When you start a new session and select Acquisitions from the Module Menu then the default page is the Order List. Click the Invoices tab to go to the Invoice List. You can search for existing invoices and add them to the list, or create a new invoice to add to the list. From the Invoice List you can approve and delete invoices.

We retain the contents of the Invoice List when you switch to another module or log off, so you'll see the list as it was when you switch back to Acquisitions or log on again.

 

Add existing invoices to the Invoice List

To add existing invoices to the Invoice List:

1. From the Module Menu select Acquisitions.
2. Click the Invoices tab.
3. Click Add to List to display the search page, and find the invoice or invoices you want. For example, you might search for all draft invoices for a particular vendor. When you have a set of records displayed, do one of the following.
   • Click Select Set to add all the records in the set to the Invoice List.
   • Click the checkbox next to the records you want, and then click Select Records to add just those records to the Invoice List. You can select records across pages. At the bottom of the browser you'll see the number of records selected. You can click Clear to deselect all the records.
   • Display a record in full, and then click Select Record to add just this record to the Invoice List.

You can also add existing invoices to the Invoice List using a SavedList.

1. From the Module Menu select Acquisitions.
2. Click the Invoices tab.
3. Click Add to List to display the search page.
4. Click SavedList Search on the Operations menu, search and find the SavedList you want, and then view the SavedList records.
5. Do one of the following.
   • Click Select Set to add all the records in the SavedList to the Invoice List.
   • Click the checkbox next to the records you want, and then click Select Records to add just those records to the Invoice List. You can select records across pages. At the bottom of the browser you'll see the number of records selected. You can click Clear to deselect all the records.
   • Display a record in full, and then click Select Record to add just this record to the Invoice List.

The records in the Invoice List will still be there if you switch to another module (e.g. Cataloguing or Circulation) and then back to Acquisitions again.

Sort the Invoice List

You can sort the Invoice List by clicking a column heading. For example, if you want to sort by the amount, click the Amount column heading once to sort the list in ascending order and then click a second time to sort in descending order.

Select invoices in the Invoice List

To select one invoice:

• Click the checkbox next to the invoice you want.
• Click anywhere in the row except the checkbox. This will automatically deselect any other invoices that are currently selected.

To select multiple invoices:

• Click the checkbox next to each invoice you want.
• Use SHIFT+Click to select consecutive invoices. Click anywhere in the row except the checkbox. Click the first row you want, press and hold SHIFT and then click the last row you want.
• Use CTRL+Click to select specific invoices. Click anywhere in the row except the checkbox.

Select or deselect the checkbox in the first column heading to select or deselect all the invoices.

View an invoice in the Invoice List

To view details of an invoice:

1. Select the invoice you want.
2. click View or right-click and click View.

Edit an invoice in the Invoice List

To edit an invoice:

1. Select the invoice you want.
2. Click Edit or right-click and click Edit.
3. Make your changes.
4. Click Save & Close to go back to the Invoice List.

Remove invoices from the Invoice List

Removing an invoice from the Invoice List does not delete that invoice. It simply removes it from the Invoice List. It can still be retrieved when you search for it in Staff Enquiry.

To remove unwanted invoices from the Invoice List do any of the following.

• Click Remove All to remove all POs.
• Select the invoice or invoices you want, and then click Remove. You can also right-click and click Remove.