Add an Invoice Line Unlinked to a Purchase Order Line

To add an invoice line that is not linked to a purchase order line:

Note:
See Creating Invoices for instructions to create and display a new invoice if the invoice does not exist in Polaris.

  1. Open the Invoice workform.
  2. Select View > Line Items.

    3. The Line Items view appears.

    Tip:
    Press CTRL+I to add a new line item.

  3. Click on the items toolbar.

    4. The Invoice Line Item workform appears.

  4. Enter the bibliographic information for the invoice line item, using one of the following methods:

    5. Tip:
    You can preview a bibliographic record in the Find Tool results list by right-clicking the record and selecting Preview. To preview subsequent records in the results list, keep the Preview window open, select the first record, and press the down arrow key on your keyboard.

    • Select an existing bibliographic record from the database - If you know the ISBN of the bibliographic record, you can type it in the ISBN box and press ENTER. The bibliographic information is automatically filled in if one exact match to the ISBN is found in the database. If you do not know the ISBN, click Find, and use the Find Tool to search for and select an existing bibliographic record. When you select the record in the Find Tool results, the information is automatically filled in.

    Tip:
    If you do not find the title in your Polaris database, you can search external databases using Z39.50. For more information, see Searching Remote Databases.

    • Create a new bibliographic record from Acquisitions - Type the bibliographic information in the appropriate fields in the Description frame of the workform. If you are ordering non-print materials, you can select a template in the Template box. Upon saving the new bibliographic record, the leader, 006, and 007 are automatically placed in the record. This allows you to create brief non-print bibliographic records, instead of automatically generating a “book” bibliographic record, and then manually updating each non-print title to be ordered. If you do not select a template, the brief bibliographic record that is created will be for a book.

    Important:
    You must create a bibliographic template in Cataloging with a name that begins with on-order for the template to display in the Invoice Line Item workform. See Creating On-Order Bibliographic Templates.

  5. Add the invoice line item segment information. See Add segment information for an invoice line.
  6. Select View > Additional Information.

    7. The Additional Information view appears.

  7. Type additional instructions, if applicable, in the following boxes:
    • Shipped date
    • Alert Note

    8. Tip:
    If an invoice line item has an alert note, an exclamation point appears next to the line item in the Find Tool results list and in the Invoice workform, Line Items view.

  8. Select File > Save to save the invoice line item to the invoice record.

    9. Note:
    If you add a line item to an invoice with an invoice type of Approval or Blanket, the system checks for duplicate line items in invoices and purchase orders. If a duplicate is found with the same bibliographic ID, collection, destination, and fund, a message appears.

Related Information

If you are not using Rapid Receipt, and an invoice line item is not linked to a purchase order, you must receive the line item at the segment level - See Receive a purchase order/invoice line item segment.