Adding line items from a Purchase Order or search results screen to an invoice

You can create an invoice or add line items to an invoice directly from a Purchase Order or an acquisitions search results screen.

  1. Place a checkmark in the box for selected line items from the Purchase Order' or acquisitions search results page.
  2. If you are creating a new invoice, click ActionsCreate Invoice From Selected Line Items. Enter the invoice information in the top half of the screen.
  3. If you are adding the line items to an existing invoice, click ActionsLink Selected Line Items to Invoice. Enter the Invoice # and Provider and then click the Link button.
  4. Evergreen automatically enters the number of items that was ordered in the # Invoiced and # Paid fields. Adjust these quantities as needed.
  5. Enter the amount that the organization was billed. This entry will automatically propagate to the Paid field.
  6. 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.
  7. You have four options for saving an invoice.

    • Click Save to save the changes you have made while staying in the current invoice.
    • Click Save & Clear to save the changes you have made and to replace the current invoice with a new invoice so that you can continue invoicing items.
    • Click Prorate to save the invoice and prorate any additional charges, such as taxes, across funds, if multiple funds have been used to pay the invoice.

    Note

    Prorating will only be applied to charge types that have the Prorate? flag set to true. This setting can be adjusted via AdminServer AdministrationAcquisitionsInvoice Item Type.

    • Click Close. Choose this option when you have completed the invoice. This option will also save any changes that have been made. Funds will be disencumbered when the invoice is closed.
  8. You can re-open a closed invoice by clicking the link, Re-open invoice. This link appears at the bottom of a closed invoice.