Edit an invoice

Discover how to search for and edit existing invoices and how to edit existing invoice item information.

You can search for your existing invoices and edit an existing invoice.

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.

Edit existing invoices

Click the Invoice Number and update the desired invoice fields:

Invoice fields - Table
Field Description
Date Paid Date the invoice was paid.

This date does not need to be the same as the date the invoice payment status changes to Paid and allows you to indicate when payment was submitted to the vendor, rather than when the invoice was marked as paid in Acquisitions.

You can view the date the invoice payment status changed to Paid under Status.
Invoice Number (required) Number used by vendor to identify a specific invoice.
Invoice Date (required) Date invoice was created by vendor.
External Invoice ID A unique identifier for the invoice used by an external financial system (e.g. such as the campus financial system).
Payment Reference ID Check or transaction number for the payment actually submitted for this invoice.
Tax Handling

Select a tax calculation method from the drop-down list.

Tax calculation method Description
Tax item cost Calculates tax amount by multiplying tax percentage by the price
Tax item, service charge, and shipping cost Calculates tax amount by multiplying tax percentage by the price, service charges, and shipping
Includes taxes in costs Calculates tax amount by considering it as included in the price, service charges, and shipping
Currency The currency used by the vendor. 
Exchange Rate

Exchange rate for the invoice, if currency is not the same as Library Currency. Click Use Current Rate to populate the Exchange Rate field with the current exchange rate. The system will pull in the rate you created before retrieving a rate from an external service.

 Note: This field only appears if the library's currency differs from the selected currency.
Notes Notes added to an invoice item by a user.

Edit invoice item information

Unpaid invoices can be edited before paying them. From the list of invoices, click the Invoice Number of an unpaid invoice.

Some invoice item columns require explanation: 

Invoice item columns - Table
Column Description
Budget/Fund

The top list is for budgets (if more than one budget is enabled).

The bottom list is for the fund against which the cost of the item will be charged:

Fund window
Left column Middle column Right column
Fund name Fund code Parent fund
Assign multiple funds to an item
  1. In the Fund list, click Assign multiple funds (at the bottom of the list window).
  2. On the Assign Multiple Funds to Item, select the Fund.
  3. Enter the Percentage of the item's cost the fund will pay. (Make sure the percentages total 100%.).
  4. Use the Add (Add button) and Remove(Remove button) buttons to add and remove funds.
  5. Click Save.
Calculated Total The total of all prices, service, and shipping charges, and taxes less any discounts.
Custom Fields Click the Custom Fields button (acquisitions-add-edit-note-button.png) to edit the custom fields for the invoice item.
Discount (%)

Any discount applied to the item (enter as a percentage).

  • Can be edited for multiple items at once.
  • See Edit tax, discount, and service and shipping charges for multiple items at the same time, above.
Inv. (%) Indicates what percentage of the item has been invoiced.
Notes

Any notes about the order item.

  • Click the Add Note button (Add Note button) to add a new note
  • Click the Add/Edit Note button (Add/Edit Note button) to add or edit notes.
Service Charges

Any service charges applied to the item.

  • Select the value type from the drop-down list:
    • Select Per-Unit to enter a per-unit value that is then multiplied by the number in the Qty column. This number is added to the calculated total.
    • Select Total to enter the total value of the service charges for the item. This number is added to the calculated total.

 Note: 

  • If you change the value type after entering an amount, the value entered will not be recalculated (e.g. a total entered as 19.99 will become the per-unit value and will result in an updated calculated total).
  • The service charges can be edited for multiple items at once.
  • See Edit tax, discount, and service and shipping charges for multiple items at the same time, above.
Shipping

Any shipping charges applied to the item. Calculated by multiplying the shipping amount by the number in the Qty column.

  • Can be edited for multiple items at once.
  • See Edit tax, discount, and service and shipping charges for multiple items at the same time, above.
Tax 1 (%)

A value entered by the user and indicating the tax 1 of the item.

  • Select the value type from the drop-down list:
    • Select Total to enter the total amount of Tax 1 for the item. The value entered is added to the calculated total.
    • Select Percent to enter the percentage of Tax 1 for the item. This value is multiplied by the price to calculate the tax amount and is then added to the calculated total.

 Note: 

  • If you change the value type after entering an amount, the tax value entered will not be recalculated (e.g. a total entered as 3.75 will be applied as a percentage value of 3.75%, and will result in an updated calculated total).
  • You can assign a percentage value up to three decimal places (e.g., 7.745%).
  • Percentage values with four decimal places will be rounded off to three decimal places (e.g., 7.7454% will be rounded to 7.745%).
  • By default, the percentage value has two decimal places unless a third decimal place is entered.
Tax 2 (%)

A value entered by the user and indicating the tax 2 of the item.

  • Select the value type from the drop-down list:
    • Select Total to enter the total amount of Tax 2 for the item. The value entered is added to the calculated total.
    • Select Percent to enter the percentage of Tax 2 for the item. This value is multiplied by the price to calculate the tax amount and is then added to the calculated total.

 Note: 

  • If you change the value type after entering an amount, the tax value entered will not be recalculated (e.g. a total entered as 3.75 will be applied as a percentage value of 3.75%, and will result in an updated calculated total).
  • You can assign a percentage value up to three decimal places (e.g., 7.745%).
  • Percentage values with four decimal places will be rounded off to three decimal places (e.g., 7.7454% will be rounded to 7.745%).
  • By default, the percentage value has two decimal places unless a third decimal place is entered.
Tax Amount Sum of Tax 1 (%) and Tax 2 (%).
Tax %

Any tax on the item (enter as a percentage).

  • To tax service charges and shipping, check the box Include tax on service charge & shipping for the entire invoice above the table.
  • Can be edited for multiple items at once. See Edit tax, discount, and service and shipping charges for multiple items at the same time, above.
  • To add a second tax column to the invoice, see Configure columns above.
To Be Expended Amount to be expended on the selected budget period.
To Be Pre-Paid Amount to be pre-paid on the selected budget period.
Total

The total of all prices, service, and shipping charges, and taxes less any discounts. The total is updated as you make changes.

  • Can be edited by clicking on the total. In the Update Total dialog:
    • Select Use New Amount and enter a new total amount.
    • Click Update.

 Note: If you change the vendor's currency, the Grand Total will differ from your library's currency. The difference depends on the exchange rate between the two currencies, which you set when you changed the vendor's currency.

Unit price

 The price of the item.

Add bibliographic items to an invoice

Type of item Procedure
Monograph
Serial or Electronic Product

Add debit, credit, or refund for a non-bibliographic item to invoice 

Use this feature to record a debit, credit, or refund for non-bibliographic items (that do not have records in WorldCat or the WorldCat knowledge base), such as equipment or bindery fees. Items added in this way are not on an order, so the Order field remains blank.

From the Add list (in the top left corner above the table), select the item to add:

Add item Description
Debit A debited item increases the amount paid from fund upon payment of invoice
Credit A credited item decreases the amount paid from fund upon payment of invoice
Refund A refunded item decreases the amount paid from fund upon payment of invoice

 Note: For credits and refunds, all amounts must be negative (unit price, service charges, shipping).

Delete item from invoice

Deleting an item from an invoice does not affect the item's order.

  1. Select the item's check box and click Delete Items (above the table).
  2. On the Delete Invoice Item Window, click Yes.

Edit fund information

Split an invoice among multiple funds by amount

  1. From the Budget/Fund column for an invoice item, click Assign multiple budgets/funds. Then Budget and Fund Assignment window opens.
     Note: You can also split an invoice among multiple funds from the Order Items page.
  2. For Allocate by, select Amount.
  3. Add additional funds by clicking the Add button (Add button). 
  4. Enter the amount for each fund added in the Amount field. The amounts for each fund must add up to the total price of the item. The total price of the item (Amount) and Amount Unassigned can be found near the top of the Budget and Fund Assignment dialog.
  5. (Optional) Click Distribute evenly among unallocated funds to distribute any remaining unassigned amount evenly among all funds with a zero amount.
  6. Click Save.

Split an invoice among multiple funds by percentage

  1. From the Budget/Fund column for an invoice item, click Assign multiple budgets/funds. Then Budget and Fund Assignment window opens.
     Note: You can also split an invoice among multiple funds from the Order Items page.
  2. For Allocate by, select Percentage.
  3. Add additional funds by clicking the Add button (Add button). 
  4. Enter the percentage for each fund added in the Percentage field. The percentages must add up to 100%. 
  5. (Optional) Click Distribute evenly among unallocated funds to distribute any remaining unassigned amount evenly among all funds with a zero amount.
  6. Click Save.

Select funds from different budget periods for an invoice item

 Note: 

  • Toggling between Amount and Percentage may change the percentage assigned to each fund due to rounding issues when switching between these two modes of assigning costs.
  • You can always select the current budget period, but the next budget period is only available if you have enabled it for use. To do this, go to the next budget selected and select Enable for Use.
  1. From the Budget/Fund column for an invoice item, click Assign multiple budgets/funds.
  2. For Allocate by, select Percentage.
  3. Add additional budget periods by clicking the Add button (Add button).
  4. Select a budget period for each row added from each drop-down list in the Budget column.
  5. Click Save.

Edit tax, discount, and service and shipping charges for multiple items at the same time

  1. Click the check box to select the items to which you want to apply discounts, service and shipping charges, and taxes.
  2. Click the buttons at the bottom left of the screen (Tax, Discount, Service Charge, and Shipping) to open windows and make your change. Your changes apply to all checked items.
     Note: Any other edits must be made one item at a time.

Pay invoice 

  1. (Optional) When finished click Pay Now. See Pay an invoice.

Set the number of invoice items displayed

You can set the default number of invoice items to display when viewing an invoice. The number you select will be saved for future sessions when using the same computer and browser.

 Note: If you have two invoices open, each with a different number of rows selected, the last one you have open will be used as the default for future invoices.

  1. From the list of invoices, click the Invoice Number.
  2. Select a number from the Rows drop-down list, which appears above the Total column, to set the number of rows you will see when you access the Invoice screen.
    • 5 (default)
    • 10
    • 20
    • 50