Scope: Acquisitions staff use this procedure to create invoices, appending purchase order lines (POLs) to the invoice, and miscellaneous details of invoice creation.
Contact: Lisa Maybury
Unit: Monographs Receiving Unit of LTS
Date reviewed : 08/08/2023
Date of next review: August 2024
To begin the process of manually creating a new invoice, launch the Invoice app and search the vendor invoice number in the search box near the top of the left-hand pane. There are other ways to search by clicking on the down arrow, so be sure to use all possible ways to be sure payment has not been made.
When you confirm payment has not been made you will create a new invoice by clicking on
"Actions" then "New" in the far right corner.
By clicking on “New” you will get the following screen: Let’s look at the fields you will need to populate in yellow. Choose the "Default" Accounting code if it does not appear.
NOTE: The Status needs to be changed from “Open” to “Reviewed” when you are ready for Accounting to make payment. Typically you will leave this in "Open" status until you have added all POLs necessary and made sure your totals match.
We will be updating the “Payment method” to “Physical check” unless we are paying with a procurement card, in those cases update the payment method to “Credit card”. You will always check the box for “Export to accounting” for physical check. You DO NOT check this box for Payment method “Credit card”. After adding your department name, date and your initials (i.e. LTS Receiving; LM - 6/29/21), save your invoice to your computer and then upload your invoice by dragging and dropping or "choose file"; then click Save & close.
NOTE: If the "Payment method" is already there, leave it alone! Accounting has set it as it should be.
After you Save & close, you will add your purchase order lines (POLs) by clicking on the “Actions” button and then + Add line from POL.
You can search by the Purchase Order number, title and you can also set parameters as you see fit: I’m looking for purchase order number 11815 but as you can see the search will truncate:
You will now select the POL numbers you are paying for by checking the box (Note: if you wanted to pay for all POL’s, you would just check the one box to the left of the POL number column); then click Save,
After clicking save you will see the POL’s that you selected are now attached to the invoice:
Some things to keep in mind:
- Your totals are calculated by FOLIO
- The “Lock total” box on your “header” is a feature that we will use when loading EDI invoices. This will “lock” the total of the invoice line items that appear on the invoice. This will override what the price is on the POL. With this box checked, if the totals don’t match the invoice will not be able to be approved for payment. As we know, many EDI invoices are loaded without the adjustment (i.e. Shipping/service charge/discounts etc.) which would throw the totals off. Your invoice total in FOLIO should match your paper invoice total you are working from, which should match the lock total.
- When manually creating an invoice, your sub-total is based on the prices within the POL’s. If the price changes from the point of order to when you are receiving it, you will need to go to the invoice line and click the blue “Actions” button in the upper right hand corner and select “Edit”. To the right shows you where you will change the price as it is stated on the invoice.
This is where you will add postage and handling, service charge, discount etc. You have the ability to add adjustments at the invoice level or the invoice line level. In most cases, we will use this price adjustment at the invoice level rather than the invoice line level.
