Add Invoice for Order Helper

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

To add an invoice for an order

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

In the Enter Invoice ID and Vendor ID window, type or select the following values.

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Invoice ID – Type an ID or select AUTO. If you do not type an ID, an automatic ID will be assigned.

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Acquisitions Library – Select a library from the list.

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Date Invoiced – Using the Calendar gadget, or accept the default selected in wizard properties, typically TODAY.

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Created in Fiscal Cycle – Select a value from the list.

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Tax Structure – Select a value from the list. This field appears only if the Invoice Tax features are configured.

For more information about these fields, see Invoice and Invoice Line Records.

Click Add Invoice.

In the Invoice Orderline Options window, select from the following 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.

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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 orderlines 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.

The Invoice Tab and Invoice Lines Tab appear. You can use the helpers and tools to display, add, and modify the invoice/invoice lines created for this order. See the tab topics for more information.

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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If Invoice Tax features are configured and you change the tax structure while you are using this helper, you are prompted to check each invoice line in the Invoice Lines tab to see if tax handling settings 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 Exemptions setting in the newly-selected tax structure. To change tax exemptions, you must select a value in the Tax Handling fields 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.

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If the Tax Exempt Vendor check box is selected, the Tax Paid to Vendor check box and the Tax Included in Invoice Line Amounts check box must be cleared because they do not apply to a vendor who supplies ordered materials that are exempt from taxes.