Edit Statement Header Window

Created

The date the statement was entered. This is a display-only field.

Updated

The date the statement was last updated. This is a display-only field.

Approved

The date the statement was approved. Day End records this date after each item on the statement is approved (that is, funds have been expended) and the total of all the line amounts plus the extra charges is equal to the amount in the Statement header. (For more information, see Approving Statements.)

Vendor

The vendor from whom you received the statement. This is a display-only field. If the wrong vendor was entered, you can change it by clicking the Vendor button.

Type

The statement type. The type is assigned automatically when you create the statement, based on the option you choose on the Statement menu. This is a display-only field. Here are explanations for each type:

Invoice. This type is for “regular” title invoices (as opposed to supplemental invoices, credit memos, or nontitle invoices). You create this type with the New Invoice option on the Statement menu. This type lets you add invoice, supplemental, and credit lines to the statement.
Supplemental Invoice. This type is for supplemental invoices. A supplemental invoice is an invoice for additional charges not included on a previous invoice. You create this type with the New Supplemental option on the Statement menu. This type lets you add supplemental lines only to the statement.
Credit Memo. This type is for credit memos. A credit memo is a note issued by a vendor in place of a cash refund for unfilled or returned titles that can be applied to other invoices you receive from the vendor. You create this type with the New Credit Memo option on the Statement menu. This type allows you to add credit memo, invoice, and supplemental lines to the statement.
Refund. This type is for refunds. A refund is a cash refund that you receive from a vendor for unfilled or returned orders. You create this type with the New Refund option on the Statement menu. This type lets you add refund lines only to the statement.
Nontitle Invoice. This type is for nontitle invoices. This type allows you to record invoices that are not associated with a title. For example, you can create a nontitle invoice to pay for inter-library loan charges, office supplies, or items you do not catalog (for example, paperback books). You create this type with the New Nontitle Invoice option on the Statement menu. This type consists of a header only; it does not include lines.
Nontitle Credit. This type is for credits you receive from a vendor for nontitle invoices (explained above). You create this type with the New Nontitle Credit option on the Statement menu. This type consists of a header only; it does not include lines.
Nontitle Refund. This type is for refunds that you receive from a vendor for nontitle invoices (explained above). This type consists of a header only; it does not include lines.

Number

Enter the statement number. If there is a number on the statement you received from the vendor, enter it; otherwise, enter your own number or leave this field blank to have Horizon assign a number.

Completed Date

The statement date, or the date that payment is due for the statement. These dates should appear on the statement you received from the vendor. You can enter either date; however, you should determine which date your library will use and enter it consistently.

Enter either the statement date or the date that payment is due, according to your library’s policy.

Amount

The “bottom line” amount, as shown on the vendor statement. This is the amount that the library owes or the amount due from the vendor (in the case of credits or refunds). This amount should include extra charges, such as taxes and freight. If the amount is in a foreign currency, enter the foreign currency amount (as shown on the statement); Horizon will automatically convert the amount to your accounting agency’s currency to calculate the on-order and spent amounts (based on the exchange rate defined for the currency on the statement).

Enter the total amount of the statement. If the statement is a credit memo or refund, Horizon automatically changes positive amounts to negative amounts.

Currency

The currency the vendor requires payment in. The currency defines the rate of exchange used to convert amounts in the foreign currency to your currency. The currency on the vendor record appears automatically, if defined.

Leave this field blank unless the vendor you are ordering from expects payment in a currency other than your own. Click Codes to choose the currency from a list. To add a currency code or to update the exchange rate of an existing one, click Codes. Then click Add or Edit in the Code Lookup window.

Note: You should not define a currency code for your own base or domestic currency.

Note: Exchange rates can change daily. You should update the exchange rates of your exchange currencies periodically to encumber and expend funds accurately.

Budgets group

Appears on headers with a statement type of Nontitle Invoice, Nontitle Credit, and Nontitle Refund. For nontitle invoices, this group lets you specify the budget or budgets to charge the invoice to. For nontitle credits and refunds, this group lets you specify the budget or budgets you want to put the funds back into.

To add a budget, click New and enter a budget in the Budget field; then enter an amount in the Amount field. To change the amount for an existing budget, choose the budget from the drop-down list and enter the new amount in the Amount field. To delete a budget, choose the budget from the drop-down list and click Delete.

In the Budget field, enter the code of the budget you want, or click Codes to choose the budget from a list. Be sure to specify the correct year when entering the code or choosing it from a list. When entering the code, you must enter the budget category code followed by a period and the fiscal year you want (for example, “bper.2002”). If no fiscal year is specified for the budget category, enter the category code followed by a period, but no year (for example, “arthist.”).

Extra Charges group

This group lets you enter extra charges on the statement. An extra charge is an expense that is separate from the regular cost of items, such as taxes and freight. (This group is not available on nontitle invoices, nontitle credit memos, or nontitle refunds.)

To add a charge, click New. To change information for an existing charge, choose the charge from the drop-down list. To delete a charge, choose the charge from the drop-down list and click Delete.

Note: Horizon does not automatically change extra charge amounts to negative amounts, if the statement is a credit memo or refund. You can enter these amounts either as a positive or negative number, depending on whether you are being credited or charged. If you are entering a credit or refund for an extra charge, be sure to enter the amount as a negative number.

Note: If the vendor uses a foreign currency, enter the foreign currency amounts; Horizon will automatically convert the amounts to your accounting agency’s currency (based on the exchange rate defined in the vendor’s currency) to calculate on-order and spent amounts.

Charge Type

The extra charge type, such as “Taxes” or “Freight.”

Enter the code of the extra charge type, or click Codes to choose the charge type from a list. To add or edit an extra charge type, click Codes. Then click Add or Edit in the Code Lookup window.

Amount (in Extra Charges group)

Enter the amount of the extra charge.

Budget (in Extra Charges group)

The budget to charge for the extra charge. The default budget for the extra charge type (if defined) is supplied automatically, but you can change it if you want.

Enter the code of the budget you want to charge for the extra charge, or click Codes to choose the budget from a list. Be sure to specify the correct year when entering the code or choosing it from a list. When entering the code, you must enter the budget category code followed by a period and the fiscal year you want (for example, “bper.2002”). If no fiscal year is specified for the budget category, enter the category code followed by a period, but no year (for example, “arthist.”).

Note: When you save the invoice, Horizon warns you if the budget is frozen or closed, or if the charge will exceed the budget’s spent limit. (You can override this warning if allowed by your security privileges.) Also note that if you want to prorate extra charges against PO lines instead of budgets, that you should not enter a budget here.

Voucher

Displays the number of the voucher for the extra charge or budget. This is a display-only field.

Checks group

This group lets you record the checks that are issued to pay for the statement. The group does not appear on credit memos and refunds since it does not apply to these statement types.

To record a check, click New. To display existing check information, choose the check from the drop-down list. To delete a check, choose the check from the drop-down list and click Delete.

Check #

Enter the number of the check.

Date (in Checks group)

Enter the date of the check.

Amount (in Checks group)

Enter the amount of the check. If the check covers more than one invoice, enter the amount that applies to this statement.

Description

This field is available on nontitle invoices. It lets you enter a description of the items the statement is for.

 


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