Creating Direct Charge Invoices

You can create a direct charge invoice for purchases that are not attached to a purchase order. There is no initial encumbrance. This method simply expends money from your funds using an invoice. You can use this method for bulk purchases where you don’t need/want to track individual line items. For example, say you buy some children’s books, coloring books and supplies for a children’s program and you just want to expend that money in bulk from your funds. You can use a direct charge invoice with one or more direct charges, to expend the total purchase price from your funds.

1. Go to Acquisitions ⇒ Create Invoice.

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

3. The system fills in the Invoice Date with the current date. You should update that to the date on the paper invoice if it is different.

4. In the Provider box start typing the name of the provider and then select it from the list presented. The Shipper box will fill in automatically.

5. The Receiver will default to the workstation location. You can select a different location from the dropdown menu in necessary.

6. All other fields are optional.

7. Click New Charge to add a charge to the invoice.

8. Select the Charge Type from the dropdown menu. The fund menu appears.

9. Select a Fund from the dropdown menu.

10. Enter a Title/Description, Author, and Note of the order or resource (optional but recommended).

11. Enter the Amount Billed.

12. Tab to the Amount Paid box. The amount will fill in automatically though it is a little slow. You can also type the amount in manually.

Billed and Paid amounts should be equal.

To add additional charges to the invoice click the New Charge button again. You can also add additional charges for shipping, handling, or other changes by selecting the appropriate charge type from the dropdown.

13. Click Save and then click Close Invoice to finalize the invoice. Click Save if you want to save your work to finish later. Money will not be expended until the Close Invoice button is clicked.