Invoices

The Invoices app allows you to manage payments and credits for the materials that your library has acquired. You can also search for and edit existing invoices as needed.

Definitions of terms used in the Invoices app:

  • Accounting code. The code used by your library in your payment system in reference to an organization.
  • Acquisition unit. An additional layer you can add to acquisitions records that restricts a user’s ability to interact with those records unless they have been assigned to that unit. Units are defined and determined by your library in the Settings app. See Settings > Acquisition units for more information.
  • Adjustments. Charges added to an invoice in addition to the materials ordered. Shipping costs and taxes represent common adjustments.
  • Batch group. Groups that process their invoices together. Invoices from the same library are generally processed together.
  • Funds. A fiscal entity used to track transactions against a general purpose or function within a ledger.
  • Invoice lines. The individual line items being paid for within each invoice. Each line consists of a description of the materials being paid for, the costs incurred, the fund responsible for payment, and a vendor reference number. Invoices are primarily a sum of the information from these lines.
  • Organizations. Any institution with which your library interacts. An organization may or may not be an institution from which you purchase materials.
  • Vendor. Any institution from which your library purchases materials.
  • Vendor invoice number. The number provided by the vendor for this invoice.
  • Voucher number. A number generated by the system to identify the payment request, which may be exported from FOLIO to an external financial system.

Permissions

The permissions listed below allow you to interact with the Invoices app and determine what you can and 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, they are unable to see the Invoices app or any related information.

The following are all the Invoices permissions:

  • Invoice: Approve invoices. This permission allows the user to approve invoices.
  • Invoice: Assign acquisition units to new record. This permission allows the user to assign acquisition units to new invoices.
  • Invoice: Can view and edit invoices and invoice lines. This permission allows the user to view and edit invoices and invoice lines.
  • Invoice: Can view invoices and invoice lines. This permission allows the user to view invoices and invoice lines.
  • Invoice: Can view, edit and create new invoices and invoice lines. This permission allows the user to view, edit, and create new invoices and invoice lines.
  • Invoice: Can view, edit and delete invoices and invoice lines. This permission allows the user to view, edit, and delete invoices and invoice lines.
  • Invoice: Cancel invoices. This permission allows users to cancel invoices.
  • Invoice: Download batch file from invoice record. This permission allows users to download the batch voucher file from an invoice record.
  • Invoice: Export search results. This permission allows the user to export a file containing invoice information for a set of invoices.
  • Invoice: Manage acquisition units. This permission allows the user to change the assignment of acquisition units for an invoice.
  • Invoice: Pay Invoices. This permission allows the user to approve invoices for payment.
  • Invoice: Pay invoices in a different fiscal year. This permission allows the user to view a dropdown menu on the invoice record and select a current or previous fiscal year code to apply to the invoice record.
  • Invoice: Voucher export. This permission allows the user to run the voucher export from the Invoices app Actions menu.

Keyboard shortcuts

Keyboard shortcuts allow you to perform actions using the keyboard in this app. See Platform essentials > Keyboard shortcuts for more information.

Creating an invoice

Invoices contain a list of the payments due for materials acquired by your library from vendors.

  1. In the Invoices pane, click Actions > New.
  2. In the Create vendor invoice window, fill in the Invoice information, Adjustments, Vendor information, Extended information, and Links & documents sections. For more information on the fields and actions available in these sections, see the section descriptions below.
  3. Once you have included all of the information you want about the invoice, click Save & close. Note: If the user has entered an invoice number for a vendor that matches an already existing invoice number with the same invoice date and vendor assigned, a popup window will appear with the message, “This appears to be a duplicate invoice.” The popup window will include information about and a link to the other invoice. Click Submit to continue to create the invoice or Cancel to return to the Create invoice pane.
  4. The invoice is saved and added to the Invoices pane.

Invoice information

This section contains invoice header information. Invoice date, Status, and Batch group are the only required fields in this section.

  • Invoice date (required). The vendor invoice date.
  • Fiscal year. A dropdown menu containing all past and current fiscal year codes, in descending order by fiscal year begin date. This field will only appear to users with the permission, Invoice: Pay invoices in a different fiscal year. Otherwise the current fiscal year will be the default selection. When attempting to process an invoice against a previous fiscal year, the invoice must fall within the current transaction restrictions of the budget, e.g the budget must be active and have sufficient funds to complete the transaction.
  • Status (required). The status of the invoice. The default status for a new invoice is “Open.” “Reviewed” is also available in the drop down list. An invoice can be approved and paid from either status.
  • 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 for payment. This date will be generated by the system after the invoice is created and approved.
  • Approved by. The user who approved the invoice. The user name will display after the invoice is created and approved.
  • Acquisition units. The acquisition unit(s) assigned to the invoice. For more information see Settings > Acquisition units.
  • Bill to. In the Bill to drop-down list, select the billing address for the invoice. Once you select an address, the billing address appears under Address. Addresses are configured in the Settings app. For more information, see Settings > Tenant > Addresses.
  • Batch group (required). The batch group with which the invoice voucher will be grouped for voucher export. Invoices from the same library are generally processed together. Batch groups are configured in Settings > Invoices > Batch groups. For more information about batch voucher exports, see Exporting vouchers.
  • Sub-total. The sub-total of the invoice calculated as the sum of the sub-total values of all invoice lines. The system will generate this amount after the invoice is created and invoice lines are assigned.
  • Total adjustments. The total adjustments to the invoice calculated as the sum of all adjustments on the invoice and all invoice lines. The system will generate this amount after the invoice is created.
  • Calculated total amount. The total amount of the invoice calculated as the sum of the Sub-total value and the Total adjustments value. The system will generate this amount after the invoice is created. If this value is negative, a credit transaction will be recorded.
  • Lock total Check this box to indicate that you want to enter a total amount. Leave this box unchecked if you want the system to calculate the total amount based on the invoice line amounts.
  • Lock total amount. The total expenditure for the invoice. This field is editable only if the Lock total checkbox is checked. If you enter a lock total amount, all invoice lines and adjustment values must equal this lock total amount before a user can approve the invoice.
  • Note. Any additional comments relevant to the invoice.

Adjustments

Adjustments are optional and defined costs attached to an invoice beyond the items acquired. Shipping rates, taxes, and exchange rates represent common adjustments. You can either select one or more preset adjustments from the drop-down menu or create new adjustments.

To create preset adjustments, see Settings > Invoices > Adjustments for more information.

Selecting a preset adjustment

Select a preset adjustment from the drop down list and click Add adjustment.

  • Description (required). Describes the adjustment.
  • Value (required). The amount of the adjustment. A hyphen preceding the amount renders this a negative value and may be used to credit that amount to the specified fund(s).
  • Type. Select a currency or a percentage. Note: This choice applies to the amount you entered in Amount.
  • Pro rate (required). Select the method by which the adjustment should be proportionally distributed: By line, By amount, By quantity, or Not prorated. By line will distribute the adjustment equally across all lines regardless of the quantity on each line; By amount will distribute the adjustment across all line proportionally based on each line amount; By quantity will distribute based on quantity. For example, if there are two invoice lines and the first has a quantity of “1” and the second line has a quantity of “2”, a By quantity adjustment of $3.00 will apply $1.00 to line one and $2.00 to line two. Not Prorated will apply the adjustment at the invoice level rather than to each line. If this option is selected, an “Add fund distribution” button will appear. Click “Add fund distribution” to define the fund to which this adjustment should be applied.
  • Relation to total (required). Defines how this adjustment should be applied in relation to the invoice total. Select one: In addition to, Included in, or Separate from. Note: Adjustments that are created with a Relation to total value of Separate from are not included in the Total adjustments amount or Calculated total amount for the invoice.
  • Export to accounting. Select this checkbox to send the adjustment detail in the voucher export to your external payment system for this invoice.

Creating an adjustment

If creating a new adjustment that doesn’t exist as a preset adjustment, click Add adjustment without making a selection in the Preset adjustment dropdown. Enter the adjustment details in the fields described above in Selecting a preset adjustment.

Vendor information

The vendor information section is required.

  1. Enter the Vendor invoice number provided to you by the vendor.
  2. To select the vendor, click Organization look-up. In the Select Organization dialog, find the organization record for the vendor using the search box and/or filters. Click the organization to select it. Note: The organization selected for payment on an invoice must be an active vendor. The system will allow you to select a non-vendor organization, but you will be prevented from Approving an invoice associated with a non-vendor organization. See Organizations > Creating a vendor for more information. Note: After selecting a vendor, the address marked as the primary address on the corresponding organization record will appear on the invoice.
  3. The vendor’s Accounting code from their Organization record summary section will display automatically once you select the vendor and save the invoice. If the vendor has multiple accounts with different accounting codes, select the appropriate accounting code from the drop-down list. Note: This field is required if Export to accounting is selected in the invoice’s Extended information section or on any adjustments applied to the invoice. For more information about Organization accounting codes, see Organizations > Creating an Organization.

Extended information

  1. Select a Payment method from the drop-down menu: Cash, Credit card, EFT, Deposit account, Physical check, Bank draft, Internal transfer, or Other. This field will be auto-populated if a payment method is selected on the organization record.
  2. 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.
  3. If you want to send a voucher to an external financial system, click the Export to accounting checkbox. The setting of the Export to accounting checkbox on the vendor’s Organization record determines the default value setting of this checkbox on invoices for the vendor. Note: If this checkbox is set to true, then the Accounting code in the Vendor information section is a required field.
  4. If you want to indicate to an external accounting system that an enclosure is needed with this invoice, click the Enclosure needed checkbox. If the Export to accounting checkbox is set to true and a voucher is created for this invoice, the export voucher file will contain a value of true in the Enclosure needed data element.
  5. 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.
  6. 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.

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.

  1. Click Add link.

  2. Enter a Link name to identify the file link.

  3. Optional: Enter an External URL for an active website.

If you want to delete a link, click the trash can 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 trash can icon.

This is the end of the Create new invoice screen. Click Save & close to save the invoice.

You must add or create new invoice lines before the invoice can be approved or paid.

  • To link an existing open order purchase order line to the invoice, follow the steps to add an invoice line to an invoice. Information from the purchase order line populates fields on the invoice line, such as Subscription start date, Subscription end date, and quantity. The account number and accounting code are derived from the vendor’s organization record account section. See Organizations > Accounts for more information about vendor accounts.
  • To create a new invoice line that is not associated with a purchase order, follow the steps to create a new invoice line.

Adding an invoice line to an invoice

  1. In the Invoice lines section of the invoice record, click Actions > Add line from POL.
  2. In the Select order lines window, in the Search & filter box, use the search and filter options to locate the purchase order line (POL).
  3. To select one or more order lines, select the checkboxes to the left of the POL number.
  4. Click Save. The order lines appear in the Invoice lines table. To view an invoice line, click on a row in the Invoice lines table. See Viewing invoice lines for more information.

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.

If you select a purchase order line that has a different currenncy than 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.

If the selected purchase order line has a payment status of Fully paid, a red banner will display at the top of the invoice header and a red exclamation mark icon will display beside the relevant invoice line to alert you that the purchase order selected is already fully paid.

Creating a new invoice line

To create an invoice line that is not associated with an existing purchase order line, follow these steps:

  1. In the Invoice lines section of the invoice record, click Actions > New blank line.
  2. In the Create vendor invoice line window, fill in the Invoice line information, Fund distribution, and Adjustments sections. For more information on the fields and actions available in these sections, see the section descriptions below.
  3. Click Save & close. A confirmation message appears and the invoice line appears in the Invoice lines table.

Linking an invoice line to a purchase order line

When EDIFACT invoices are loaded to the system through Data import, invoice lines are created based on information provided from the vendor included in the EDIFACT file. FOLIO will attempt to match invoice lines on incoming EDIFACT files to existing purchase order lines (POLs) in FOLIO, based on at least one match point: purchase order line (POL) number and vendor reference number (VRN). The system may be unable to automatically match some invoice lines to an existing purchase order line. To manually link an invoice line to a purchase order line, follow these steps:

  1. From the vendor invoice pane, review the Invoice lines accordion to determine whether the system has automatically created a purchase order link. A successfully linked invoice line contains a POL number value in the Invoice line table list. If the POL number is blank, the system was unable to match to an existing purchase order.
  2. To manually link the invoice line, click on the link icon to invoke a POL lookup.
  3. The Select order lines window opens. In the Search & filter box, use the search and filter options to locate the purchase order line (POL).
  4. Click on the one order you want to link to the invoice line. The POL number value is populated and the link is created.

Invoice line information

  • Description. The description or title for the invoice line. This may contain the materials, service, or fee being invoiced. This information will be pre-populated if creating the invoice line from a purchase order line (POL).
  • POL number. If the invoice line is linked to a purchase order line (POL), the POL number will display here. A POL look-up ontion is included to link an invoice line to a POL if one is not populated.
  • Invoice line number. The invoice line number for the invoice line which will be created after you save this new invoice line.
  • Status. The status of the invoice: Open, Reviewed, Approved, Paid, Cancelled.
  • Vendor reference numbers. Click Add reference number to add vendor reference numbers for the invoice line. For more information about vendor reference numbers, see Orders > Adding an order line to an order > Vendor ref number. This information may be pre-populated if creating the invoice line from a purchase order line (POL).
  • Vendor reference type A type to define the vendor reference number. Vendor continuation reference number, Vendor internal number, Vendor order reference number, Vendor subscription reference number, or Vendor title number. This information may be pre-populated if creating the invoice line from a purchase order line (POL).
  • Subscription info. Subscription information for this invoice line, such as which volumes are being invoiced.
  • Subscription start date. The date the subscription starts. This information may be pre-populated if creating the invoice line from a purchase order line (POL).
  • Subscription end date. The date the subscription ends. This information may be pre-populated if creating the invoice line from a purchase order line (POL).
  • Comment. Any additional comments for the invoice line.
  • Accounting code. The accounting code for the invoice line. If you select an account number from the drop-down list, the associated accounting code will display here. Note: If the Export to accounting checkbox is active, the Accounting code is required. This information may be pre-populated if creating the invoice line from a purchase order line (POL).
  • 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 any exist on the vendor’s Organization record. 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. This information may be pre-populated if creating the invoice line from a purchase order line (POL).
  • Quantity. The number of items in the invoice line. This information will be pre-populated if creating the invoice line from a purchase order line (POL).
  • Sub-total. The amount of this invoice line. A hyphen may be added before the numeric value to denote a negative amount for credit invoices. Note: The subtotal amount must be distributed to one or more funds and is expressed in the currency defined in Settings > Tenant > Language and localization. This information will be pre-populated if creating the invoice line from a purchase order line (POL).
  • Release encumbrance. Check this box to release the remaining value of the related encumbrance(s) from the fund to which it was assigned when the invoice transitions to Approved status. If this box is unchecked, any related encumbrance value that remains will persist after the invoice is Approved and the order payment status of any related Purchase Order Lines (POL) will not transition to Fully Paid until the encumbrances are released. For example, if the POL cost was $50, but the invoice amount is $40 and Release encumbrance is unchecked, the $10 difference will persist as an encumbrance on the fund indicated in the fund distribution.

Fund distribution

The Remaining amount to be distributed is calculated based on the Sub-total value entered above. This value should be listed as $0.00 when funds are fully distributed, which is a prerequisite for approval and payment.

  1. Click Add fund distribution
  2. Add fund information in the fields described below. You can add multiple fund distributions. To remove a fund distribution click the trash can icon beside the relevant line.
  • Fund ID. The fund to which you are distributing the amount. Note: The use of acquisition units may restrict which funds appear in this list. If an acquisition unit is set up to restrict view permissions, then only funds that are assigned to the same acquisition unit as the user will display in the drop-down list. For more information, see Settings > Acquisition units.
  • Expense class. The expense class within the fund, to which you are distributing the amount. This field will only display if the selected Fund ID has any associated active Expense classes.
  • Value. The monetary value to apply to the fund, expressed as a percentage or currency value.
  • Type. Select whether the Value should be expressed as a percentage or currency value.
  • Amount. The amount of money committed to the fund. This is calculated by the system based on the Value and Type fields.

Adjustments

To use a preset adjustment, select from the Preset adjustment dropdown list. Preset adjustments are created in Settings > Invoices > Adjustments. If a new adjustment is needed that doesn’t exist as a preset, click Add adjustment.

  • Description. A description of the adjustment.
  • Value. The cost of the adjustment, expressed as a percentage or currency value. A hyphen preceding the amount renders this a negative value and may be used to credit that amount to the specified fund(s).
  • Type. Select whether the Value should be expressed as a percentage or currency value.
  • Relation to total. Specifies whether the adjustment is included in, in addition to, or separate from the total amount of the invoice. Note: Adjustments that are created with a Relation to total value of Separate from are not included in the Total adjustments amount or Calculated total amount for the invoice.
  • Export to accounting. Select this checkbox to send the adjustment detail in the voucher export to your external payment system for this invoice.

Click Save & Close to save the new invoice line and return to the detail pane view of the invoice. The new invoice line now appears in the Invoice lines accordion of the invoice record.

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.
  • FOLIO invoice number. The autogenerated unique identifier for the invoice.
  • PO number. The purchase order number associated with 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. This is the default status for new invoices.
  • Reviewed. Invoices that have been reviewed by your library. To set an invoice as “Reviewed”, you can select the “Reviewed” status from the drop-down list on the “Create vendor invoice” screen or the “Edit vendor invoice” screen.
  • Approved. Invoices that have been approved by your library. Use the Action menu to Approve an invoice.
  • Paid. Invoices that have been paid for by your library. Use the Action menu to Pay an invoice.
  • Cancelled. Invoices that have been cancelled by your library.

Vendor name

To search for invoices created for a specific vendor, follow these steps:

  1. In the Search & filter pane, click Vendor name.
  2. Click Organization look-up.
  3. In the Select Organization dialog, search for the vendor.
  4. 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.

Invoice date

To search for invoices based on their invoice date, follow these steps:

  1. In the Search & filter pane, click Invoice date.
  2. Enter a start date in the From box and an end date in the To box.
  3. Click Apply. The search results appear in the Invoices pane.

Acquisition unit

To search for invoices assigned to a specific acquisition unit, follow these steps:

  1. In the Search & filter pane, click Acquisition unit.
  2. Select the acquisition 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:

  1. In the Search & filter pane, click Tags.
  2. 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:

  1. In the Search & filter pane, click Payment due.
  2. Enter a start date in the From box and an end date in the To box.
  3. 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:

  1. In the Search & filter pane, click Approval date.
  2. Enter a start date in the From box and an end date in the To box.
  3. 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. These invoices are typically created using the Data import app.
  • 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.

Payment date

To search for invoices by payment date, follow these steps:

  1. In the Search & filter pane, click Payment date.
  2. Enter a start date in the From box and an end date in the To box.
  3. Click Apply. The search results appear in the Invoices pane.

Batch group

To search for invoices by batch group assignment, follow these steps:

  1. In the Search & filter pane, click Batch group.
  2. Select the batch group name from the drop-down list. The search results appear in the Invoices pane.

Fund code

To search for invoices by fund code, follow these steps:

  1. In the Search & filter pane, click Fund code.
  2. Select the fund code name from the drop-down list. The search results appear in the Invoices pane.

Expense class

To search for invoices by expense class, follow these steps:

  1. In the Search & filter pane, click Expense class.
  2. Select the expense class name from the drop-down list. The search results appear in the Invoices pane.

Lock total

To search for invoices by lock total amount, follow these steps:

  1. Enter a numeric amount, with or without decimals, in the From box and a numeric amount in the To box. To find all invoices where the lock total amount falls within a range of values, enter the low and high ends of the range in the From and To boxes. To find invoices matching a specific amount value, enter the same amount value in the From and To boxes.
  2. Click Apply. The search results appear in the Invoices pane.

Fiscal year

To search for invoices by the fiscal year assigned to the record, follow these steps:

  1. In the Search & filter pane, click Fiscal year.
  2. Select the fiscal year code from the drop-down list. The search results appear in the Invoices pane.

Created by

To search for invoices based on the user who created it, follow these steps:

  1. In the Search & filter pane, click Created by.
  2. Click Find User.
  3. In the Select User modal, use the search and filter options to locate the user.
  4. Click on the user record. The search results appear in the Invoices pane.

Date created

To search for invoices based on the date they were created, follow these steps:

  1. In the Search & filter pane, click Date created.
  2. Enter a start date in the From box and an end date in the To box.
  3. Click Apply. The search results appear in the Invoices pane.

Updated by

To search for invoices based on the user who last updated it, follow these steps:

  1. In the Search & filter pane, click Updated by.
  2. Click Find User.
  3. In the Select User modal, use the search and filter options to locate the user.
  4. Click on the user record. The search results appear in the Invoices pane.

Date updated

To search for invoices based on the date they were last updated, follow these steps:

  1. In the Search & filter pane, click Date updated.
  2. Enter a start date in the From box and an end date in the To box.
  3. Click Apply. The search results appear in the Invoices pane.

Created by (Invoice Line)

To search for invoices based on the user who created it, follow these steps:

  1. In the Search & filter pane, click Created by (Invoice Line).
  2. Click Find User.
  3. In the Select User modal, use the search and filter options to locate the user.
  4. Click on the user record. The search results appear in the Invoices pane.

Date created (Invoice Line)

To search for invoices based on the date they were created, follow these steps:

  1. In the Search & filter pane, click Date created (Invoice Line).
  2. Enter a start date in the From box and an end date in the To box.
  3. Click Apply. The search results appear in the Invoices pane.

Updated by (Invoice Line)

To search for invoices based on the user who last updated it, follow these steps:

  1. In the Search & filter pane, click Updated by (Invoice Line).
  2. Click Find User.
  3. In the Select User modal, use the search and filter options to locate the user.
  4. Click on the user record. The search results appear in the Invoices pane.

Date updated (Invoice Line)

To search for invoices based on the date they were last updated, follow these steps:

  1. In the Search & filter pane, click Date updated (Invoice Line).
  2. Enter a start date in the From box and an end date in the To box.
  3. Click Apply. The search results appear in the Invoices pane.

Exporting search results

To export a file of invoice information in comma-separated values (.csv) format, follow these steps:

  1. In the Search & filter pane, use the search and filter options to select a set of invoice records.
  2. In the search results pane, click Actions and select,Export results (CSV).
  3. In the Export settings dialog, the following message will display: “This export could take a few minutes. If you reload or close the page the export will not be completed. Once the file is ready it could take another minute for your browser to finish downloading the file. You can continue to work with invoices and invoice lines in a different browser tab if needed.”
  4. To export all fields from the title and piece leave the Invoice fields to export and Invoice line fields to export default values set to All. To select specific fields to export, click on the radio button below “All” and use the drop-down list to select the specific fields to export.
  5. Click Export. The file downloads to your local download location.

Invoice fields to export

  • Vendor invoice number
  • Vendor code
  • Status
  • Invoice date
  • Fiscal year
  • Payment due
  • Approved date
  • ApprovedBy
  • Terms
  • Acquisitions units
  • Note
  • Bill to
  • Batch group
  • Payment date
  • Total units
  • Sub total
  • Total adjustments
  • Total amount
  • Lock total amount
  • Invoice fund distributions
  • Invoice adjustments
  • Accounting code
  • Vendor address
  • FOLIO invoice number
  • Payment method
  • Check subscription overlap
  • Export to accounting
  • Enclosure needed
  • Currency
  • Exchange rate
  • Invoice tags
  • Created by
  • Created on
  • Updated by
  • Updated on

Invoice line fields to export

  • Invoice line number
  • Description (Title)
  • POLine number
  • Subscription info
  • Subscription start
  • Subscription end
  • Comment
  • Account number
  • Accounting code
  • Quantity
  • Sub total
  • Invoice line adjustments
  • Total
  • Invoice line fund distributions
  • External account number (includes external account number from fund and expense class external account number extension, if applicable)
  • Vendor reference number, reference type
  • Invoice line tags
  • Voucher number
  • Voucher status
  • Voucher date
  • Disbursement number
  • Disbursement date
  • Created by (Invoice Line)
  • Created on (Invoice Line)
  • Updated by (Invoice Line)
  • Updated on (Invoice Line)

Viewing invoice details

Once you search for an invoice, the following information appears in the Invoices search results pane:

  • Vendor invoice number. The number provided by the vendor for this invoice.
  • Vendor. The vendor code.
  • Invoice date. The vendor invoice date.
  • Status. The status of the invoice: Open, Reviewed, Approved, Paid, Cancelled.
  • 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 more information. The Vendor invoice number pane displays with additional information about the invoice.

Viewing invoice information

For information about most of the fields in the Invoice information section, see Creating an invoice > Invoice information. Once an invoice line is created, the following fields are populated by the system and are included in the Invoice information section:

  • Source. The method by which this invoice was created: User, API, EDI, or MARC.
  • Total units. The total units for the invoice calculated as the sum of the quantity values on all invoice lines.
  • Payment date. The date on which the invoice status transitioned to Paid.
  • Calculated total amount (Exchanged). This field appears if the invoice is paid in a currency other than the system default and shows the exchanged amnount in the system currency.

Viewing invoice lines

Invoice lines may link an invoice to purchase order lines or may be created without a link to an existing order. Each line consists of the title, payment information, cost details, and adjustments.

The invoice lines section lists all invoice lines for the order. The invoice lines table list displays the following:

  • # The invoice line number. System generated.
  • 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.
  • PO status. The purchase order workflow status from the purchase order line: Open, Pending, Closed.
  • Receipt status. The receipt status of the purchase order line.
  • Payment status. The payment status of the purchase order line.
  • Vendor reference number. A unique identifier for the material being acquired that is specific to the vendor. Different types of identifiers are provided by vendors for different types of material. All associated vendor reference numbers are listed.
  • Quantity. The quantity ordered.
  • Sub-total. The price of the invoice before adding adjustments.
  • Adjustments. The adjustments associated with the invoice.
  • Total. The total amount of the invoice line calculated as the Sub-total plus Adjustments.
  • Vendor code. The vendor code listed on the associated Organization record.

To view more information about the invoice line, click on the row in the invoice lines list. A detail pane opens containing information about the invoice line. See Creating a new invoice line for descriptions of the fields in the invoice line detail pane.

The View invoice line detail pane includes an accordion section to list Other related invoice lines. This table lists any invoices that are related to the same purchase order line. The Other related invoice lines section lists the following information:

  • Vendor invoice number. The number provided by the vendor for this invoice. Click on the clipboard icon beside the vendor invoice number to copy the value to your clipboard.
  • Invoice line #. The system-generated invoice line number.
  • Fiscal year. The fiscal year associated with the invoice.
  • Invoice date. The vendor invoice date.
  • Vendor code. The vendor code from the Organziation record.
  • Subscription start date. The date the subscription starts. This information may be pre-populated if creating the invoice line from a purchase order line (POL).
  • Subscription end date. The date the subscription ends. This information may be pre-populated if creating the invoice line from a purchase order line (POL).
  • Subscription info. Subscription information for this invoice line, such as which volumes are being invoiced.
  • Status. The status of the invoice: Open, Reviewed, Approved, Paid, cancelled.
  • Quantity. The quantity ordered.
  • Amount. The combined cost of the items ordered and adjustments for the invoice.
  • Comment. Comments from the invoice line.

Click on a related invoice line # value to view more information. The View invoice line pane displays with additional information about the related invoice line.

Invoice level fund distribution

The Invoice level fund distribution section of the invoice detail displays only if invoice contains an adjustment that is not prorated and for which a fund distribution has been selected. For more information, see Creating an invoice > Adjustments > Adding a preset adjustment. The Invoice level fund distribution section lists the following information:

  • Adjustment. Description of the adjustment.
  • Fund. The fund to which you are distributing the amount elephant
  • Expense class. The expense class within the fund, to which you are distributing the amount. This field will only display information if the selected Fund ID has any associated active Expense classes.
  • Value. The monetary value to apply to the fund, expressed as a percentage or currency value.
  • Amount. The amount of money committed to the fund.
  • Initial encumbrance. The initial amount committed to the fund.
  • Current encumbrance. The current amount committed to the fund. When an invoice transitions to Approved status and the Release encumbrances checkbox on an invoice line is checked, the Current encumbrance value becomes zero.

Invoice level adjustments

The Invoice level adjustments section of the invoice detail displays only if the invoice contains an adjustment that is not prorated. Adjustments with a Pro rate method of By amount, By line, or By quantity display the adjustment information on the invoice line. For more information, see Creating an invoice > Adjustments > Adding a preset adjustment. The Invoice level adjustments section lists the following information:

  • Description. A description of the adjustment.
  • Value. The cost of the adjustment.
  • Pro rate. The method by which the adjustment should be proportionally distributed: By line, By amount, By quantity, or Not prorated
  • Relation to total. Defines how the adjustment is applied in relation to the invoice total: In addition to, Included in, or Separate from.

Vendor details

  • Vendor invoice number. The vendor invoice number for the invoice. Click on the clipboard icon beside the vendor invoice number to copy the value to your clipboard.
  • Vendor name. The name of the vendor.
  • Accounting code. The accounting code for the invoice, if applicable.
  • Address, Primary. The vendor’s primary address information. This address is included on the invoice voucher and voucher export.

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

  1. Find the invoice you want to edit and select it.
  2. Click Actions > Edit.
  3. Edit the invoice. Note: The Status of the invoice impacts which fields are editable. Many fields are locked for editing after the invoice is approved.
  4. Click Save & close. A confirmation message appears and the invoice is updated.

Deleting an invoice

Deleting an invoice is possible while in an Open, Reviewed, or Cancelled status. Once an invoice has transitioned to Approved or Paid, it cannot be deleted.

  1. Find the invoice you want to delete and select it.
  2. In the Vendor invoice number pane, click Actions > Delete.
  3. In the Delete invoice dialog, click Delete. A confirmation message appears and the invoice is deleted.

Approving an invoice

Invoices require approval before the payment amounts are considered to be awaiting payment and in order for vouchers to be created. Approving an invoice is possible when:

  • The invoice status is Open or Reviewed.
  • One or more invoice lines are added to the invoice.
  • The user account includes the Approve invoice permission.
  • If you enter a Lock total value, all invoice lines and adjustment values must equal this lock total amount. See Invoice information > Lock total for information about lock total.
  • All funds on the invoice have been distributed.

Approving an invoice triggers the following system actions:

  • Once one or more invoices connected to a purchase order line have been “Approved,” the purchase order Payment status is changed to “Partially paid.”
  • Voucher and pending payment transactions are created. Vouchers are a mechanism for providing the information necessary to make invoice payments and can be exported to an external payment system. Each invoice generates a single unique voucher on which all fund charges are grouped by the fund external account number. For more information on exporting vouchers, see Exporting vouchers.

To approve an invoice, follow these steps:

  1. Find the invoice you want to approve and select it.
  2. In the Vendor invoice number pane, click Actions > Approve.
  3. In the Approve invoice dialog, click Approve. A confirmation message appears and the invoice is approved.

Note: the action may be listed as Approve & pay if you have selected the Approve and pay in one click option in Settings > Invoices > Approvals.

Viewing a voucher

Once an invoice is approved, an invoice voucher is created and is added to the invoice record. To view an invoice voucher, follow these steps:

  1. Using the Search and Filter pane, find the invoice you want to view and select it.
  2. In the Vendor invoice number pane, scroll down to the Voucher information section. Key information about the invoice payment voucher is displayed in this section.
  3. To view all voucher information on a full screen window, click View voucher.

Voucher information

  • Status. The status of the invoice voucher: Awaiting Payment or Paid.
  • Voucher number. System-assigned number for this voucher.
  • Voucher date. Date the invoice was approved and the voucher was created.
  • Total. Total amount of all voucher lines.
  • Exchange rate. Currency exchange rate used to generate the transaction.
  • Disbursement number. The identifier from an external system corresponding to a payment. This may be added to the voucher by clicking Actions > Edit.
  • Disbursement date. The date from an external system corresponding to a payment. This may be added to the voucher by clicking Actions > Edit.
  • Disbursement amount. The amount from an external system corresponding to a payment. This may be added to the voucher by clicking Actions > Edit.
  • Account number. The number of the vendor organization account for the payment method indicated on the invoice. This value is only populated if the organization record for the vendor contains an account number in the Accounts section for the payment method being used for this invoice.
  • Accounting code. Vendor accounting code to identify the vendor organization in an external accounts payable system.
  • Enclosure needed. If true and payment method is “Check,” this indicates to an external accounting system that an enclosure is needed with this invoice. If the Export to accounting checkbox is set to true and a voucher is created for this invoice, the export voucher file will contain a value of true in the enclosure needed data element.
  • Vendor. Vendor name.
  • Address 1. Vendor address 1. This is the vendor’s primary address from the Organization app. See Organizations> Adding an address for more information.
  • Address 2. Vendor address 2.
  • City. Vendor city.
  • State/Prov./Region. Vendor State, Province, or Region code.
  • Zip code. Vendor zip code.
  • Country. Vendor country.

Voucher lines

The voucher lines are grouped by fund external account number. For example, if there are multiple invoice lines on an invoice that contain the same fund external account number, only one voucher line will be generated containing the total amount across those invoice lines.

  • External account number. The fund’s external account number.
  • Total. The total amount for all voucher lines, displayed at the bottom of the voucher line table.

The Voucher lines table contains this information for each voucher line:

  • Line number.
  • Group.
  • Fund code.
  • External account number.
  • Amount.

Edit a voucher to add disbursement information

To add information about the invoice voucher disbursement from an external accounts payable system, use the Actions menu to edit the invoice voucher.

  1. Using the Search and Filter pane, find the invoice for which you want to update disbursement information and select it.
  2. Scroll down to the Voucher information section and click the View voucher button
  3. From the View voucher full-screen window, open the Actions menu and select Edit.
  4. Enter the disbursement information in the fields described below.
  5. Click Save and close.

The only fields that are editable on the voucher are:

  • Disbursement number. Enter an identifier from an external system corresponding to a payment, such as a check number.
  • Disbursement date. Enter the date of the disbursement transaction in the external system.
  • Disbursement amount. Enter the amount of the disbursement, with or without decimal. Note: the voucher number will be editable only if configured in Settings > Invoices > Voucher number.

Exporting vouchers

To export a file of voucher information in JSON or XML format, follow these steps:

  1. In the search results pane, click Actions > Voucher export.
  2. On the voucher export screen, choose a batch group from the drop-down menu.
  3. All previous voucher exports run for the batch group are listed in a table containing Date, Status, and Message columns. There are also links to download past files at the end of each row where export was successful.
  4. To run a new voucher export for a batch group, click Run manual export. A message appears, “All vouchers created since last export for the batch group FOLIO will be exported and this process cannot be reversed.”
  5. Click Continue to proceed or Cancel.
  6. When the export is complete, a new table row is created containing a message to indicate whether the file uploaded successfully to FTP location or vouchers for batch voucher export were not found.
  7. To download one of the voucher export files, click on the downward arrow at the end of the table row. Note: The file will download in the format configured on the batch group configuration. For more information see Settings > Invoices > Batch group configuration.

Voucher export details

The voucher export details section appears on invoices that have the Export to accounting checkbox activated, where the export has been performed. It includes the following fields:

  • Batch group. The name of the batch group selected for the invoice.
  • Batch file name. The name of the file generated by the voucher export process, expressed as date-time.
  • Batch file status. The status of the voucher export batch file: Uploaded or Error.

After exporting vouchers, you can view details about the export and download the full voucher export file by finding an invoice that was included in the export job. To view voucher export details and download the file to your local download folder, follow these steps:

  1. Using the Search and Filter pane, find the invoice you want to view and select it.
  2. In the Vendor invoice number pane, scroll down to the Voucher export details section.
  3. To download the full voucher export file, click the downward arrow download icon next to the Batch file name. This file will contain all vouchers that were in an Approved status that had not yet been exported at the time of job execution.

Voucher export file

The voucher export file contains the following data elements:

  • accountingCode
  • accountNumber
  • amount
  • batchedVoucherLines/0/amount
  • batchedVoucherLines/0/fundCodes/
  • batchedVoucherLines/0/externalAccountNumber
  • disbursementAmount
  • enclosureNeeded
  • exchangeRate
  • folioInvoiceNo
  • invoiceCurrency
  • invoiceDate
  • invoiceTerms
  • status
  • systemCurrency
  • type
  • vendorInvoiceNo
  • vendorName
  • voucherDate
  • voucherNumber
  • vendorAddress/addressLine1
  • vendorAddress/addressLine2
  • vendorAddress/city
  • vendorAddress/stateRegion
  • vendorAddress/zipCode
  • vendorAddress/country

Printing a voucher

To print an invoice voucher, follow these steps:

  1. Follow the instructions in Viewing a voucher to find the voucher you want to print.
  2. In the Voucher invoice full screen display, select Actions > Print.
  3. The print preview dialog box opens. For descriptions of each field included in the voucher print view, see Voucher information.
  4. Click on the Destination drop-down to select whether to print the voucher or save to a PDF file.
  5. Click Save or Print as indicated by your destination selection.

Paying an invoice

Use the Pay action to update the invoice to the status of Paid. The Pay action is available in the Action menu if the Settings > Invoices > Approvals Approve and pay in one click setting is turned off. This enables a library to use separate actions to Approve invoices and Pay invoices. If that setting is off, the invoice must be approved before the Pay action will be available.

Moving the invoice to paid status will trigger an update of the purchase order status to Closed once the order is fully received. See Settings > Invoices > Approvals for more information about the “Approve and pay in one click” setting.

To pay an invoice, follow these steps:

  1. Using the Search and Filter pane, find the approved invoice that you want to pay and select it.
  2. In the Voucher invoice number pane, select Actions > Pay.
  3. Click Submit.

Cancelling an invoice

Cancelling an invoice is possible while in an Approved or Paid status and when the user account includes the Invoice: Cancel invoices permission. Cancelling an invoice triggers the following system actions:

  • All transactions against funds related to the invoice are voided.
  • The invoice voucher status is set to Cancelled.
  • Users are unable to Open, Approve, or Pay the invoice after cancelling.

To cancel an invoice, follow these steps:

  1. Find the invoice you want to cancel and select it.
  2. In the Vendor invoice number pane, click Actions > Cancel.
  3. In the Cancel invoice dialog, optionally enter a Cancellation note. The Cancellation note displays in the Invoice information accordion.
Last modified August 29, 2024