Adding Invoice Lines

The Adding Invoice Line interface appears in the following instances.

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After typing basic invoice and vendor information and clicking Add Invoice

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After searching an invoice and clicking Add Invoiceline in the Add Invoice Lines wizard

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After clicking the Add Invoiceline tool on the Invoice Lines tab

To add invoice lines, follow the steps in the subsequent sections. Depending on the invoice link type you select when creating an invoice line, different invoice line field values are required. See the following sections appropriate to the link type you select.

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Adding Invoice Lines with an Order Link

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Adding Invoice Lines with a Fund Link

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Adding Invoice Lines with a Tax/Adjust Link

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Adding Invoice Lines with a Tax/Fund Link

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Adding Invoice Lines with an Adjust Link

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Adding Invoice Lines with Prorated Links

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Adding Invoice Lines with a Rebate/Adjust Link

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Adding Invoice Lines with a Rebate/Fund Link

For invoice line field definitions, go to Invoice and Invoice Line Records.

If Invoice Tax features are configured and you created an invoice with the Tax Calculated flag set to Y, a tax invoice line (or multiple lines, if multiple taxes are applied) with the appropriate tax amount will be added as you add an invoice line. If the default tax fund does not exist or is overencumbered, a message displays and the invoice line cannot be added until the default tax fund setting is changed. For more information see FAQs: Applying Invoice Taxes.

Adding Invoice Lines with an Order Link

Use the default link value, ORDER, to invoice the cost of material on an orderline. If the invoice line is linked to an orderline, then the orderline correctly reflects not only the ordered price but the amount invoiced, and later, the amount paid.

When an orderline is for a quantity greater than one, the entire quantity can be invoiced on one invoice line linked to the order, or across multiple invoice lines linked to the order. Once the entire quantity on an orderline has been invoiced, additional invoice lines linked to ORDER are not permitted for that invoice line. Adjustments can be made using invoice lines with the link type ADJUST.

To add an invoice line with an ORDER link

On the Invoice Lines tab, click the Add Invoiceline tool.

Type a Line number. Padding the line number with zeros will facilitate sorting invoices by number. Or, if you selected auto-numbering in Session Settings, an auto-generated line number will appear.

Select ORDER from the Link list.

Type an Amount and a Quantity for this invoice line.

If the Tax Included in Invoice Line Amounts check box is available and selected on the Invoice tab of the invoice, the Amount Including Tax field displays. Type the vendor final price including tax in the Amount Including Tax field. When invoice tax is automatically calculated, SirsiDynix Symphony takes the value in the Amount Including Tax field, calculates the vendor final price, and displays the vendor final price in the Amount field after the invoice line is saved.

Exchange only appears on invoices from vendors using foreign currencies. Changes to the exchange rate can only be saved when the invoice line is paid.

If desired, select a material type in the Acquisitions Material Type field. This field may already have a value if the acquisitions material type is specified in the linked orderline or in the Default Invoice Line Material Type (Orderline Link) property in the Acquisitions Session Settings wizard.

If Invoice Tax features are configured, you can indicate the tax handling for each tax by selecting a value in the Tax 1 Tax Handling, Tax 2 Tax Handling, and/or Tax 3 Tax Handling fields. Tax 1, Tax 2, and Tax 3 names and values are defined in the Acquisitions Tax policies. If the Tax Handling selection is Rebate, type a percentage in the corresponding Rebate percentage field.

Since this invoice line is linked to an order, select the Order ID, Orderline, and Fiscal Cycle using the Order Search gadget in the Order ID field, or type these values directly in these fields.

In the Orderline field, select or type the following.

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For firm or dated orders, type an Line number.

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For a recurring order, when the item has not been received and the orderline does not exist yet, select NEW from the list. This creates a new orderline and links the invoice line to it.

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For a recurring order, when the item has been received and you don’t know the line number, select LAST from the list.

After completing the invoice line information, click Add Invoiceline, and the line is added to the invoice.

You will then be prompted for invoice line extended information. Type extended information, if desired, then click Modify Invoiceline to save changes and close the invoice line.

Adding Invoice Lines with a Fund Link

Use the FUND link to make a payment directly from a specified fund. This type of link allows you to make payments for material not represented by an order, or to separate payments for expenses like shipping and handling from payments for library material.

To add an invoice line with a FUND link

On the Invoice Lines tab, click the Add Invoiceline tool.

Type a Line identifier. You can use numbers and/or letters to identify the line. Padding numbers with zeros will facilitate sorting invoices by number.

Select FUND from the Link list.

Type an Amount and a Quantity for this invoice line, if needed.

Exchange only appears on invoices from vendors using foreign currencies. Changes to the exchange rate can only be saved when the invoice line is paid.

If desired, select a material type in the Acquisitions Material Type field. This field may already have a value if the acquisitions material type is specified in the linked orderline or in the Default Invoice Line Material Type (Fund Link) property in the Acquisitions Session Settings wizard.

Since this invoice line is linked to a fund, use the Fund Search gadget in the Fund ID field to select a fund.

Type the fiscal cycle in the Fiscal Cycle field.

After completing the invoice line information, click Add Invoiceline, and the line is added to the invoice.

You will then be prompted for invoice line extended information. Type extended information, if desired, then click Modify Invoiceline to save changes and close the invoice line.

Adding Invoice Lines with a Tax/Adjust Link

If Invoice Tax features are configured for your system, you can create invoice lines with Tax/Adjust links. Use the Tax/Adjust link to pay for taxes using the funds designated in the orderline being taxed. Amounts linked to Tax/Adjust are designated as tax amounts and accumulate in invoice tax totals.

To add an invoice line with a Tax/Adjust link

On the Invoice Lines tab, click the Add Invoiceline tool.

Type a Line identifier. You can use numbers and/or letters to identify the line. Padding numbers with zeros will facilitate sorting invoices by number.

Select Tax/Adjust from the Link list.

Type an Amount (negative values are acceptable) and a Quantity for this invoice line.

Exchange only appears on invoices from vendors using foreign currencies. Changes to the exchange rate can only be saved when the invoice line is paid.

Since the Tax/Adjust invoice line is linked to an order, select the Order ID, Orderline, and Fiscal Cycle using the Order Search gadget in the Order ID field, or type these values directly in these fields.

Select the Tax type for this invoice line from the list. The displayed values are defined in the Acquisitions Tax policies, and are limited by the tax structure selected in the invoice. The Tax list will display Acquisitions Tax policy names even on system configured to show policy descriptions.

After completing the invoice line information, click Add Invoiceline, and the line is added to the invoice.

You will then be prompted for invoice line extended information. Type extended information, if desired, then click Modify Invoiceline to save changes and close the invoice line.

Adding Invoice Lines with a Tax/Fund Link

If Invoice Tax features are configured for your system, you can create invoice lines with Tax/Fund links. Use the Tax/Fund link to pay invoice line tax costs directly from a specified fund. Amounts linked to Tax/Fund are designated as tax amounts and accumulate in invoice tax totals.

To add an invoice line with a Tax/Fund link

On the Invoice Lines tab, click the Add Invoiceline tool.

Type a Line identifier. You can use numbers and/or letters to identify the line. Padding numbers with zeros will facilitate sorting invoices by number.

Select Tax/Fund from the Link list.

Type an Amount (negative values are acceptable) and a Quantity for this invoice line.

Exchange only appears on invoices from vendors using foreign currencies. Changes to the exchange rate can only be saved when the invoice line is paid.

If desired, select a material type in the Acquisitions Material Type field. This field may already have a value if the acquisitions material type is specified in the linked orderline or in the Default Invoice Line Material Type (Fund Link) property in the Acquisitions Session Settings wizard.

Since the Tax/Fund invoice line is linked to a fund, use the Fund Search gadget in the Fund ID field to select a fund.

Type the fiscal cycle in the Fiscal Cycle field.

After completing the invoice line information, click Add Invoiceline, and the line is added to the invoice.

You will then be prompted for invoice line extended information. Type extended information, if desired, then click Modify Invoiceline to save changes and close the invoice line.

Adding Invoice Lines with an Adjust Link

Use the ADJUST link to change the amount on an item already invoiced with an ORDER link. An ADJUST invoice line records the additional amount invoiced. The adjusted amount may also be a negative number to indicate a reduced amount.

To add an invoice line with an ADJUST link

On the Invoice Lines tab, click the Add Invoiceline tool.

Type a Line identifier. You can use numbers and/or letters to identify the line. Padding numbers with zeros will facilitate sorting invoices by number.

Select ADJUST from the Link list.

Type an Amount (negative values are acceptable) and a Quantity for this invoice line.

Exchange only appears on invoices from vendors using foreign currencies. Changes to the exchange rate can only be saved when the invoice line is paid.

Since this invoice line is linked to an order, select the Order ID, Orderline, and Fiscal Cycle using the Order Search gadget in the Order ID field, or type these values directly in these fields.

After completing the invoice line information, click Add Invoiceline, and the line is added to the invoice.

You will then be prompted for invoice line extended information. Type extended information, if desired, then click Modify Invoiceline to save changes and close the invoice line.

Adding Invoice Lines with Prorated Links

You can select from three types of proration to pay additional charges, such as shipping, insurance, and service charges. Prorated charges are distributed across the funds used in ORDER linked invoice lines only. The prorated amount may be a negative number to indicate a discounted amount.

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For copy proration (Copy Prorated link type), the total number of copies in ORDER linked invoice lines is determined. The prorated amount is divided across the orderlines specified in the ORDER linked invoice lines using the ratio of copies on the invoice line to all ORDER linked copies on the invoice.

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For line proration (Line Prorated link type), the total number of ORDER linked lines on the invoice is determined. The prorated amount is divided equally across the orderlines specified in the ORDER linked invoice lines.

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For price proration (Price Prorated link type), the total price of all ORDER linked invoice lines is determined. The prorated amount is divided across the orderlines specified in the ORDER linked invoice lines using the ratio of the amount on the invoice line to the amount of all ORDER linked lines on the invoice.

To add an invoice line with a Copy Prorated, Line Prorated, or Price Prorated link

On the Invoice Lines tab, click the Add Invoiceline tool.

Type a Line identifier. You can use numbers and/or letters to identify the line. Padding numbers with zeros will facilitate sorting invoices by number.

Select either Copy Prorated, Line Prorated, or Price Prorated from the Link list.

Type an Amount (negative values are acceptable) and a Quantity for this invoice line.

Exchange only appears on invoices from vendors using foreign currencies. Changes to the exchange rate can only be saved when the invoice line is paid.

If desired, select a material type in the Acquisitions Material Type field.

After completing the invoice line information, click Add Invoiceline, and the line is added to the invoice.

You will then be prompted for invoice line extended information. Type extended information, if desired, then click Modify Invoiceline to save changes and close the invoice line.

Once an invoice line with a proration type link is added to an invoice, an alert displays on the invoice, “This invoice needs to be prorated.” When all prorate type invoice lines have been added to the invoice, click the Prorate Invoice Helper. The alert will be cleared, and the prorated amounts will be distributed to the funds associated with linked orders. To see the effect of proration, display the Segments tab of linked orderlines. Prorated amounts will be included in the funding segments.

Adding Invoice Lines with a Rebate/Adjust Link

If Invoice Tax features are configured for your system, and the Tax Rebates policy in the Global Configuration wizard is set to Use Tax Rebates, you can create invoice lines with Rebate/Adjust links. Use the Rebate/Adjust link to record tax refunds to the funds designated in the associated taxed orderline. Amounts linked to Rebate/Adjust are designated as tax amounts and accumulate in invoice tax totals.

To add an invoice line with a Rebate/Adjust link

On the Invoice Lines tab, click the Add Invoiceline tool.

Type a Line identifier. You can use numbers and/or letters to identify the line. Padding numbers with zeros will facilitate sorting invoices by number.

Select Rebate/Adjust from the Link list.

Type a negative number in the Amount field (since the amount is being refunded), and a Quantity for this invoice line.

Exchange only appears on invoices from vendors using foreign currencies. Changes to the exchange rate can only be saved when the invoice line is paid.

Select Rebate in the Tax Handling field(s) for the taxes that are being rebated, and type a percentage in the corresponding Rebate percentage field(s).

Since the Rebate/Adjust invoice line is linked to an order, select the Order ID, Orderline, and Fiscal Cycle using the Order Search gadget in the Order ID field, or type these values directly in these fields.

After completing the invoice line information, click Add Invoiceline, and the line is added to the invoice.

You will then be prompted for invoice line extended information. Type extended information, if desired, then click Modify Invoiceline to save changes and close the invoice line.

Adding Invoice Lines with a Rebate/Fund Link

If Invoice Tax features are configured for your system, and the Tax Rebates policy in the Global Configuration wizard is set to Use Tax Rebates, you can create invoice lines with Rebate/Fund links. Use the Rebate/Fund link to refund invoice line tax costs directly to a specified fund. Amounts linked to Rebate/Fund are designated as tax amounts and accumulate in invoice tax totals.

To add an invoice line with a Rebate/Fund link

On the Invoice Lines tab, click the Add Invoiceline tool.

Type a Line identifier. You can use numbers and/or letters to identify the line. Padding numbers with zeros will facilitate sorting invoices by number.

Select Rebate/Fund from the Link list.

In the Amount field, type a negative number (since a tax amount is being refunded), and type a Quantity for this invoice line.

Exchange only appears on invoices from vendors using foreign currencies. Changes to the exchange rate can only be saved when the invoice line is paid.

If desired, select a material type in the Acquisitions Material Type field. This field may already have a value if the acquisitions material type is specified in the linked orderline or in the Default Invoice Line Material Type (Fund Link) property in the Acquisitions Session Settings wizard.

Select Rebate in the Tax Handling field(s) for the taxes that are being rebated, and type a percentage in the corresponding Rebate percentage field(s).

Since the Tax/Fund invoice line is linked to a fund, use the Fund Search gadget in the Fund ID field to select a fund.

Type the fiscal cycle in the Fiscal Cycle field.

After completing the invoice line information, click Add Invoiceline, and the line is added to the invoice.

You will then be prompted for invoice line extended information. Type extended information, if desired, then click Modify Invoiceline to save changes and close the invoice line.