Recording an Invoice

Most of the statements you receive from vendors are “regular” title invoices (as opposed to supplemental invoices, credit memos, or nontitle invoices). You record regular invoices with the New Invoice option on the Statement menu. This option creates a statement header with a type of “Invoice.” Besides adding invoice lines to statements of this type, you can also add supplemental and credit lines. This allows you to accommodate vendor statements that contain different line types.

If you receive a statement that includes both invoice and credit lines, but the net balance is a credit, record the statement as a credit memo, instead of an invoice. You can add regular invoice lines to a statement header with a type of “Credit Memo.” (For instructions on recording a credit memo, see Recording a Credit Memo.)

In rare cases, you might create an invoice statement that does not include any lines with a type of “Invoice.” For example, if you receive a statement that contains only credit and supplemental lines and whose net balance is a charge, you would need to record an invoice statement with credit and supplemental lines. (You cannot record a supplemental invoice since you can only add supplemental lines to a supplemental invoice.)

To record an invoice

1 Start the New Invoice process.

The default location of this process is the Acquisitions\Statement folder on the navigation bar.

Horizon displays the Compound Search window.

2 Search for the vendor whose statement you are recording.

After you choose the vendor, Horizon displays the Edit Statement (new) Header window:

3 Complete the fields in the window. (For a description of each field, see Edit Statement Header Window.)
4 Save the file.

Horizon displays the Statement window:

This window lets you add the lines that are included on the vendor statement.

5 To add a line type other than “Invoice,” choose Statement, Change Mode and mark the type that corresponds to the line you are adding.

For example, if you are recording a statement that includes a credit line, you can change the mode to “Credit.” The line types that you can add depend on the header type. (For more information, see Mixing Line Types.)

6 Click Candidates to search for the lines that are included on the vendor statement.

Horizon displays the Find Candidate Lines window.

7 Do one of these steps:
Mark Search to search for the lines.
Mark Vendor to display PO lines for the vendor.

If you are recording a regular invoice line, Horizon displays all the lines that match your search criteria and that have been ordered but not received. If you are recording a supplemental, credit, or refund line, Horizon displays the PO lines that match your search criteria and that have already been invoiced.

Only those lines you actually highlight for inclusion on the statement are added to the statement. The rest are removed when you close and reopen the statement.

8 Highlight the lines that are included on the vendor statement.

To help you identify the items you have displayed for possible inclusion, you can click the Display button to display other columns. (For example, you can display the PO number to identify the purchase order to which a line is attached.)

9 Click Invoice, Sup Invoice, or Credit, depending on line type you are recording. (The button that is displayed depends on the mode you marked earlier. To change the mode, choose Change Mode from the Statement menu.)

Horizon displays the Invoice, Supplemental Invoice, or Credit PO Line window, depending on the line type you are recording. These three windows are essentially the same except the Receive box is not included in the Supplemental Invoice or Credit windows.

Here is a sample Invoice PO Line window:

10 Complete the fields on the window:

Field

Action

Quantity

Enter the invoice quantity (as shown on the vendor statement).

If you are recording an invoice line, the total order quantity minus the quantity you have already invoiced (if any) appears in this field by default. If you are recording a supplemental or credit line, the quantity that has already been invoiced appears by default.

Receive box

Mark the box if you also want to receive the items.

This box is grayed-out if one or more of the items you are invoicing is not available for receipt. If this is the case, there may be unreceived quantities that you will need to receive later from the purchase order.

Amount

Enter the line amount shown on the vendor statement for the title. (Enter the total line amount, not the unit price.)

Statement Line

Enter the line number on the vendor statement that corresponds to the title.

Internal Note

If you want, enter an internal note about the title. (These notes are appended to the notes in the Internal Note field on the PO line and are recorded in the PO Line Item History window. They are not printed on any correspondence you send to the vendor.)

Workslip Note

Enter any notes or comments for circulation or cataloging staff about this item. (For more information, see Creating Workslips.)

11 Click OK.

Horizon may display one or more of the following windows, depending on your settings and if you are also receiving the line:

Window

Description and Instructions


If you are invoicing a partial quantity and there is more than one location defined in the distribution, Horizon prompts you to select the locations whose items you want to invoice. Item-specific requests (if any) are displayed ‘in the “# Requests” column.

Note: If you are recording a credit memo or refund, this window appears for partial quantities even if there is only one location in the distribution. This allows you to credit or refund the correct items. (For example, if some of the items have been received, you can ensure that you record the credit for the items you have not received.)

Highlight the lines you want to invoice, or click Top Down to automatically highlight items starting at the top of the list. Then click OK.

Note: You cannot receive more lines than the quantity displayed in the Quantity to Distribute field.


If you are also receiving the items and the Barcode @ Receipt box on the PO header is marked, Horizon prompts you to enter a barcode for the item.

Attach a barcode label to the item. Then wand in the barcode and click OK.


If you are also receiving the items and there is one or more requests for the PO line, Horizon displays a window notifying you of the requests. This lets you set the item aside for rush processing.

If you want to print a request slip that you can attach to the items with requests, click Print; otherwise, click OK to close the window.


If you are also receiving the items and a borrower has been specified on the PO line, Horizon prompts you to print a mailing label for the borrower. You can use the printed label as a delivery slip to expedite the delivery of the item to the person or department.

Edit the borrower information as necessary and click Print.

If you highlighted multiple lines, the next title appears, along with the notes you entered for the last title.

12 If another title appears, repeat steps 10 and 11.

 


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