Invoice and Invoice Line Records
An invoice is a list that describes individual items or services provided by vendor, and the costs/prices/charges associated with those items or services. An invoice consists of two parts: the invoice record, and one or more invoice line records. In a multilibrary system, invoice records belong to the maintenance library selected when the invoice was created.
You can create invoices manually, independent of the receipt of ordered items. Once an invoice is created for an item, it may be linked to the order record. If the invoice and the order record are linked, then order information is updated with payment information as items on the invoice are paid.
Invoice Record
Invoice records include the following fields.
Invoice Line Record
Each invoice line record includes the following fields.
Invoice Fields — Invoice Record
The following Invoice fields are defined.
Control Number
This field contains a unique control number for this invoice. SirsiDynix Symphony automatically assigns this number, and it cannot be modified. The invoice control number is logged in history logs when an invoice is created, and it will remain consistent, even if an invoice is recreated through a restore of transactions. This field provides a unique, searchable key number for invoices. It can be useful to output invoices to external accounting software programs.
Created By
This field contains the user access of the user who created or duplicated the invoice record. This field is automatically populated when the invoice record is created.
Created In Fiscal Cycle
This field displays the fiscal cycle during which the invoice was created. When creating an invoice, this field is required. When modifying an invoice, it is possible to modify this field. It is possible to qualify invoice ID and vendor ID invoice searches by fiscal cycle. A default fiscal cycle value can be set in session settings.
Note: SirsiDynix Symphony allows invoice lines for a mixture of fiscal cycles on one invoice.
Currency
The currency used to pay the vendor displays in this field. When you order or invoice material, the vendor’s default currency appears. The default currency is the native currency of the vendor, which is specified in the Currency field of the vendor record. If no currency is entered for the vendor, the native currency of your library is the default. The vendor currency cannot be changed after orders or invoices have been placed with the vendor.
Date Created
This field contains the date the invoice record was created. This field is automatically populated when an invoice record is created.
Date Invoiced
This field defaults to the date a particular invoice line was created. This date may be edited to the date printed on the vendor’s invoice. You may type this date as any MM/DD/YYYY date, the word “NEVER,” or the word “TODAY.”
Date Modified
This field contains the date the invoice or invoice line record was last modified. This information is automatically updated by the system. NEVER is the value for records not modified since creation. Changes to an invoice line that can affect the invoice’s Date Last Modified value include adding or deleting an invoice line, editing a line, or paying or reversing payment of a line.
Date Locked
This field contains a date when an invoice is locked. Locked invoices are finalized, and you cannot make any more changes to the invoices, with the exceptions that you may modify the Invoice Extended Information fields and you may pay the invoices. When a new invoice is created, this date is set to NEVER. To set a date locked, use the Lock Invoice helper in the Add Invoice, Add Invoice Lines, and Modify Invoice wizards. To set the date locked back to NEVER, use the Unlock Invoice wizard.
Note: It is not possible to set a date locked when an invoice needs proration.
Date Ready
This field contains the date the invoice is ready to send electronically to a finance or accounting office. When a new invoice is created, this date is set to NEVER. Type T for TODAY, N for NEVER, or type a date in the required date format.
Note: It is not possible to set a date ready when an invoice is locked.
Extended Information
Invoice extended information fields may be labeled “Note” and “Comment” and more, depending on the entries defined in your Invoice Extended Information format.
Invoice ID
When creating an invoice, you may type any number or name in this field, up to 20 characters. Typically, the identification for the invoice supplied by the vendor is used. The invoice ID does not have to be unique, but the combination of the invoice ID and the vendor ID must be unique. Your system may be configured to generate automatic invoice IDs in the absence of an actual invoice ID from the vendor.
Invoice Lines
Displays the number of lines in the invoice.
Last Modified By
The user access of the user who last modified the invoice record (or any linked invoice line) displays in this field. Changes to an invoice line that can affect the invoice’s Last Modified By value include adding or deleting an invoice line, editing a line, or paying or reversing payment of a line.
Library
The library of the user who created the invoice displays in this field.
Native Library Currency
This is the library’s native currency. The currency values are defined by the SirsiDynix Symphony administrator in the Currency wizard in Acquisition Configuration. A Currency policy is created for each of the potential currencies that will be used to pay vendors. You can select or clear the Native option in each Currency policy.
Note: Only one of the Currency policies can be native.
For example, a public library in Washington, DC contains materials from several different nations. The library creates currencies for Canadian dollars (CAN), Mexican pesos (PESO), British pounds (UK), etc. Materials are still primarily ordered in the same currency that is used in the country where the library resides. So the native currency of the library is still United States dollars (US). Only the US Currency policy would be selected as Native, making US the library’s native currency.
Native Subtotal
This field displays when the SirsiDynix Symphony tax features are configured and Order In Foreign Currencies is selected in Session Settings. This field contains the subtotals in the library’s native currency of invoice lines with the following link types.
Tax amounts are not included in the native subtotal.
Native Subtotal Amount Paid
This field displays when the SirsiDynix Symphony tax features are configured and Order In Foreign Currencies is selected in Session Settings. This field contains amounts in the library’s native currency subtotaled from paid invoice lines with the following link types.
Tax amounts are not included in the native subtotal amount paid.
Native Tax 1, 2, 3 Total
This field displays when the SirsiDynix Symphony Acquisitions tax features are configured and Order In Foreign Currencies is selected in Session Settings. These fields display, in the library’s native currency, the total Tax 1, Tax 2, Tax 3 amounts. Whether no taxes, or one, two, or three taxes are used in an invoice is determined by the Tax Structure policy associated with the invoice. For example, when a tax structure that does not use Tax 3 is associated with an invoice, the Tax 3 total will not display. The same can be true for Tax 2 and even Tax 1. Further, labels used in invoice wizards make use of the Acquisitions Tax policy names. For example, instead of Tax 1 total, you might see a field labeled “Tax Total CITY.”
Native Tax 1, 2, 3 Total Amount Paid
This field displays when the SirsiDynix Symphony tax features are configured and Order In Foreign Currencies is selected in Session Settings. These fields display, in the library’s native currency, the total Tax 1, Tax 2, Tax 3 amounts paid. Whether no taxes, or one, two, or three taxes are used in an invoice is determined by the Tax Structure policy associated with the invoice. For example, when a tax structure that does not use Tax 3 is associated with an invoice, the Tax 3 total will not display. The same can be true for Tax 2 and even Tax 1. Further, labels used in invoice wizards make use of the Acquisitions Tax policy names. For example, instead of Tax 1 total, you might see a field labeled “Tax Total CITY.”
Native Tax Total
This field displays when the SirsiDynix Symphony Acquisitions tax features are configured and Order In Foreign Currencies is selected in Session Settings. This field contains the total for all invoice taxes in the library’s native currency. This total is accumulated from all invoice lines with link types Tax/Adjust or Tax/Fund.
Native Tax Total Amount Paid
This field displays when the SirsiDynix Symphony tax features are configured and when Order in Foreign Currencies is selected in Session Settings. This field contains the paid amount for all invoice taxes in the library’s native currency. This total is accumulated from all paid invoice lines with link types Tax/Adjust or Tax/Fund.
Native Total Invoiced
This field displays when Order in Foreign Currencies is selected in Session Settings. When an invoice is displayed, this field displays the total amount invoiced across all invoice lines of the order. If the vendor currency is not the same as the native currency, this field contains the amount in the library’s native currency.
Native Total Paid
This field displays when Order in Foreign Currencies is selected in Session Settings. When an invoice is displayed, this field displays the total amount paid across all invoice lines of the order. If the vendor currency is not the same as the native currency, this field contains the amount in the library’s native currency.
Number of Copies
In an invoice, the Number of Copies (or Quantity) field contains the number of copies invoiced across all invoice lines.
Number of Invoice Lines
When an invoice is displayed, the number of invoice lines for that particular invoice displays.
Paid to Vendor
This field displays when the SirsiDynix Symphony Acquisitions tax features are configured. This field indicates whether or not taxes are paid directly to the vendor. If Y, taxes are paid to the vendor. If N, the library pays taxes directly to the government agency that levies the tax.
Quantity
In an invoice, the Quantity field contains the number of copies invoiced across all invoice lines.
Subtotal
This field contains the subtotals in the vendor’s currency of invoice lines with the following link types.
Tax amounts are not included in the subtotal.
Subtotal Amount Paid
This field contains amounts in the vendor’s currency subtotaled from paid invoice lines with the following link types.
Tax amounts are not included in the subtotal.
Tax Total Tax 1, 2, 3
This field displays when the SirsiDynix Symphony Acquisitions tax features are configured. These fields display, in the vendor’s currency, the total Tax 1, Tax 2, Tax 3 amounts. Whether no taxes, or one, two, or three taxes are used in an invoice is determined by the Tax Structure policy associated with the invoice. For example, when a tax structure that does not use Tax 3 is associated with an invoice, the Tax 3 total will not display. The same can be true for Tax 2 and even Tax 1. Further, labels used in invoice wizards make use of the Acquisitions Tax policy names. For example, instead of Tax 1 total, you might see a field labeled “Tax Total CITY.”
Total Amount Paid Tax 1, 2, 3
This field displays when the SirsiDynix Symphony Acquisitions tax features are configured. These fields display, in the vendor’s currency, the total Tax 1, Tax 2, Tax 3 amounts paid. Whether no taxes, or one, two, or three taxes are used in an invoice is determined by the Tax Structure policy associated with the invoice. For example, when a tax structure that does not use Tax 3 is associated with an invoice, the Tax 3 total will not display. The same can be true for Tax 2 and even Tax 1. Further, labels used in invoice wizards make use of the Acquisitions Tax policy names. For example, instead of Tax 1 total, you might see a field labeled “Tax Total CITY.”
Tax Amount Paid
This field displays when the SirsiDynix Symphony Acquisitions tax features are configured. This field displays the total amount of taxes paid in the vendor’s currency.
Tax Calculated
This field displays when the SirsiDynix Symphony Acquisitions tax features are configured. This field indicates whether or not SirsiDynix Symphony has automatically performed a tax calculation on an invoice. If Y, tax was calculated for an invoice line or lines. If N, tax calculations were not performed on the invoice, or the invoice line or lines created by a SirsiDynix Symphony tax calculation were removed.
Tax Exempt Vendor
This field displays when the Invoice Tax feature is enabled, and the Vendor Tax Exemptions policy in the Global Configuration wizard is set to Use Vendor Tax Exemptions. This field specifies whether the vendor has a tax exempt status. If a vendor has a tax exempt status, materials ordered from the vendor are not subject to taxes. This field displays as a check box if the setting can be modified; otherwise, the field is read-only and displays the current setting. If the Tax Exempt Vendor check box is selected or the field is set to Y (Yes), the vendor has a tax exempt status. If the Tax Exempt Vendor check box is cleared or the field is set to N (No), the vendor does not have a tax exempt status, and materials ordered from the vendor are subject to taxes. By default, the Tax Exempt Vendor field inherits the setting of the Tax Exempt Vendor field in the vendor record. The Tax Exempt Vendor field in the invoice can be modified independently of the field in the vendor record.
Note: If the invoice is locked, the Tax Exempt Vendor field is read-only.
Tax Included in Invoice Line Amount
This field displays when the Invoice Tax feature is enabled, and the Tax Included in Invoice Line Amount policy in the Global Configuration wizard is set to Use Tax Included in Invoice Line Amount. This field indicates whether invoice line amounts include tax. By default, the field inherits its setting from the Tax Included in Invoice Line Amount field in the vendor record. The Tax Included in Invoice Line Amount field can be changed when the invoice is created, or when the invoice is modified after its creation.
Tax Paid to Vendor
This field displays when the Invoice Tax feature is enabled. This field indicates whether taxes are paid to the vendor. Some sites prefer to have the taxes accrue, and pay them directly to the government agency that levies the tax. If the check box is selected or the field is set to Y, tax will be paid to the vendor. If the check box is cleared or the field is set to N, the library will pay the taxes directly to the government agency. By default, the Tax Paid to Vendor field inherits the setting of the Tax Paid to Vendor field in the vendor record. The Tax Paid to Vendor field in the invoice can be modified independently of the field in the vendor record.
Tax Structure
This field displays when the SirsiDynix Symphony Acquisitions tax features are configured. This field displays the Tax Structure policy applied to this invoice. When the Invoice Taxes feature is configured, this field is required. The selected Tax Structure policy will limit the policies that can be selected in the Tax field on invoice lines.
Tax Total
This field displays when the SirsiDynix Symphony Acquisitions tax features are configured. This field displays the total amount of taxes assessed in the vendor’s currency.
Tax Total Amount Paid
This field displays when the SirsiDynix Symphony Acquisitions tax features are configured. This field displays the total amount of taxes paid in the vendor’s currency. The total is the sum of invoice lines with types Tax/Adjust or Tax/Fund.
Total Amount Invoiced
When an invoice is displayed, this field displays the total amount invoiced across all invoice lines of the order. If the vendor currency is not the same as the native currency, this field contains the amount in the vendor’s currency.
Total Amount Paid
When an invoice is displayed, this field displays the total amount paid across all invoice lines of the order. If the vendor currency is not the same as the native currency, this field contains the amount in the vendor’s currency.
Vendor ID
Each master vendor record must be assigned a unique ID. This identifier is used throughout acquisitions and serials WorkFlows to help you quickly identify the vendor. The ID may be up to 20 characters long. For instance, Baker & Taylor might be referred to as BAKER. Publishers have an International Standard Number, the first digits of the ISBN, assigned to them, and the library might want to use this as the vendor ID. For example, the vendor ID for Pierian Press might be 87650.
Invoice Lines Fields — Invoice Line Record
The following Invoice Line fields are defined.
Acquisitions Material Type
This optional field specifies the acquisitions material type of the item in the invoice line. The acquisitions material type indicates the item’s material characteristics. This designation is useful when running reports.
If the Invoice Tax feature is enabled, the acquisitions material type can be used to determine tax handling when applying invoice taxes. By default, the Acquisitions Material Type field on the invoice line inherits the acquisitions material type specified in the linked orderline. If the orderline does not contain an acquisitions material type, or the invoice line is not linked to an orderline, the acquisitions material type specified in the Default Invoice Line Material Type properties in the Session Settings wizard is used for the invoice line. The user can modify the acquisitions material type on an invoice line as needed.
Amount
This field contains the vendor final price. When an invoice line is for a quantity greater than 1, this field contains the extended amount, not a unit price. When a vendor uses non-native currency, the amount should be entered in the vendor’s non-native currency.
Important: If the Tax Calculated flag is set to Y on the invoice, and you change the amount on an invoice tax line, taxes and tax rebates will no longer be calculated automatically for the invoice. Once you manually change a previously-calculated tax or tax rebate amount, you must manually maintain the invoice tax and tax rebate line information for the invoice.
Amount Including Tax
This field displays when the Invoice Tax feature is enabled, and when the Tax Included in Invoice Line Amount policy in the Global Configuration wizard is set to Use Tax Included in Invoice Line Amount. The Amount Including Tax field contains the vendor final price including tax. If the vendor uses non-native currency, the amount including tax should be entered in the vendor’s non-native currency.
Calculated Tax
This field displays when the Invoice Tax feature is enabled, and Order In Foreign Currencies is selected in Session Settings. The Calculated Tax field displays the amount of tax that was automatically calculated for the invoice line, in the vendor’s native currency.
Check Number
This field contains the number of the check used to pay the vendor. This field may also be used for a credit voucher number. All characters in check numbers will be upper-cased. By default, this field is cleared.
Copies
When invoicing an order, the Copies field (also known as Quantity) contains the number of copies or objects for which you are being invoiced on this invoice line.
Created By
This field contains the user access of the user who created or duplicated the invoice line record. This field is automatically populated when the invoice record is created.
Date Created
This field contains the date the invoice record was created. This field is automatically populated when an invoice line record is created.
Date Last Modified
This field contains the date the invoice line record was last modified. This information is automatically updated by the system. NEVER is the value for records not modified since creation. Changes to an invoice line that can affect the invoice line’s Date Last Modified include editing, paying, or reversing payment.
Date Paid
On an unpaid funding segment this field is either blank, or contains a default value of NEVER. Otherwise, this field displays the date these funded copies were paid, either through an invoice or directly. In an order, this field only displays only if the Pay or Prepay option is selected. It cannot be modified if this orderline is invoiced.
The Date Paid is entered on an invoice when Pay Invoice is used, and displays the date the invoice and any linked records should be marked as paid. This default is TODAY, but you may change this to any MM/DD/YYYY date or select NEVER from the if payment is not ready yet.
Exchange
This field is used in invoice or orderlines to calculate a foreign currency purchase in native currency. The exchange rate is the number of foreign currency units in a single native currency unit. If the Order in Foreign Currencies field is not selected in session settings for acquisitions wizards, this field does not display. The default for the Exchange field is TABLE, which references the exchange rate table defined in the currency policies. As the currency policy is updated with different exchange rates, the cost of the line item in native currency changes. If you want to freeze the exchange rate so that it does not fluctuate as the currency policy changes, you may change TABLE to a specific exchange rate. If you are freezing an exchange rate, you must type the value as a decimal, in the form 99.00, instead of a ratio. An exchange rate takes the form 99.00, meaning the number of foreign currency units in a single native currency unit.
For example, if the price of an item is 25.00, and the currency is Canadian dollars, the amount required in the library’s native currency is calculated internally by identifying the Canadian currency in the exchange rate table and applying ratio of foreign units to local United States units to the Canadian price. If the ratio is 150 to 100, the native currency value would be $16.67. If the Currency policy indicates that the foreign policy is 150 per 100 units and you want to freeze that rate, you would type 1.50.
If the exchange rate at which the order is being invoiced is different from the exchange rate the library ordered under, you may type a different exchange rate directly in the Exchange field in the order.
When you pay an invoice, this field gives you one last chance to change the exchange rate for this invoice line(s). If the invoice includes a prorated line and you change the exchange rate, the orders and funds affected are updated with a new proration amount based on the new exchange rate.
Extended Information
Invoice line extended information fields may be labeled “Note” and “Comment” and more depending on the entries defined in your Invoice Line Extended Information format.
Fiscal Cycle
This field identifies a particular funding period. The funding period can be set up in quarters, calendar years, or fiscal years.
Fund ID (if linked to fund)
Each master fund record must be assigned a unique identifier. The fund ID is basically a short fund name.
Last Modified By
The user access of the user who last modified the invoice line record displays in this field. Changes to an invoice line that can affect the invoice line’s Last Modified By value include editing, paying, or reversing payment.
Line
When an invoice line is created, the Line field contains the number or name for the first line on the invoice. This is a required field. This can be a number such as 1, a number-letter combination such as 3B, or a such as like SHIPPING or TAX, up to 10 characters. When creating an invoice line, do not put any punctuation at the end of the invoice line number. When an invoice is paid, the Line field allows you to identify an individual line to pay, or you can select ALL from the to pay all lines on the invoice at once. If you clear this field, SirsiDynix Symphony assumes that you are paying Line 1 of the invoice.
Line Item Number
This field indicates the orderline number for the order. Every line on the order is automatically assigned an orderline number. This number identifies which line item on the order is displayed. When invoicing an item, you may identify the Line from the invoice for the orderline. When receiving an item, you may identify the line from the packing list for the orderline. Typing the correct orderline number is important if you have more than one line item attached to an order. If you type the wrong line item number, you will be checking in the wrong item. If an orderline is removed from an order, the original orderline numbers are retained.
Link
The Link field determines how the invoice line is related to other acquisitions records (the kind of link to be made). This field is required. One of these values may be selected: ORDER, ADJUST, FUND, Copy Prorated, Line Prorated, Price Prorated, Rebate/Adjust, Rebate/Fund, Tax/Fund, or Tax/Adjust.
For more information, see Invoice Link Types.
Native Calculated Tax
This field displays when the SirsiDynix Symphony Acquisitions tax features are configured and Order In Foreign Currencies is selected in Session Settings. The Native Calculated Tax field displays the amount of tax that was automatically calculated for the invoice line, in the library’s native currency.
Order ID (if linked to order)
This field, together with library and fiscal cycle, uniquely identifies a single order record. This ID can be generated by SirsiDynix Symphony, and may be used with the library and fiscal cycle, to display order information. If you type an order ID which includes alphabetic characters, they will be entered in upper case.
Orderline
This field displays the number of the orderline.
Quantity
This field contains the number of copies invoiced for a particular invoice line.
Tax
This field displays when the Invoice Tax feature is enabled. The tax field is prompted only for invoice lines with type Rebate/Adjust, Rebate/Fund, Tax/Fund and Tax/Adjust. It is required for those link types. Tax is a policy-controlled field, and values are limited by the tax structure selected in the invoice. Select an Acquisitions Tax policy value from the list. The Tax field indicates the type of tax or the government agency levying the tax.
Note: The Tax list will display Acquisitions Tax policy names even on system configured to show policy descriptions.
Tax 1, Tax 2, Tax 3 Tax Handling
These fields display when the Invoice Tax feature is enabled. These fields specify how to apply the Tax 1, Tax 2, or Tax 3 tax to the invoice line. The Tax Handling fields may be left blank, or have one of the following values.
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Exempt specifies that the materials in the invoice line are exempt from taxes. |
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Rebate specifies that a percentage of the tax on the materials in the invoice line is returned. The percentage must be specified in the corresponding Rebate field. The corresponding Rebate field only becomes active when Rebate is selected in a Tax Handling field. |
Note: This value displays only when the Tax Rebates policy in the Global Configuration wizard is set to Use Tax Rebates.
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Standard specifies that the tax is applied to materials in the invoice line without any special exceptions or circumstances. |
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Zero specifies that the tax is applied to materials in the invoice line at a zero rate. This value is usually used for materials that are taxable, but at a zero rate. |
Note: This value displays only when the Zero Rated Tax policy in the Global Configuration wizard is set to Use Zero Rated Tax.
It is possible for an invoice line to be exempt from some taxes, but not others. For example, the invoice line may be exempt from state tax (Tax 3) but not local or city tax (Tax 1).
Note: Labels used in invoice wizards make use of the Acquisitions Tax policy names. For example, instead of Tax 1 Tax Handling, you may see a field labeled “CITY Tax Handling.”
Title
This field displays the title of the item in the invoice line.