You can search for your existing invoices and edit an existing invoice.
You can edit invoices by editing the fields below:
Field | Description | ||||||||
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Date Paid | Date the invoice was paid. This date does not need to be the same as the date the invoice payment status changes to Paid and allows you to indicate when payment was actually submitted to the vendor, rather than when the invoice was marked as paid in Acquisitions. You can view the date the invoice payment status changed to Paid under Status. |
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Invoice Number (required) | Number used by vendor to identify a specific invoice. | ||||||||
Invoice Date (required) | Date invoice was created by vendor. | ||||||||
External Invoice ID | A unique identifier for the invoice used by an external financial system (e.g. such as the campus financial system). | ||||||||
Payment Reference ID | Check or transaction number for the payment actually submitted for this invoice. | ||||||||
Tax Handling |
Select a tax calculation method from the drop-down list.
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Currency | The currency used by the vendor. | ||||||||
Exchange Rate |
Exchange rate for the invoice, if currency is not the same as Library Currency. Click Use Current Rate to populate the Exchange Rate field with the current exchange rate. The system will pull in the rate you created before retrieving a rate from an external service. Note: This field only appears if the library's currency differs from the selected currency. |
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Notes | Notes added to an invoice item by a user. |
Unpaid invoices can be edited before paying them.
To add bibliographic items to an invoice, use these procedures:
Type of item | Procedure |
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Monograph | |
Serial, Electronic Product |
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 |
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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).
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
Split an invoice among multiple funds by percentage
Note:
Column | Description | ||||||
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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:
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Calculated Total | The total of all prices, service and shipping charges, and taxes less any discounts. | ||||||
Custom Fields | Click the Custom Fields button () to edit the custom fields for the invoice item. | ||||||
Discount (%) |
Any discount applied to the item (enter as a percentage).
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Inv. (%) | Indicates what percentage of the item has been invoiced. | ||||||
Notes |
Any notes about the order item.
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Order # | The order number. | ||||||
Quantity |
The number of items invoiced. |
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Service Charges |
Any service charges applied to the item.
Note:
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Shipping |
Any shipping charges applied to the item. Calculated by multiplying the shipping amount by the number in the Qty column.
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Tax 1 (%) |
A value entered by the user and indicating the tax 1 of the item.
Note:
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Tax 2 (%) |
A value entered by the user and indicating the tax 2 of the item.
Note:
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Tax Amount | Sum of Tax 1 (%) and Tax 2 (%). | ||||||
Tax % |
Any tax on the item (enter as a percentage).
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Title | The title of the item. To see all of an abbreviated title, place the cursor over the brackets and ellipses [...]. | ||||||
To Be Expended | Amount to be expended on the selected budget period. | ||||||
To Be Pre-Paid | Amount to be pre-paid on the selected budget period. | ||||||
Total |
The total of all prices, service and shipping charges, and taxes less any discounts. The total is updated as you make changes.
Note: If you changed the vendor's currency, the Grand Total will differ from your library's currency. The difference depends on the exchange rate between the two currencies, which you set when you changed the vendor's currency. |
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Unit price |
The price of the item. |
You can set the default number of invoice items to display when viewing an invoice. The number you select will be saved for future sessions when using the same computer and browser.
Note: If you have two invoices open, each with a different number of rows selected, the last one you have open will be used as the default for future invoices.