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Permissions
The permissions listed below allow you FOLIO community documentation for Invoices includes the permissions required to interact with the Invoices app, and that determine what you can and or cannot do within the app.
You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, then they are will be unable to see the Invoices Orders app or any related information.
The following are all the Invoices permissions:
Invoice: All permissions for create, view, edit and delete invoice. This permission allows the user to create, view, edit, and delete invoices.
Invoice: Assign acquisition units to new invoice. This permission allows the user to assign acquisition units to new invoices.
Invoice: Approve invoice. This permission allows the user to approve invoices.
Invoice: Download batch file from invoice record. This permission allows users to download the batch file from the invoice record.
Invoice: Manage acquisition units. This permission allows the user to change the assignment of acquisition units for an invoice.
Invoice: Pay Invoice. This permission allows the user to approve invoices for payment.
Creating an invoice
Invoices contain a list of the payments due for materials ordered by your library from vendors.
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In the Invoices pane, click New.
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Once you have included all of the information you want about the invoice, click Save & close. The invoice is saved and added to the Invoices pane.
Invoice information
There are certain pieces of information associated with an invoice. Some information is required when creating the invoice, while other information can be added later. Invoice date, Status, and Batch group are the only required fields in this section.
Invoice date (required). The date the invoice was created.
Status (required). The status of the invoice.
Payment due. The date when invoice payment is due.
Terms. The additional terms associated with the invoice, such as business or contractual terms.
Approval date. The date a user approved the invoice to move forward.
Approved by. The user who approved the invoice.
Acquisitions units. The acquisitions units assigned to the invoice.
Bill to name. In the Bill to drop-down list, select the billing address for the invoice. Once you select an address, the billing address appears. Addresses are configured in the Settings app. For more information, see Settings > Tenant > Addresses.
Batch group (required). The batch group with whom the invoice will be grouped.
Sub-total. The cost of all the items ordered.
Total adjustments. The cost of all the adjustments for the invoice.
Total amount. The combined cost of the items ordered and adjustments for the invoice.
Lock total. The total expenditure for the invoice.
Notes. Any additional comments relevant to the invoice.
Adjustments
Adjustments are costs attached to an invoice beyond the items ordered. Shipping rates and exchange rates represent two common adjustments. You can either select a preset adjustment from the drop-down menu or create a new one.
To create preset adjustments, see Settings > Invoices > Adjustments for more information.
Selecting an adjustment
Click Add adjustment to select from a list of preset adjustments. These options represent adjustments used previously by your library.
Creating an adjustment
If creating a new adjustment, click Add adjustment.
Description (required). Describes the adjustment.
Amount (required). The cost of the adjustment.
Type. Select a currency or a percentage. Note: This choice applies to the amount you entered previously.
Pro rate (required). Select the method by which the adjustment should be proportionally distributed: By line, By amount, By quantity, or Not prorated.
Relation to total (required). Select one: In addition to, included with, or separate from.
Export to accounting. Select this checkbox to send the adjustment detail in the voucher information that would be sent to your external payment system regarding this invoice.
Vendor information
Enter the Vendor invoice number provided to you by the organization.
To select an organization, click Organization look-up. In the Select Organization dialog, find the organization using the search box and/or filters. Click the organization to select it.
The vendor’s Accounting code is provided automatically once you select the vendor. If you need a different code, select one from the drop-down list.
Extended information
Select a Payment method from the drop-down menu: Cash, Credit card, EFT, Deposit account, Physical check, Bank draft, Internal transfer, or Other.
If you want to check for existing subscriptions, select the Check subscription overlap checkbox. Note: System logic is not currently implemented, so the system doesn’t check for overlapping subscriptions.
If you want to send a voucher to an external financial system, click the Export to accounting checkbox.
Select a Currency from the drop-down list. The default value is stored in Tenant settings as the primary currency. For more information, see Settings > Tenant > Language and localization. If you select a currency other than the default, the system will display the Current exchange rate.
If you want to enter an exchange rate value to override the Current exchange rate value, select the Use set exchange rate checkbox and enter the rate in the Set exchange rate box.
Links and documents
This section allows you to attach documents to an invoice record, such as digitized physical invoices or emails from vendors. You can either upload files directly or add URL links to files stored in an external file management system. You can also attach documents to accompany an invoice, such as pictures of physical invoices or emails from a vendor.
Add a link
Click Add link.
Enter a Link name to identify the file link.
Optional: Enter an External URL for an active website.
If you want to delete a link, click the delete icon.
Add a document
There are two ways to add a document:
Drag and drop a file into the box provided, or
Click Choose file to add a document from your local files.
If you want to delete a document, click the delete icon.
Searching for an invoice
You can search for invoices in the Search & filter pane. To search for invoices, enter your search terms into the box. Select the All drop-down list to search through one of the following fields:
All. Searches through all fields in the drop-down list. This is the default search.
Voucher number. The voucher number for the invoice.
Vendor Invoice Number. The vendor invoice number for the invoice.
Accounting Code. The accounting code for the invoice.
You can also search for invoices by selecting any of the filters in the Search & filter pane. Additionally, you can apply the filters after you perform a search to limit your results. See the sections below for more information on the filters.
Status
In the Search & filter pane, click Status and select any applicable filters:
Open. Invoices currently open for your library.
Reviewed. Invoices that have been reviewed by your library.
Approved. Invoices that have been approved by your library.
Paid. Invoices that have been paid for by your library.
Cancelled. Invoices that have been cancelled by your library.
Vendor name
To search for invoices placed with a specific vendor, follow these steps:
In the Search & filter pane, click Vendor name.
Click Organization look-up.
In the Select Organization dialog, search for the vendor.
Click the vendor to populate the Vendor name field. The search results appear in the Invoices pane.
For information on searching for organizations, see Organizations > Searching for an organization.
Date created
To search for invoices based on the date they were created, follow these steps:
In the Search & filter pane, click Date created.
Enter a start date in the From box and an end date in the To box.
Click Apply. The search results appear in the Invoices pane.
Invoice date
To search for invoices based on their invoice date, follow these steps:
In the Search & filter pane, click Invoice date.
Enter a start date in the From box and an end date in the To box.
Click Apply. The search results appear in the Invoices pane.
Acquisitions unit
To search for invoices assigned to a specific acquisitions unit, follow these steps:
In the Search & filter pane, click Acquisitions unit.
Select the acquisitions unit you want from the drop-down list. The search results appear in the Invoices pane.
Tags
To search for invoices assigned with specific tags, follow these steps:
In the Search & filter pane, click Tags.
Select the tag(s) from the drop-down list. The search results appear in the Invoices pane.
Payment due
To search for invoices by payment due date, follow these steps:
In the Search & filter pane, click Payment due.
Enter a start date in the From box and an end date in the To box.
Click Apply. The search results appear in the Invoices pane.
Payment method
In the Search & filter pane, click Payment method and select any applicable filters:
Cash. Invoices paid by cash.
Credit Card. Invoices paid by credit card.
EFT. Invoices paid by electronic funds transfer.
Deposit account. Invoices paid by direct deposit.
Physical check. Invoices paid by physical check.
Bank draft. Invoices paid by bank draft.
Internal transfer. Invoices paid by internal transfer.
Other. Invoices paid with a different method than those listed above.
Approval date
To search for invoices by approval date, follow these steps:
Enter a start date in the From box and an end date in the To box.
Click Apply. The search results appear in the Invoices pane.
Source
To filter for invoices by their source, select one or more of the following:
User. Invoices created by a FOLIO user.
API. Invoices created through an Application Programming Interface.
EDI. Invoices created through Electronic Data Interchange.
MARC. Invoices imported through MAchine-Readable Cataloging format record import.
Export to accounting
To filter for invoices based on the Export to accounting checkbox, select:
Yes. Invoices that have the Export to accounting checkbox selected.
No. Invoices that do not have the Export to accounting checkbox selected.
Viewing invoice details
Once you search for an invoice, the following information appears in the Invoices pane:
Vendor invoice number. The number provided by the vendor for this invoice.
Vendor. The vendor name.
Invoice date. The date the invoice was created.
Status. The status of the invoice.
Total amount (system). The combined cost of the items ordered and adjustments for the invoice.
In the search results, click on an invoice to view it. The Vendor invoice number pane displays with additional information about the invoice.
Invoice information
For information about the items in the Invoice information section, see Creating an invoice > Invoice information. In addition, this section also includes the following information:
Source. The method by which this invoice was created: User, API, EDI, or MARC.
Bill to address. The address associated with the Bill to name. For more information about the Bill to name, see Creating an invoice > Invoice information.
Total units. All the items listed for order in the invoice.
Invoice lines
Invoice lines allow you to link an invoice to open order purchase order lines or create invoice lines that are not associated with an existing order. Each line consists of the title, billing information, cost details, and adjustments.
This section lists all invoice lines for the order. The list displays the following:
POL number. The purchase order line number.
Description. The ordered title from the purchase order line.
Fund code. The code for the fund from which payment is made for the invoice line.
Quantity. The quantity ordered.
Sub-total. The cost of the invoice before adding adjustments.
Adjustments. The adjustments associated with the invoice.
Total. All the costs incurred.
Vendor reference number. A unique identifier for the material being acquired that is specific to the vendor. Different types of identifiers are provided by different vendors for different types of material.
Adding an invoice line to an invoice
Click Add.
In the Select order lines window, in the Search & filter box, enter keywords to search for the order line.
Optional: Filter results.
Click Search. Search results appear in the Search results pane.
To select one or more order lines, select the checkboxes to the left of the POL number and click Save. The order lines appear in the Invoice lines table.
Note: If you select a purchase order line that contains a vendor that doesn’t match the organization for the invoice, a Confirmation dialog appears. Click Confirm to continue with the purchase order line selection or Cancel to choose a different purchase order line.
Creating a new invoice line
To create an invoice line that is not associated with an existing purchase order line, follow these steps:
Click New.
In the Create vendor invoice line window, fill in the Invoice information, Fund distribution, and Adjustments sections. For more information on the fields and actions available in these sections, see the section descriptions below.
Click Save & close. A confirmation message appears and the invoice line appears in the Invoice lines table.
Invoice line information
Description. The description or title for the invoice line. This may contain the materials, service, or fee being invoiced.
PO line number. The purchase order line number for the invoice line.
Invoice line number. The invoice line number for the invoice line.
Vendor reference number. The vendor reference number for the invoice line. For more information about vendor reference numbers, see Orders > Adding an order line to an order > Vendor ref number.
Status. The status of the invoice line.
Subscription info. Subscription information for this invoice line.
Subscription start date. The date the subscription starts.
Subscription end date. The date the subscription ends.
Comments. Any additional comments for the invoice line.
Account number. The account number for the invoice line. This drop-down list contains vendor account numbers for the vendor selected on the invoice. If one or more vendor accounts exist in the Organization record for the vendor, the first account appears in this field as the default value.
Accounting code. The accounting code for the invoice line.
Quantity. The number of items in the invoice line.
Sub-total. The cost of all the items in the invoice line. Note: The subtotal is used for fund distribution in the currency defined in Settings > Tenant > Language and localization.
Release encumbrance. Releases the cost of the invoice against the fund to which it was assigned.
Fund distribution
Fund. The fund the invoice line will charge.
Expense class. The expense class for the invoice line.
Value. The value of the invoice charged to this line. This number can be expressed as either a percentage or a currency.
Amount. The amount of money charged to the fund.
Initial encumbrance. The initial amount charged to the fund.
Current encumbrance. The current amount charged to the fund.
Adjustments
Description. A description of the adjustment.
Amount. The money owed for the adjustment.
Pro rate. The discount applied to the adjustment.
Relation to total. Specifies whether the adjustment is in addition to, included with, or separate from in the total amount of the invoice.
Fund distribution
Adjustment. The adjustments that apply to the funds for the invoice.
Fund. The fund to which you are distributing the amount.
Expense class. The expense class within the fund, to which you are distributing the amount.
Value. The monetary value assigned to the fund.
Amount. The amount of money charged to the fund.
Initial encumbrance. The initial amount committed to the fund.
Current encumbrance. The current amount committed to the fund.
Adjustments
Description. A description of the adjustment.
Amount. The cost of the adjustment.
Pro rate. Determine whether the value of the adjustment is distributed across multiple invoice lines.
Relation to total. Specifies whether the adjustment is included in, in addition to, or separate from the total amount of the invoice.
Vendor details
Vendor invoice number. The vendor invoice number for the invoice.
Vendor name. The name of the vendor.
Accounting code. The accounting code for the invoice.
Links and documents
This area includes all the links and documents attached to the invoice. Click the External URL or Document name to open the documents.
Editing an invoice
Find the invoice you want to edit and select it.
Click Actions > Edit.
Edit the invoice.
Click Save & close. A confirmation message appears and the invoice is updated.
Invoice lines
A record of the invoice lines used in previous purchase orders remain in your library’s system. You can access these lines and reuse them at any time. You can also create new lines by providing the required information.
If an order line references a different vendor or currency than the one identified in the invoice, you will be asked to confirm this before proceeding. Note: Payments will be assigned according to the information identified on the invoice.
For more information on invoices lines, please see Invoices > Viewing invoice details.
Fund distribution
For information on fund distribution, see Viewing an invoice > Fund distribution.
Adjustments
Selecting an adjustment
For information on selecting an adjustment, see Creating an invoice > Selecting an adjustment.
Creating an adjustment
For information on creating an adjustment, see Creating an invoice > Creating an adjustment.
Deleting an invoice
Deleting an invoice is possible while in an Open, Reviewed, or Canceled status. Once an invoice has transitioned to Approved or Paid, it cannot be deleted.
Find the invoice you want to delete and select it.
In the Vendor invoice number pane, click Actions > Delete.
In the Delete invoice dialog, click Delete. A confirmation message appears and the invoice is deleted.
Approving an invoice
Invoices require approval before the values are considered to be awaiting payment and in order for vouchers to be created. Only someone with the Approve invoice permission can perform this action.
If entering a locked total, all invoice lines and adjustment values must equal this lock total amount before a user can approve the invoice. Approving an invoice triggers the creation of the voucher and pending payment transactions. Vouchers are a mechanism for providing the information necessary to make invoice payments and can be exported to an external payment system. For more information on exporting vouchers, see Settings > Invoices > Batch group configuration.
To approve an invoice, follow these steps:
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Find the invoice you want to approve and select it.
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In the Vendor invoice number pane, click Actions > Approve.
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See the FOLIO community documentation here.