Add items directly to an invoice (without ordering first)

Discover how to find and add items directly to an invoice without ordering first in WorldShare Acquisitions.

You can add local resource items directly to an invoice without first ordering them. This can be used for things like Postage or Shipping fees or any item that does not require an order. Invoice items created by this process are still linked to a local resource but not an order item.    

Search for existing invoices

  1. On the left navigation, click Invoices > Invoices.
  2. Search for an invoice.
    1. Click Search to view all invoices.
      Or
    2. Search for a specific invoice.
      1. Select an index from the drop-down list.
        • Invoice Number (default)
        • External Invoice ID
        • Payment Reference ID
        • System Invoice Number
      2. Enter your search term(s) in the Find Invoice form field.
      3. Click Search.
  3. (Optional) Filter the search results using the invoice filters.

Add item directly to an invoice

  1. Open the invoice by clicking on the invoice number link in the search results.
  2. From the Add Item drop-down menu, select the item to add.
    1. Credit - A credited item decreases the amount paid from fund upon payment of invoice
    2. Debit - A debited item increases the amount paid from fund upon payment of invoice
    3. Refund - A refunded item decreases the amount paid from fund upon payment of invoice
    4. Favorite - A favorite item is a user-created local resource. For more information, see Manage favorite local resources.
  3. In the Add Local Resource to Invoice dialog, you can add an item for a new or existing local resource quickly and easily.
    1. Existing local resource
      1. From the Add or Search Item dialog, enter your search term(s) in the Local Resource form field. As you type, the system automatically suggests names of potential matches.
      2. If the local resource you wish to select is the first one in the list, press <Enter>. The local resource is created and added to the invoice.
      3. If the local resource you wish to select is further down on the list, use the arrow keys or mouse to select the local resource.
         Note:
        • You can also continue typing your term(s) to move this local resource to the top spot.
        • An inactive local resource will display in a search only if no other local resources match your query. If selected, its status will change to Active.
    2. New local resource
      1. From the Add or Search Item dialog, enter your search term(s) in the Local Resource form field. As you type, the system automatically suggests names of potential matches.
      2. If a resource matching your search term(s) does not exist, it will appear as a new (e.g., Whiteboard Cleaner (new)) in the search results.
      3. Press <Enter> or select this result to create a new local resource.