Acquisitions > Add Invoice Lines Wizard

Add Invoice Lines Wizard

Use the Add Invoices Lines wizard to search an existing invoice and add invoice lines to it. You can edit the invoice with this wizard, and invoice lines can be added, modified, displayed, and removed. The Prorate Invoice helper is available for prorating additional invoice charges.

It is not possible to pay or reverse payment of an invoice within this wizard. Use the Pay Invoice Wizard and Reverse Payment of Invoice Wizard to accomplish these tasks.

To add invoice lines

In the Invoice Search step, identify the invoice you want to add invoice lines to. A table of invoices meeting your search criteria appears.

Select an invoice and click Add Invoice Lines.

The following tabs appear.

•

Invoice Tab

•

Invoice Lines Tab

You can use the Display All Invoice Lines Helper to view information for all invoice lines without opening each line individually.

On the Invoice Lines tab, click the Add Invoiceline Tool to add invoice lines. Depending on the Link type you select in the Add Invoice Lines interface, different invoice line field values are required. For more information about these fields, see Invoice and Invoice Line Records.

Note: The following steps assume an ORDER link type is selected in the Link field. To create other types of invoice line links, see the Add Invoiceline Tool topic.

Type a Line number. Padding the line number with zeros will facilitate sorting invoices by number.

Note: 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 Searchgadget in the Order ID field, or type these values directly in these fields.

In the Orderline field, select or type the following.

•

For firm or dated orders, type a Line number.

•

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.

•

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 Invoice Line, and the line is added to the invoice.

Note: If in the process of adding an invoice line, you click Cancel, an invoice line is not added.

You can also use the tools in the Invoice Lines tab toolbox to modify and delete invoice lines, and display and modify linked orderlines. Go to Invoice Lines Tab for more information.

Additionally, the following helpers are available.

•

Create Invoice Lines for Order Helper

•

Display All Invoice Lines Helper

•

Prorate Invoice Helper

After adding invoice lines, click one of the following options.

•

Add Invoice Line to add more invoice lines

•

Modify Invoice after modifying information on the Invoice tab

•

Return to Search to search another invoice from the list

•

New Search to search a new list of invoices

•

Close to exit the Add Invoice Lines wizard

Important Considerations When Using this Wizard

•

If Invoice Tax features are configured and you created an invoice with the Tax Calculated flag set to Y, a tax and/or tax rebate invoice line (or multiple lines, if multiple taxes are applied) with the appropriate tax or tax rebate amount will be added as you add an invoice line if the vendor is not exempt from taxes. 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. If the vendor is a tax exempt vendor, tax and tax rebate lines will not be added to the invoice. For more information see FAQs: Applying Invoice Taxes.

•

If Invoice Tax features are configured, and you change a vendor’s tax exemption status, the invoice is automatically modified as follows.

–

If the Tax Exempt Vendor setting is changed in the vendor record, existing invoices are not affected.

–

If the Tax Exempt Vendor setting is changed in the invoice from Y (yes) to N (no), and the Invoice Tax feature is configured to calculate taxes and tax rebates automatically, tax and tax rebate invoice lines will be automatically added to the invoice.

–

If the Tax Exempt Vendor setting is changed in the invoice from N (no) to Y (yes), and the invoice contains tax and/or tax rebate lines, all tax and tax rebate lines are removed from the invoice. The invoice totals are recalculated, and funds originally specified in the tax and tax rebate lines are adjusted. Users are prompted to confirm the removal of the tax and tax rebate lines before the invoice is modified.

•

In recurring orders, if a split funding segment in an amount split multifunding segment contains a zero amount, the “has amount split funding segments with amount 0, please review funding segments“ message displays if the Warn When Receiving an Orderline Which Has Amount Split Funding Segments with Amount 0 wizard property is selected in the Receive Orders wizard. The message contains the order ID, orderline number, fiscal cycle, and acquisitions maintenance library so the user can quickly find the split multifunding segment to correct.

•

If the Add Invoice Lines wizard is configured to display a warning message when the difference between the amount invoiced for an item and the discounted price of the item (from the orderline of the displayed invoice) exceeds the threshold set in the Session Settings wizard, the following message displays. (Invoice line amount validation is not done for Adjusted Link type invoice lines.) “WARNING: The difference between order price and invoice price exceeds the threshold.”

•

If the Add Invoice Lines wizard is configured to display a warning message when the total quantity invoiced is greater than the quantity received on the orderline of the displayed invoice, the following message displays. “WARNING: The quantity invoiced is greater than the quantity received.”

•

The wizard properties and/or invoice search window can be configured to display a warning message during an invoice search if the invoice being looked up has invoice line validation amount errors, quantity errors, or both. The warning message window can include multiple warnings, depending on how many invoice lines do not pass validation and for what reason(s). The Display Invoiceline and Modify Invoiceline tools are available in the warning message window for you to view and edit a specific invoice line that did not pass validation. If the invalid invoice line is linked to an order, the Display Orderline and Modify Orderline tools are available for you to view and edit the orderline.