Add Invoiceline Tool

Acquisitions > Acquisitions Module Toolkit > Add Invoiceline Tool

Add Invoiceline Tool

Add an invoice line to reflect each amount the vendor itemizes on the vendor invoice. Use the Add Invoiceline tool to add invoice lines when creating a new invoice or to add lines to an existing invoice. 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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Important Considerations When Using this Tool

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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.

Important Considerations When Using this Tool

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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, tax and tax rebate invoice lines (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 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 and tax rebates automatically, tax and 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 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.