Direct Charges

Direct charges are used to expend funds without an associated line item. Types of direct charges include processing fees, shipping fees, handling fees, tax, blanket orders, credit memos, and other miscellaneous types. There are also prorated direct charges that spread the cost of fees across funds associated with the line items in an invoice.

• Tax
• Handling Charge (proratable)
• Processing Fee (proratable)
• Shipping Charge (proratable)

• (Non-prorated) Shipping Charge
• (Non-prorated) Processing Fee
• (Non-prorated) Handling Charge

See Creating Blanket Invoices

• Non-Library Item
• Serial Subscription
• Salesman’s Order
• Standing Order
• Library Item
• Database

• Credit Memo – Should only be used in an invoice. A Credit Memo is used to negate an invoiced amount. Credits are usually issued by the vendor and should be entered into Acquisitions if an invoice has been finalized.
• Blanket Order – Should only be used in a purchase order. A Blanket Order charge is used on a purchase order to encumber an amount of money in a fund. The amount is then spent down over time through invoicing. Blanket Order charges should never be added to invoices.

1. Re-open or create the invoice.

2. Click on the New Charge button.

3. Select the Charge Type from the dropdown menu.

4. A blank charge will appear with a message “Not checking fund warning/stop thresholds.”

5. Once the charge type is selected the fund box will appear.

6. Select the Fund you want the charge to come out of.

7.- Enter the Title, Author, and Note of the item. Optional but helpful if the charge is for a particular resource or title and you want to be able to find it in a report.

8. Enter the Amount Billed and tab to the Amount Paid box. The amount paid will fill in automatically, though it is a little slow to do so. You can also just type in the amount.

9. Click the Save button and then click Close Invoice if you want to close the invoice.

If you need to remove a charge before the invoice has been saved or closed, click the Remove button next to the charge you want to remove. The button will take on a blue halo. When the invoice is saved or closed the charge will be removed.

You can add additional charges by clicking the New Charge button.

Prorated charges can only be used on invoices that have line items.

1. Retrieve or create the invoice with line items.

2. Click on the New Charge button.

3. Select the appropriate Proratable Charge Type from the dropdown menu.

4. You will not be able to select a fund. The fee will be split across the line items in the invoice.

5. Enter the Title, Author, and Note of the item (optional but helpful if the charge is for a particular resource or title and you want to be able to find it in a report)

6. Enter the Amount Billed and tab to the Amount Paid box. The amount paid will fill in automatically, though it is a little slow to do so. You can also just type in the amount.

7. Click the Prorate button.

8. Then click Close Invoice.

1. Re-open the invoice if it is closed.

2. To edit a single charge click the edit button to the right of the charge.

3. Make your changes.

4. Click the Save button and then click Close Invoice if you want to close the invoice.

1. Re-open the invoice if it is closed.

2. Click the Edit All button.

3. All direct charges will become editable.

4. Make any necessary changes.

5. Click Save and then Close Invoice.