Acquisitions > Add Invoice Wizard

Add Invoice Wizard

The Add Invoice wizard creates a new invoice record, and allows new invoice lines to be added. Using this wizard, you can display, edit, or remove invoice lines after they are created.

This wizard cannot be used to retrieve an existing invoice and add invoice lines to it. Use the Add Invoice Wizard for this capability.

To add an invoice

Select the Automatically Open Add Invoiceline When Invoice Is Created check box in the wizard default properties.

Click the Add Invoice wizard.

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 nothing is typed, an automatic ID will be assigned.

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Vendor ID – Type an ID or use the Browse Vendor gadget to select a vendor.

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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 SirsiDynix Symphony tax features are configured.

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

Click Add Invoice.

You will add invoice lines to reflect each amount the vendor itemizes on the vendor invoice.

If selected in properties to display, the Add Invoice Line window automatically opens. In the Add Invoice Line window, type values for the invoice line fields.

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.

In the Link field, select a link type for this invoice line. Refer to Invoice Link Types for descriptions of each link type.

Depending on the type of link selected, the Add Invoice Lines interface will display appropriate invoice line fields for the link.

Note: The following steps assume an ORDER link type. To create other types of invoice line links, see Add Invoiceline Tool.

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 Tax1 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.

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.

The wizard now displays the following tabs.

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Invoice Tab

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Invoice Lines Tab

On the Invoice Lines tab, click the Add Invoiceline Tool to add more invoice lines.

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.

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Create Invoice Lines for Order Helper

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Display All Invoice Lines Helper

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Prorate Invoice Helper

As a precaution, if at any time you click Close before saving the invoice, a confirmation dialog box will appear asking you to confirm removing the invoice, or to close without removing the invoice.

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

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Modify Invoice after modifying information on the Invoice tab

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Add Another Invoice to create a new invoice

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Close to exit the Add Invoice wizard

Important Considerations When Using this Wizard

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If you did not select the Automatically Open Add Invoiceline When Invoice Is Created check box in the wizard default properties, after you type the Invoice ID and Vendor ID in the initial wizard step and click Add Invoice, the wizard will display the Invoice and Invoice Lines tabs. Then, use the tools on the Invoice Lines tab to add and modify invoice lines.

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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.

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If the Warn When the Difference Between Invoice Amount and Order Amount Exceeds % and $ check box is selected and thresholds are set in the Session Settings wizard for Acquisitions, the following message displays if the invoice line amount validation fails. (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.”

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If the Warn When the Invoice Quantity Exceeds the Received Quantity check box is selected in the Session Settings wizard for Acquisitions, the following message displays if the invoice line quantity validation fails. “WARNING: The quantity invoiced is greater than the quantity received.”

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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.

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If Invoice Tax features are configured and you change the tax structure while using this wizard, you are prompted to check each invoice line in the Invoice Lines tab to see if tax handling 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 tax exemptions set 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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If Invoice Tax features are configured, and you delete a taxed invoice line that has tax and/or tax rebate invoice lines associated with it, you must manually delete the tax and tax rebate lines from the invoice. The tax and tax rebate lines are not automatically removed when you delete an invoice line that is taxed.

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

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

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

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If the Tax Exempt Vendor setting in the invoice is changed 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.