Add Invoice Lines for Order Helper

The Add Invoice Lines for Order Helper allows you to find an existing invoice, and add to it invoice lines that mirror the current order. This helper is available when using the Receive Orders wizard.

In Properties

In the Receive Orders wizard properties, on the Helpers tab, be certain that the Add Invoice Lines for Order check box is selected.

Click the Add Invoice Lines for Order button that appears beside the check box, and be certain that the Create Invoice Lines for Order check box is selected.

In the Wizard

In the Receive Orders wizard, click the Add Invoice Lines for Order helper.

In the Invoice Search step, identify the existing invoice to which you want to add invoice lines.

Note: If the vendor of the order open in the Receive Orders wizard does not match the invoice you have a selected, the helper will display a message, and you will be prompted to select another invoice.

Verify the invoice information on the Invoice Tab and Invoice Lines Tab.

Click the Create Invoice Lines for Order Helper to automatically create an invoice line for each orderline.

In the Receive Orders: Invoice Orderline Options window, select from the following three options.

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Automatically Invoice All Orderlines

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Automatically Invoice Orderlines That Are Received–In–Full (default)

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Allow Selection of Orderlines for Invoicing – Selecting this option will result in displaying the Invoicing tree, where the order is displayed in a tree format, and in the view pane you can review the order information before creating invoice lines.

Select the option to Populate Invoice Line Amount from Order Line when invoicing approval orders, or any ordering scenario where the invoice price is known when you create the order. Clear this property when it is expected that the order price and invoice price will differ. When cleared, the invoice line amounts will default to zero.

The helper displays a confirmation message with the following information.

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Number of order lines on the selected order

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Number of invoice lines created

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Number of invoice lines created and linked to orderlines

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Number of invoice lines created but not linked to orderlines

Click OK.

On the Invoice Lines Tab, you can use the tools to display, add, and modify invoice lines created for this order.

Click Close to return to the Receive Orders wizard.

Important Considerations When Using this Helper

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Invoice lines that are not linked must be linked before they can be paid. Error messages describing why invoice lines cannot be linked are stored in the invoice line extended information fields of the unlinked lines. The extended information entry used for this purpose must be selected in the helper properties. The following conditions can prevent an invoice line from being linked.

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Orderline is underfunded

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Vendor deposit account is overencumbered

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Fund is overencumbered/paid and overencumbrance is blocked

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On systems configured to use Invoice Tax features, it is possible to modify the Tax Structure and Tax Paid to Vendor fields on the Invoice tab when using this helper. If you change the tax structure while using this helper, you are prompted to check each invoice line in the Invoice Lines tab to see if tax exemptions for the new tax structure should be modified. In each invoice tax line, the Tax Handling fields are set to Exempt or Standard according to the Allow Tax Exemptions setting in the newly-selected tax structure. To change tax exemptions, you must select a value in the Tax Handling field on invoice lines; you cannot modify the Tax Handling fields on automatically generated invoice tax lines.

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When using the Invoicing tree, if Invoice Tax features are configured, as you add new invoice lines, the invoice tax lines will be updated on the invoice.