. Items added in this way are not on an order, so the Order field remains blank.

    From the Add list (in the top left corner above the table), select the item to add:

    Add item Description
    Debit A debited item increases the amount paid from fund upon payment of invoice
    Credit A credited item, decreases the amount paid from fund upon payment of invoice
    Refund A refunded item decreases the amount paid from fund upon payment of invoice

    Note: For credits and refunds, all amounts must be negative (unit price, service charges, shipping).

    Delete from invoice
    Deleting an item from an invoice does not affect the item's order.
    1. Select the item's check box and click Delete Items (above the table).
    2. On the Delete Invoice Item Window, click Yes.
  3.  Edit items. The system keeps a running total in the Total column.
    Split an invoice among multiple funds

     Note: Toggling between Amount and Percentage may change the percentage assigned to each fund due to rounding issues when switching between these two modes of assigning costs.

    Split an invoice among multiple funds by amount

    1. On the left navigation, expand Invoices > Invoices.
    2. Click Search and then click the Title/Description to view the invoice.
    3. From the Budget/Fund column, click Assign multiple budgets/funds. Then Budget and Fund Assignment window opens.
       Note: You can also split an invoice among multiple funds from the Order Items page.
    4. For Allocate by, select Amount.
    5. Add additional funds by clicking the Add button (Add button). 
    6. Enter the amount for each fund added in the Amount field. The amounts for each fund must add up to the total price of the item. The total price of the item (Amount) and Amount Unassigned can be found near the top of the Budget and Fund Assignment dialog.
    7. (Optional) Click Distribute evenly among unallocated funds to distribute any remaining unassigned amount evenly among all funds with a zero amount.
    8. Click Save.

    Split an invoice among multiple funds by percentage

    1. On the left navigation, expand Invoices.
    2. Click Invoices and then click the Title/Description to view the invoice.
    3. From the Budget/Fund column, click Assign multiple budgets/funds. Then Budget and Fund Assignment window opens.
       Note: You can also split an invoice among multiple funds from the Order Items page.
    4. For Allocate by, select Percentage.
    5. Add additional funds by clicking the Add button (Add button). 
    6. Enter the percentage for each fund added in the Percentage field. The percentages must add up to 100%. 
    7. (Optional) Click Distribute evenly among unallocated funds to distribute any remaining unassigned amount evenly among all funds with a zero amount.
    8. Click Save.
    Select funds from different budget periods for an invoice item

     Note: 

    • Toggling between Amount and Percentage may change the percentage assigned to each fund due to rounding issues when switching between these two modes of assigning costs.
    • You can always select the current budget period, but the next budget period is only available if you have enabled it for use. To do this, go to the next budget selected and select Enable for Use.
    1. From the Budget/Fund column, click Assign multiple budgets/funds.
    2. For Allocate by, select Percentage.
    3. Add additional budget periods by clicking the Add button (Add button).
    4. Select a budget period for each row added from each drop-down list in the Budget column.
    5. Click Save.
    Edit tax, discount, and service and shipping charges for multiple items at the same time
    1. Click the check box to select the items you want to apply discounts, service and shipping charges, and taxes to.
    2. Click the buttons at the bottom left of the screen (Tax, Discount, Service Charge, and Shipping) to open windows and make your change. Your changes apply to all checked items.
       Note: Any other edits must be made one item at a time.
  4. When finished click Pay Now. See Pay an invoice.
    (Optional)
Editable invoice item fields - Table
Field Description
Disc (%) (discount)

Any discount applied to the item (enter as a percentage).

  • Can be edited for multiple items at once.
  • See Edit tax, discount, and service and shipping charges for multiple items at the same time, below.
Budget/Fund

The top list is for budgets (if more than one budget is enabled).

The bottom list is for the fund against which the cost of the item will be charged:

Fund window
Left column Middle column Right column
Fund name Fund code Parent fund
Assign multiple funds to an item
  1. In the Fund list, click Assign multiple funds (at the bottom of the list window).
  2. On the Assign Multiple Funds to Item, select the Fund.
  3. Enter the Percentage of the item's cost the fund will pay. (Make sure the percentages total 100%.).
  4. Use the Add (Add button) and Remove (Remove button) buttons to add and remove funds.
  5. Click Save.
Invoice Date The date the invoice was created.
Invoice # The number of the invoice.
Inv. (%) Indicates what percentage of the item has been invoiced.
Order # The order number.
Qty (Quantity)

The number of items invoiced.

Srv Chgs (Service charges)

Any service charges applied to the item. Calculated by multiplying the service change amount by the number in the Qty column.

  • Can be edited for multiple items at once.
  • See Edit tax, discount, and service and shipping charges for multiple items at the same time, below.
Shipping

Any shipping charges applied to the item. Calculated by multiplying the shipping amount by the number in the Qty column.

  • Can be edited for multiple items at once.
  • See Edit tax, discount, and service and shipping charges for multiple items at the same time, below.
Tax %

Any tax on the item (enter as a percentage).

  • To tax service charges and shipping, check the box Include tax on service charge & shipping for the entire invoice above the table.
  • Can be edited for multiple items at once. See Edit tax, discount, and service and shipping charges for multiple items at the same time, below.
  • To add a second tax column to the invoice, see Configure columns above.
Title The title of the item. To see all of an abbreviated title, place the cursor over the brackets and ellipses [...].
Total The total of all prices, service and shipping charges, and taxes less any discounts. The total is updated as you make changes.

Unit price

The price of the item.
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