Online Selection & Acquisitions
By default, a user with the Invoice permission will have Receiving permissions. Libraries that have not set-up a separate receiving permission will be able to continue to receive and invoice in one step and the user will be able to edit the Cost Per Item column. For libraries that have the Combined Receiving and Invoicing option selected, the quantity received and invoiced will default to the quantity ordered minus the quantity received on previous invoices. The user will have the same functionality as in the separate invoice work flow.
When a library has elected to keep the receiving function separate from invoicing, the invoicing options will include a Completed Shipment Queue. The Completed Shipments Queue will enable libraries to view shipments that have been received but not invoiced. By selecting this option, the user with invoice permissions will be able to select a packing slip to begin the invoice approval process. This is very valuable to a library in which there is a one to one relationship between a shipment and an invoice.
For users that only have receiving permissions, they will be able to display the contents of the shipment. When a user with invoice permission selects a packing slip, the details will be displayed and an option on the bottom of the page will enable to user to create an invoice:
The user will see a list of titles on the packing slip and can check all titles to begin the Invoice process.
The user will be able to edit cost per item and quantity invoiced.
The user will be able to see previous received and invoiced quantities against a line item by moving the mouse over the hyperlinked quantities amount displayed in the Shipment Quantities column.
When Add Items to Invoice is clicked and there is no invoice header, then the invoice header screen is displayed.
The user enters the information and then clicks Invoice. The items are then attached to the invoice.
The user will be able to add additional items to the invoice using current methods.
Completing an Invoice Page
Once you complete processing items on the page you have 3 options:
Add Items to Invoice - When you select this option, the items checked are added to the invoice and the list of titles page forward for you to continue the process.
Add Items to Invoice and Return to Invoice Summary - When you select this option the system adds the items to the invoice and returns to the summary page.
Approve an Invoice - The funds associated with the invoice expand and allocation amounts adjust. Note: An Invoice cannot be approved without an invoice number.
In Online Selection & Acquisitions (OSA), the Completed Shipments option, on the Admin menu, provides system administrators or users with the appropriate Administrative permissions the ability to view the Packing Slip Receipts screen listing those invoices which have completed shipment. For more information see the Completed Shipments Help topic.
Return to: Invoicing and Receiving Overview , Invoicing Overview and Receiving Overview