Invoice

OLE uses the Invoice document to process vendor billing, whether positive (an invoice) or negative (a credit memo), or a mixture. The only exception is when making an initial prepayment for a Deposit Account Arrangement. See instructions for creating a Disbursement Voucher for these type payments.

Note

To learn more about about Deposit Accounts, see the Disbursement Voucher

Invoice documents can be created three ways:

Manually, from the Select/Acquire Menu. Instructions are documented below.
By choosing “Pay” or “Receive and Pay” from the bottom of the Receiving Queue, which creates a new Invoice for the titles selected. Both these options use the Receiving Queue to create an Invoice document and populate it with chosen titles. From that point on, the document acts like any Saved invoice.
To learn more about the Receiving Queue, see Receiving Queue listed under Receiving.
By importing an EDIFACT Invoice message.
For instructions on how to do this, please see the Batch Processes section of the Guide to OLE System Administration. Once created, the EDIFACT invoice acts like any other Saved invoice.

Document Layout

To make an Invoice in the Select/Acquire menu, clicks the InvoiceCreate button below the Paying submenu. This launches a blank Invoice document.

This screen includes unique Document Overview, Vendor, Invoice Info, Process Items, Account Summary tabs in addition to the standard tabs that display at the bottom of a financial transaction document.

Note

For more information about the standard tabs, see Standard Tabs on the Guide to OLE Basic Functionality and Key Concepts.

Document Overview Tab

Note

For information about the standard Document Overview tab, see Standard Tabs on the Guide to OLE Basic Functionality and Key Concepts.

Financial Document Detail Section

Financial Document Detail section definition

Title	Description
Year	Display-only. The fiscal year of the purchase order referenced by the Payment Request document.
Total Amount	Display-only. The total amount of the payment request after the request has been submitted.

Vendor Tab

The Vendor tab has two sections: Vendor Address and Vendor Info.

Vendor Address Section

Vendor Address section definition

Title	Description
Suggested Vendor	Select a vendor from the drop down list, this will auto-populate the vendor address and some of the details in the vendor info tab. Note All POs on an invoice must use the same vendor.
Vendor Number	Display-only. Populates when the vendor is selected from the Suggested Vendor drop down. The vendor number followed by a hyphen and the division number.
Address 1	Display-only. Populates when the vendor is selected from the Suggested Vendor drop down.
Address 2	Display-only. Populates as necessary when the vendor is selected from the Suggested Vendor drop down.
Attention	Display-only. Populates as necessary when the vendor is selected from the Suggested Vendor drop down.
City	Display-only. Populates when the vendor is selected from the Suggested Vendor drop down.
State	Display-only. Populates when the vendor is selected from the Suggested Vendor drop down.
Province	Display-only. Populates as necessary when the vendor is selected from the Suggested Vendor drop down.
Postal Code	Display-only. Populates when the vendor is selected from the Suggested Vendor drop down.
Country	Display-only. Populates when the vendor is selected from the Suggested Vendor drop down.

Vendor Info Section

Vendor Info section definition

Title	Description
Acquisition Unit's Vendor Account/ Vendor Info Customer #	Optional. Populated from the PO. Override it by entering the customer number directly.
Check Stub Notes	Optional. These three fields are for data to be passed along to whatever system your library uses to print checks. The first field mirrors the Vendor Invoice Number field, so that the invoice number will print on the check stub. The other two fields are free-text.
Payment Terms	Populates when the vendor is selected from the Suggested Vendor drop down. Override it by selecting a different payment term from the drop down list.
Special Handling Instructions	Optional. Additional free-text fields for instructions. Can be passed on to your check-printing system. .

Invoice Info Tab

Invoice Info tab definition

Title	Description
Vendor Invoice Number	The number assigned by the vendor to their invoice for credit.
Invoice Date	Required. Enter an invoice date or select it from the calendar .
Payment Attachment Indicator	Optional. Select the check box if an attachment (such as a copy of the invoice) must be returned to the Vendor with this payment.
Processed Date	Display-only. The date at which the payment was processed.
Invoice Sub Type	Select the locally defined invoice sub type from the drop down menu.
Payment Method	Required. This may be prepopulated from the vendor record but must not be left blank. Select the method of payment from the drop down menu.
Currency Type	The currency type of the vendor. If the vendor has a currency type assigned, this field will be prepopulated. It is possible to select a different currency type at any time until the Invoice document is submitted however you will need to reenter item price information.
Pay Date	Defaults to the date automatically calculated by the system. If payment terms are edited, the system repopulates this field only if it is blank. Override the automatic entry by entering a pay date or selecting it from the calendar . Note Pay Date Calculations: The pay date is calculated automatically in two different ways. The payment terms specified are applied to the invoice date to generate a pay date. The payment terms parameters are in the Payment Terms Type table. Additionally, ten days (or another institutionally defined default number of days - controlled by the parameter NUMBER_OF_DAYS_USED_TO_CALCULATE_DEFAULT_PAY_DATE under component "Invoice") are added to the current date to generate a pay date. OLE selects the later of these two dates and uses it as the default pay date for this Invoice document. The pay date will not appear until after you save, submit or blanket approve the invoice. The pay date may be entered manually, but it must not be a past date. If the date is more than 60 days from the current date, the system displays a warning message. Note There are several issues noted for the pay date, see OLE-5522. There is also an enhancement noted to allow future pay dates, see OLE-6216.
(Immediate Payment Indicator)	Optional. Select the Immediate Pay check box if a check is needed on the same day (overrides the pay date – subject to the rules of your accounts-payable system). This indicator allows for an approved payment request to be extracted for payment during the day.
Vendor Invoice Amount	Required for non-foreign vendors. The vendor total invoice amount.
Extract Date	Display-only. The date the Payment record is extracted to the Pre-Disbursement Processor.
Invoice Type	Optional. Select the type of invoice. Locally defined but sample data could include values Proforma/prepay, Regular.
Bank Code	Required. The bank code will be displayed only if the Bank_Code_Document_Types includes 'PREQ' and Enable_Bank_Specification_Ind='Y'. The default bank is determined by the Default_Bank_By_Document_Type parameter. You may override this value by entering another bank code or selecting it from the Bank lookup .
Vendor Foreign Invoice Amount	Required for foreign vendors. The vendor total invoice amount. You must enter the Vendor Foreign Invoice Amount however once the document is submitted, this will be calculated based on the total cost and the currency rate.
Exchange Rate	Automatically populated from the Currency Type. The exchange rate can be edited until the Invoice is submitted.

Title	Description
PO #	Displays the Purchase Order number. Click the number to open the purchase order in a new tab or window.
Close PO	If you know this is the last expected activity on this PO, you can check the box. When the Invoice is approved, OLE will automatically Close the PO. Note Whether to Close POs after receipt and invoicing is a local decision.
Action	Click add P.O. or delete P.O. to add or remove the purchase order from the Invoice document. When you’ve made your desired edits to titles from this PO, click the add P.O. button, and the checked title(s) will be moved to the Current Items section. You can then enter your next Purchase Order number to begin working on the next title on the invoice.
View related Documents	Click the document links to open the documents in a new tab or window.
Item Line #	Display-only. The line item number representing each item.
Check Subscription Date Overlap	Check the box if you would like OLE to detect any overlap between the subscription dates on another invoice. OLE will ask you to continue if an overlap is detected.
Subscription From Date	The date the subscription is to begin. Enter the date or search for one from the calendar icon . Required if Check subscription date overlap is checked.
To Date	The date the subscription is to end. Enter the date or search for one from the calendar icon . Required if Check subscription date overlap is checked.
Open Quantity	Display-only. The quantity of items that have yet to be invoiced for this line item.
Title	Display-only. Displays the title from the bibliographic record. Click to open the editor in a new tab or window.
Donor	Display-only. If available, displays the Donor from the purchase order.
Copies Ordered	Display-only. Indicates the number of copies ordered from the purchase order.
Parts Ordered	Display-only. Indicates the number of parts ordered from the purchase order.
Invoiced Copies	The number of copies listed on the invoice.
Invoiced Parts	The number of parts listed on the invoice.
Invoice Price	Defaults to the price entered on the purchase order. You may change it here to the actual invoice price. You can also edit other information, like the accounting string, if desired. Note The Dollar field on the Accounting line is a reflection of the Invoiced Price field on the line item. Updating the Invoice Price automatically updates the Amount.
Discount	The amount of a discount on an item.
Discount Type	Select the type of discount from the drop down list.
Unit Cost	Display-only. The cost of the item from the purchase order.
Extended Cost	The cost of the item after the discount has been factored in.
Invoice Foreign Price	Basic foreign price of an item before any discounts are taken. This is carried over from the purchase order but can be modified on the Invoice document.
Discount / Foreign Discount	Discount provided by the vendor/customer number/organization combination. Automatically populated from the Vendor customer number table based on the selected vendor and customer number. Can be modified for a specific title. If the vendor record has a Vendor currency noted other than the default system currency (aka US dollar), then the Vendor discount will populate the Foreign Discount field.
Discount Type	Choose # (for Amount) or % (for Percentage).
Currency Type	Display only. Identifies the associated vendor's currency type.
Exchange Rate	Display only if foreign vendor is chosen. Currency conversion rate populates from the Exchange rate and Currency Type maintenance tables.
Foreign Unit Cost	Display only if foreign vendor is chosen. Calculated foreign cost per unit from the purchase order.
Select Item for Invoice	Automatically checked. Uncheck the box to remove the item from the Invoice.
Accounting Lines	Required. The accounting information is pulled from the purchase order but is editable. To update the Dollar field, change the amount of the Invoiced Price. Note If the difference between the amount encumbered on the purchase order and the amount invoiced is larger than the threshold set on the account a warning message will appear when the invoice is submitted. The warning can be overwritten. For details on setting account thresholds see instructions on setting up an account.

Current Items

When you’ve made your desired edits to titles from this PO, click the add P.O. button and the checked title(s) will be moved to the Current Items section. You can then enter your next Purchase Order number to begin working on the next title on the invoice.

Once a title has been moved to the Current Items section, its price and accounting string can still be changed. Additionally, you may click Delete to remove the item from the Invoice or Unlink to link a different purchase order to the Invoice.

Additional Charges

Once you have added all the titles on your invoice, you can add other amounts on the Additional Charges tab. This tab is divided into four charge lines, each representing a different type of charge, each with its own accounting. The four Additional Charges lines are Freight, Shipping and Handling, Minimum Order, and Miscellaneous or Overhead. Each of these four lines has a ”Description” note field. This field is optional except for the Miscellaneous or Overhead section – if you enter an amount there, you must explain it in a note.

Additional Charges section definition

Title	Description
Item Type	Display-only. The type of item to be charged.
Extended Cost / Foreign Price	Enter the extended amount charged on the invoice for this additional charge item. This will be displayed as "Foreign Price" only when a foreign vendor has been selected.
Description	Required for miscellaneous charges.