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- Log -----------------------------------------------------------------
commit 8924b886b16f86c82edf02f2afbc4845f22d31fc
Author: Kathy Lussier <klussier at masslnc.org>
Date:   Thu May 30 13:01:38 2013 -0400

    Documentation updates for acquisitions invoices
    
    Updates to acquisitions invoices documentation, including new 2.4
    features. Also moves up some 2.1 documentation that is still relevant.
    
    Signed-off-by: Kathy Lussier <klussier at masslnc.org>

diff --git a/docs/acquisitions/invoices.txt b/docs/acquisitions/invoices.txt
index def1f1e..c47c361 100644
--- a/docs/acquisitions/invoices.txt
+++ b/docs/acquisitions/invoices.txt
@@ -4,25 +4,86 @@ Invoices
 
 indexterm:[acquisitions,invoices]
 
-Electronic Invoicing
-~~~~~~~~~~~~~~~~~~~~
+You can create invoices for purchase orders, individual line items, and blanket purchases. You can also link existing invoices to purchase order.
 
-indexterm:[acquisitions,invoices,electronic]
+You can invoice items before you receive the items if desired. You can also
+reopen closed invoices, and you can print all invoices.
 
-Evergreen can receive electronic invoices from providers.  To
-access an electronic invoice, you must:
+Creating invoices and adding line items
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+You can add specific line items to an invoice from the PO or acquisitions
+search results screen. You can also search for relevant line items from within 
+the invoice interface. In addition, you can add all line items from an entire
+Purchase order to an invoice or you can create a blanket invoice for items that are not 
+attached to a purchase order.
 
-. Configure EDI for your provider. 
-. Evergreen will receive invoices electronically from the provider.
-. Click *Acquisitions* -> *Open Invoices* to view a list of open invoices, or
-use the *General Search* to retrieve invoices.  Click a hyperlinked invoice
-number to view the invoice.
+Creating a blanket invoice
+^^^^^^^^^^^^^^^^^^^^^^^^^^
 
-image::media/Electronic_invoicing1.jpg[Electronic_invoicing1]
+You can create a blanket invoice for purchases that are not attached to a purchase order.
+
+. Click Acquisitions -> Create invoice.
+. Enter the invoice information in the top half of the screen.
+. To add charges for materials not attached to a purchase order, click _Add
+Charge..._ This functionality may also be used to add shipping, tax, and other fees.
+. Select a charge type from the drop-down menu.
++
+[NOTE]
+New charge types can be added via _Admin_ -> _Server Administration_ ->
+_Acquisitions_ -> _Invoice Item Type_.
++
+. Select a fund from the drop-down menu.
+. Enter a _Title/Description_ of the resource.
+. Enter the amount that you were billed.
+. Enter the amount that you paid.
+. Save the invoice.
+
+image::media/acq_invoice_blanket.png[Blanket invoice]
+
+Adding line items from a Purchase Order or search results screen to an invoice
+^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
+
+You can create an invoice or add line items to an invoice directly from a
+Purchase Order or an acquisitions search results screen. 
 
+. Place a checkmark in the box for selected line items from the Purchase Order' or acquisitions search results page.
+. If you are creating a new invoice, click _Actions_ -> _Create Invoice From
+Selected Line Items_.  Enter the invoice information in the top half of the
+screen.
+. If you are adding the line items to an existing invoice, click _Actions_ ->
+_Link Selected Line Items to Invoice_. Enter the Invoice # and Provider and
+then click the _Link_ button.
+. Evergreen automatically enters the number of items that was ordered in
+the # Invoiced and # Paid fields. Adjust these quantities as needed.
+. Enter the amount that the organization was billed. This entry will
+automatically propragate to the Paid field.
+. You have the option to add charge types if applicable. Charge types are
+additional charges that can be selected from the drop-down menu. Common charge
+types include taxes and handling fees.
+. You have four options for saving an invoice.
 
-Search for Line Items from an Invoice
-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+- Click _Save_ to save the changes you have made while staying in the current
+invoice.
+- Click _Save & Clear_ to save the changes you have made and to replace the 
+current invoice with a new invoice so that you can continue invoicing items.
+- Click _Prorate_ to save the invoice and prorate any additional charges, such
+as taxes, across funds, if multiple funds have been used to pay the invoice.
+
++
+[NOTE]
+Prorating will only be applied to charge types that have the _Prorate?_ flag set
+to true. This setting can be adjusted via _Admin_ -> _Server Administration_
+-> _Acquisitions_ -> _Invoice Item Type_.
++
+
+- Click _Close_. Choose this option when you have completed the invoice. This
+option will also save any changes that have been made.
+
+. You can re-open a closed invoice by clicking the link, _Re-open invoice_. This
+link appears at the bottom of a closed invoice.
+
+Search for line items from an invoice
+^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
 
 indexterm:[acquisitions,lineitems,searching for]
 indexterm:[acquisitions,invoices,searching for lineitems]
@@ -36,21 +97,21 @@ In this example, we'll add line items to a new invoice:
 
 indexterm:[acquisitions,lineitems,adding]
 
-. Click *Acquisitions* -> *Create Invoice*.
+. Click _Acquisitions_ -> _Create Invoice_.
 . An invoice summary appears at the top of the invoice and includes the number
 of line items on the invoice and the expected cost of the items.  This number
 will change as we add line items to the invoice.
 . Enter the invoice details (optional).  If you do not enter the invoice
-details, then Evergreen will populate the *Provider* and *Receiver* fields with
+details, then Evergreen will populate the _Provider_ and _Receiver_ fields with
 information from the line items.  
 +
-NOTE: If you do not want to display the details, click *Hide Details*.
+NOTE: If you do not want to display the details, click _Hide Details_.
 +
 image::media/Search_for_line_items_from_an_invoice1.jpg[Search_for_line_items_from_an_invoice1]
 +
-. Click the *Search* tab to add line items to an invoice.
-. Select your search criteria from the drop down menu.  
-. On the right side of the screen, *Limit to Invoiceable Items* is checked by
+. Click the _Search_ tab to add line items to an invoice.
+. Select your search criteria from the drop-down menu.  
+. On the right side of the screen, _Limit to Invoiceable Items_ is checked by
 default.  Invoiceable items are those that are on order, have not been
 cancelled, and have not yet been invoiced.  Evergreen also filters out items
 that have already been added to an invoice.  Finally, if this box is checked,
@@ -66,24 +127,142 @@ search results list to build with each subsequent search. This option is useful
 for libraries that might search for line items by scanning an ISBN. Several
 ISBNs can be scanned and then the entire result set can be selected and moved
 to the invoice in a batch.
-. Click *Search*.
+. Click _Search_.
 +    
 image::media/Search_for_line_items_from_an_invoice2.jpg[Search_for_line_items_from_an_invoice2]
 +
-. Use the *Next* button to page through results, or select a line item(s), and
-click *Add Selected Items to Invoice*.
-+
+. Use the _Next_ button to page through results, or select a line item(s), and
+click _Add Selected Items to Invoice_.
 .The rows that you selected are highlighted, and the invoice summary at the
 top of the screen updates.
 +
 image::media/Search_for_line_items_from_an_invoice3.jpg[Search_for_line_items_from_an_invoice3]
 +
-. Click the *Invoice* tab to see the updated invoice.
-. Enter the number of copies for which you were invoiced, the amount that was
-billed, and the amount that was paid.  The *Per Copy* field calculates the cost
-of each copy by dividing the amount that was billed by the number of copies for
-which the library paid.
-. Save the invoice.  A new option, *Save and Clear*, saves the current invoice
-and replaces it with a new invoice so that you can continue invoicing items.
+. Click the _Invoice_ tab to see the updated invoice.
+. Evergreen automatically enters the number of items that was ordered in the
+# Invoiced and # Paid fields. Adjust these quantities as needed.
+. Enter the amount that the organization was billed. This entry will
+automatically propragate to the Paid field. The _Per Copy_ field calculates the
+cost of each copy by dividing the amount that was billed by the number of
+copies for which the library paid.
 
 image::media/Search_for_line_items_from_an_invoice5.jpg[Search_for_line_items_from_an_invoice5]
+
+Create an invoice for a purchase order
+^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
+
+You can create an invoice for all of the line items on a purchase order. With
+the exception of fields with drop-down menus, no limitations on the data that you enter exist.
+
+. Open a purchase order.
+. Click _Create Invoice_.
+. Enter a Vendor Invoice ID. This number may be listed on the paper invoice
+sent from your vendor.
+. Choose a Receive Method from the drop-down menu. The system will default to
+_Paper_.
+. The Provider is generated from the purchase order and is entered by default.
+. Enter a note (optional).
+. Select a payment method from the drop-down menu (optional).
+. The Invoice Date is entered by default as the date that you create the
+invoice. You can change the date by clicking in the field. A calendar drops
+down.
+. Enter an Invoice Type (optional).
+. The Shipper defaults to the provider that was entered in the purchase order.
+. Enter a Payment Authorization (optional).
+. The Receiver defaults to the branch at which your workstation is registered.
+You can change the receiver by selecting an org unit from the drop-down menu.
++
+[NOTE]
+The bibliographic line items are listed in the next section of the invoice.
+Along with the _title_ and _author_ of the line items is a _summary of copies
+ordered, received, invoiced, claimed,_ and _cancelled_. You can also view the
+_amounts estimated, encumbered,_ and _paid_ for each line item. Finally, each
+line item has a _line item ID_ and links to the _selection list_ (if used) and
+the _purchase order_.
++
+. Evergreen automatically enters the number of items that was ordered in the
+# Invoiced and # Paid fields. Adjust these quantities as needed.
+. Enter the amount that the organization was billed. This entry will
+automatically propragate to the Paid field. The _Per Copy_ field calculates the
+cost of each copy by dividing the amount that was billed by the number of
+copies for which the library paid.
+. You have the option to add charge types if applicable. Charge types are
+additional charges that can be selected from the drop-down menu. Common charge
+types include taxes and handling fees.
+. You have four options for saving an invoice.
+
+- Click _Save_ to save the changes you have made while staying in the current
+invoice.
+- Click _Save & Clear_ to save the changes you have made and to replace the
+current invoice with a new invoice so that you can continue invoicing items.
+- Click _Prorate_ to save the invoice and prorate any additional charges, such
+as taxes, across funds, if multiple funds have been used to pay the invoice.
+
++
+[NOTE]
+Prorating will only be applied to charge types that have the Prorate? flag set
+to true. This setting can be adjusted via _Admin_ -> _Server Administration_
+-> _Acquisitions_ -> Invoice Item Type.
++
+
+- Click _Close_. Choose this option when you have completed the invoice. This
+option will also save any changes that have been made.
+
+. You can re-open a closed invoice by clicking the link, _Re-open invoice_. This
+link appears at the bottom of a closed invoice.
+
+Link an existing invoice to a purchase order
+^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
+
+You can use the link invoice feature to link an existing invoice to a purchase
+order. For example, an invoice is received for a shipment with items on
+purchase order #1 and purchase order #2. When the invoice arrives, purchase
+order #1 is retrieved, and the invoice is created. To receive the items on
+purchase order #2, simply link the invoice to the purchase order. You do not
+need to recreate it.
+
+. Open a purchase order.
+. Click _Link Invoice_.
+. Enter the Invoice # and the Provider of the invoice to which you wish to link.
+. Click _Link_.
+
+image::media/acq_invoice_link.png[Link Invoice]
+
+Electronic Invoicing
+~~~~~~~~~~~~~~~~~~~~
+
+indexterm:[acquisitions,invoices,electronic]
+
+Evergreen can receive electronic invoices from providers.  To
+access an electronic invoice, you must:
+
+. Configure EDI for your provider.
+. Evergreen will receive invoices electronically from the provider.
+. Click _Acquisitions_ -> _Open Invoices_ to view a list of open invoices, or
+use the _General Search_ to retrieve invoices.  Click a hyperlinked invoice
+number to view the invoice.
+
+image::media/Electronic_invoicing1.jpg[Electronic_invoicing1]
+
+View an invoice
+~~~~~~~~~~~~~~~
+
+You can view an invoice in one of four ways: view open invoices; view invoices
+on a purchase order; view invoices by searching specific invoice fields; view
+invoices attached to a line item.
+
+. To view open invoices, click _Acquisitions_ -> _Open invoices_. This opens
+the Acquisitions Search screen. The default fields search for open invoices.
+Click _Search_.
++
+image::media/acq_invoice_view.png[Open Invoice Search]
++
+. To view invoices on a purchase order, open a purchase order and click the
+_View Invoices_ link. The number in parentheses inidicates the number of
+invoices that are attached to the purchase order.
++
+image::media/acq_invoice_view-2.png[View Invoices from PO]
++
+. To view invoices by searching specific invoice fields, see the section on
+searching the acquisitions module.
+. To view invoices for a line item, see the section on line item invoices.

-----------------------------------------------------------------------

Summary of changes:
 docs/acquisitions/invoices.txt |  239 +++++++++++++++++++++++++++++++++++-----
 1 files changed, 209 insertions(+), 30 deletions(-)


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