Invoice acquisitions

You can create invoices for purchase orders, individual line items, and blanket purchases. You can also link existing invoices to purchase order.

You can invoice items before you receive the items if desired. You can also reopen closed invoices, and you can print all invoices.

Create a blanket invoice

You can create a blanket invoice for purchases that are not attached to a purchase order.

  1. Click AcquisitionsCreate invoice.

  2. Enter the invoice information in the top half of the screen.

  3. To add charges for materials not attached to a purchase order, click Add Charge… This functionality may also be used to add shipping, tax, and other fees.

  4. Select a charge type from the drop down menu.

  5. Select a fund from the drop down menu.

  6. Enter a Title/Description of the resource.

  7. Enter the amount that you were billed.

  8. Enter the amount that you paid.

  9. Save the invoice.

Create an invoice for a line item

See the section on creating new invoices for line items for details.

Create an invoice for a purchase order

You can create an invoice for all of the line items on a purchase order. With the exception of fields with drop down menus, no limitations on the data that you enter exist.

  1. Open a purchase order.

  2. Click Create Invoice.

  3. Enter a Vendor Invoice ID. This number may be listed on the paper invoice sent from your vendor.

  4. Choose a Receive Method from the drop down menu.

  5. The Provider is generated from the purchase order and is entered by default.

  6. Enter a note (optional).

  7. Select a payment method from the drop down menu.

  8. The Invoice Date is entered by default as the date that you create the invoice. You can change the date by clicking in the field. A calendar drops down.

  9. Enter an Invoice Type (optional).

  10. The Shipper defaults to the provider that was entered in the purchase order.

  11. Enter a Payment Authorization (optional).

  12. The Receiver defaults to the branch at which your workstation is registered. You can change the receiver by selecting an org unit from the drop down menu.


    The bibliographic line items are listed in the next section of the invoice. Along with the title and author of the line items is a summary of copies ordered, received, invoiced, claimed, and cancelled. You can also view the amounts estimated, encumbered, and paid for each line item. Finally, each line item has a line item ID and links to the selection list (if used) and the purchase order.

  13. Enter the number of items that were invoiced, the amount that the organization was billed, and the amount that the organization paid.

  14. You have the option to add charge types if applicable. Charge types are additional charges that can be selected from the drop down menu. Common charge types include taxes and handling fees.

  15. You have three options for saving an invoice. You can click Save, which saves the changes that you have made, but keeps the invoice open. You can click Save and Prorate, which enables you to save the invoice and prorate any additional charges, such as taxes, across funds, if multiple funds have been used to pay the invoice. You also can click Save and Close. Choose this option when you have completed the invoice.


You can re-open a closed invoice by clicking the link, Re-open invoice. This link appears at the bottom of a closed invoice.

Link an existing invoice to a purchase order

You can use the link invoice feature to link an existing invoice to a purchase order. For example, an invoice is received for a shipment with items on purchase order #1 and purchase order #2. When the invoice arrives, purchase order #1 is retrieved, and the invoice is created. To receive the items on purchase order #2, simply link the invoice to the purchase order. You do not need to recreate it.

  1. Open a purchase order.

  2. Click Link Invoice.

  3. Enter the Invoice # and the Provider of the invoice to which you wish to link.

  4. Click Link.

View an invoice

You can view an invoice in one of four ways: view open invoices; view invoices on a purchase order; view invoices by searching specific invoice fields; view invoices attached to a line item.

To view open invoices, click AcquisitionsOpen invoices. This opens the Acquisitions Search screen. The default fields search for open invoices. Click Search.

To view invoices on a purchase order, open a purchase order, and click the View Invoices link. The number in parentheses indicates the number of invoices that are attached to the purchase order.

To view invoices by searching specific invoice fields, see the section on searching the acquisitions module.

To view invoices for a line item, see the section on line item invoices.