FAQs: Modifying Invoices

Use the Modify Invoiceline tool (found on the Invoice Lines tab) to modify an existing invoice line. Invoice line fields can be edited, as well as extended information fields.

To use this tool, do the following.

On the Invoice Lines tab, select an invoice line and click the Modify Invoiceline tool.

In the Modify Invoice window, you can modify the invoice line fields. The fields that can be edited depend on the Link type for this invoice. For more information about these fields, see Invoice and Invoice Line Records.

If invoice line extended information is selected in behavior properties to display, you can modify the Extended Information fields.

Note: If an invoice line is paid, you can only modify the date paid, check number, and invoice line extended information.

Click Modify Invoiceline, and return to the Invoice Lines tab.

How do I unlink an invoice line from an orderline?

If you need to remove an orderline from an order and the orderline has been linked to an invoice, the line cannot be removed. If you use the Delete Order wizard on an invoice-linked order line, the following message appears.

Order has been invoiced--cannot remove order

To break the connection between an invoice line and an orderline, do the following.

Click the Modify Invoice wizard.

Search the Invoice ID and Invoice Line to modify.

In the Modify Invoiceline window, clear the Order ID field.

Click Modify Invoiceline.

If an invoice line is paid, it cannot be unlinked.

How can I validate invoice lines for errors in price differences and quantity differences?

You can validate invoice lines for errors when the difference between the amount invoiced for an item and the discounted price of the item exceeds a threshold, when total quantity invoiced is greater than the quantity received, or both.

To validate invoice lines based on a threshold for the difference between the amount invoiced for an item and the discounted price of the item (from the orderline), select the Warn When the Difference Between Invoice Amount and Order Amount Exceeds % and $ check box in the Session Settings wizard. If this check box is selected, and a threshold is specified, warnings can display when invoice lines are validated in the following circumstances.

•

In invoice line linked to an order is created using the Add Invoice wizard or the Add Invoice Lines wizard.

•

An invoice line linked to an order is created using one of the helper or tools that automates the creation of invoice lines from orderlines.

•

An invoice line linked to an order is modified, and the Amount field is changed.

•

An invoice line linked to an order is created using the Book X12 Invoices (Bookinvoicex12) report.

You can set a percentage threshold, monetary amount threshold, or both a percentage and a monetary amount threshold.

•

If you specify only a percentage threshold, a warning message displays only when the difference between the amount invoiced for an item and the discounted price of the item exceeds the specified percentage.

•

If you specify only a monetary amount threshold, a warning message displays only when the difference between the amount invoiced for an item and the discounted price of the item exceeds the specified amount. You can type a whole monetary unit, a whole unit and a decimal unit, or a currency symbol and a monetary unit. For example, if the local currency is U.S. dollars, typing 5, 5.00, and $5.00 are all valid forms to specify the amount of five dollars.

•

If you specify both a percentage threshold and a monetary amount threshold, a warning message displays only when the difference between the amount invoiced for an item and the discounted price of the item exceeds the specified percentage and the specified amount.

The following message displays if the amount validation is configured, and an invoice line does not pass the validation.

WARNING: The difference between order price and invoice price exceeds the threshold.

For each invoice line that fails the amount validation, the warning message displays the invoice ID, the library for which the invoice is being created or modified, the invoice line number, the discounted unit price in native currency, and the invoiced unit price in native currency.

If you select the Warn When the Difference Between Invoice Amount and Order Amount Exceeds % and $ but do not set a percentage threshold, monetary amount threshold, or both, the setting is ignored and invoice lines are not checked for percentage or amount difference errors.

Invoice lines that use the ADJUST link type are not validated for amount differences.

To validate invoice lines when the total quantity invoiced is greater than the quantity received on the orderline, select the Warn When the Invoice Quantity Exceeds the Received Quantity check box in the Session Settings wizard. If this check box is selected, warnings can display when invoice lines are validated in the following circumstances.

•

In invoice line linked to an order is created using the Add Invoice wizard or the Add Invoice Lines wizard.

•

An invoice line linked to an order is created using one of the helper or tools that automates the creation of invoice lines from orderlines.

•

An invoice line linked to an order is modified, and the Quantity field is changed.

•

An invoice line linked to an order is created using the Book X12 Invoices report.

The following message displays if the quantity validation is configured, and an invoice line does not pass the validation.

WARNING: The quantity invoiced is greater than the quantity received.

For each invoice line that fails the amount validation, the warning message displays the invoice ID, the library for which the invoice is being created or modified, the invoice line number, the number of copies ordered, the number of copies received, and the number of copies invoiced.

What are the warning messages I may see when I use the Invoice Search step to modify an invoice?

If you use Invoice Search step in the Modify Invoice wizard to select an invoice, and the 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.

WARNING: The difference between order price and invoice price exceeds the threshold.

If you use Invoice Search step in the Modify Invoice wizard to select an invoice, and the 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 Modify Invoice 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 Tool and the Modify Invoiceline Tool 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 tool (Display Order Tools) and Modify Orderline Tool are available for you to view and edit the orderline.