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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Acquisitions/PApay/Modify_the_payment_history.htm
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<!DOCTYPE html>
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<h1><a name="XREF_98981_Modify_the_check"></a>Modify the Payment History</h1>
<p><a name="kanchor2687"></a><a name="IX_modifying_numbers_after"></a><a name="kanchor2688"></a><a name="IX_modifying_check_or"></a><a name="kanchor2689"></a><a name="IX_modifying_after_paying"></a><a name="kanchor2690"></a><a name="IX_modifying_the_check"></a>To add or change the check number, voucher number, or date on the invoice payment history.</p>
<ol>
<li value="1">Open the Invoice workform.</li>
<li value="2">Select <b>View</b> &gt;<b> Payment History</b>.</li>
<p>The Payment History view appears.</p>
<li value="3">Right-click the line for which you want to modify the check/voucher number, and select <b>Modify Payment History</b>.</li>
<p>The Modify Check/Voucher Number dialog box appears.</p>
<li value="4">Select <b>Check or </b><b>Voucher</b> if it is not already selected.</li>
<p class="NoteShade"><b>Note: <br /></b>The default method of payment is set by the Acquisitions parameter <b>Default payment option when paying/ crediting invoices</b>.</p>
<li value="5">Type the check or voucher number in the <b>Number </b>box.</li>
<li value="6">If the voucher or check date is different than today’s date, select a date in the <b>Date </b>box.</li>
<li value="7">Click <b>OK.</b></li>
<p>The payment information is updated.</p>
</ol>
</div>
</div>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Acquisitions/PApay/Pay_an_entire_invoice.htm
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<!DOCTYPE html>
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<h1><a name="XREF_39049_Pay_an_entire"></a>Pay an entire invoice</h1>
<p><a name="kanchor212"></a><a name="IX_paying_for_all_line_items"></a><a name="kanchor213"></a><a name="IX_all_line_items_2"></a>To pay an entire invoice that has a status of open and a payment method of purchase.</p>
<p class="NoteShade"><a name="kanchor214"></a><a name="IX_paying_miscellaneous"></a><a name="kanchor215"></a><a name="IX_miscellaneous_1"></a><a name="kanchor216"></a><a name="IX_paying"></a><b>Note:<br /></b>Miscellaneous invoices can be paid if there are no line items and the charges are only at the header level. They can also be paid if there are unreceived line items. For all other types of invoices, all the line items must be received before the <b>Pay</b> option is available.</p>
<ol>
<li value="1">Open the Invoice workform.</li>
<p class="NoteShade"><b>Tip: <img src="Paybtn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /><br /></b>Click to pay the entire invoice.</p>
<li value="2">Select <b>Tools </b>&gt;<b> Pay</b> from the menu bar.</li>
<p>The Check/Voucher dialog box appears.</p>
<p>The selection in the Check/Voucher dialog box is determined by the setting in the <b>Default payment option when paying/crediting invoices </b>parameter in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Set_the_default_payment_option_to_check_or_voucher.htm#XREF_97750_Set_the_default">Set the default payment option to check or voucher</a>.</MadCap:conditionalText></p>
<p>
<img style="width: 210.042pt;height: 98.252pt;margin-bottom: 0.000pt;" src="CheckVentire.gif" alt="" />
</p>
<p class="NoteShade"><a name="kanchor217"></a><a name="IX_exchange_rate_display"></a><a name="kanchor218"></a><a name="IX_display_on_the_check"></a><a name="kanchor219"></a><a name="IX_paying_invoices_for_1"></a><a name="kanchor220"></a><a name="IX_paying_invoices_for"></a><a name="kanchor221"></a><a name="IX_paying_invoice_for"></a><b><b>Note</b>:<br /></b>If the linked supplier uses a currency other than your base currency, the currency code appears next to Amount; for example, Amount (CAD)&#160;if your base currency is U.S. dollars, but the supplier uses Canadian dollars. If you need to change the exchange rate, click Cancel&#160;and select Utilities, Update Currency Exchange Rate. You must have the Polaris Acquisitions permission Adjust currency exchange rate: Allow. See <a href="../PAsuppliers/Update_the_currency_exchange_rate_for_a_foreign_currency.htm#XREF_21514_Update_the">Update the currency exchange rate for a foreign currency</a>.</p>
<p>
<img style="width: 210.042pt;height: 98.252pt;margin-bottom: 0.000pt;" src="checkvouchUSD.gif" alt="" />
</p>
<li value="3">If necessary, type the voucher or check number in the <b>Number</b> box. You can enter up to 30 characters to identify the check or voucher.</li>
<li value="4">To enter a different date, type the date in the <b>Date</b>&#160;box, or select it from the calendar.</li>
<li value="5">Click <b>OK</b>.</li>
<p>If the invoice can be paid without exceeding the fund limits, the message <b>The invoice was paid successfully</b> appears in the status bar, and the following events occur:</p>
<ul type="disc">
<li>
The status of the invoice changes from Open to Paid. The lines also have a status of Paid.
</li>
<li>
The invoice number and number suffix become read-only and cannot be edited.
</li>
</ul>
<p class="NoteShade"><b>Tip:<br /></b>If the invoice is linked to a foreign supplier, the amounts disencumbered and expended are converted to the base currency (according to the current exchange rate), and the amounts are posted in the linked funds in the base currency.</p>
<ul type="disc">
<li>
All linked funds are disencumbered and expended if there is a linked purchase order. If there is no purchase order, the linked funds are expended.
</li>
<li>
The check or voucher information appears in the <b>Check</b>&#160;or <b>Voucher </b>fields on the Charges view.
</li>
<li>
The payment appears on the Payment History view. See <a href="View_the_invoice_payment_history.htm#XREF_74652_View_the_invoice">View the invoice payment history</a>.
</li>
</ul>
<p><a name="kanchor222"></a><a name="IX_overexpending_when"></a><a name="kanchor223"></a><a name="IX_paying_invoices"></a><a name="kanchor224"></a><a name="IX_overriding_1"></a><a name="kanchor225"></a><a name="IX_expenditure_limits_on"></a>If the fund’s free balance or expenditure limits will be exceeded, the Overexpenditures List dialog box appears.</p>
<p>
<img style="width: 186.320pt;height: 138.080pt;margin-bottom: 0.000pt;" src="overexpenditure_invoice.gif" alt="" />
</p>
<p>If the Overexpenditures List dialog box appears, do one of the following:</p>
<ul type="disc">
<li>
Click <b>Adjust Funds </b>- Then select the Fund, right-click and select Open from the context menu. The Fund workform opens and you can modify the fund if you have the permission <b>Modify fund</b>.
</li>
<li>
Click <b>Continue</b> - Continue paying the invoice and override the expenditure limits. You must have the permission<b>&#160;Invoice: Pay invoice exceeding fund expenditure limits</b>. This permission allows you to exceed the fund expenditure limits and the free balance.
</li>
</ul>
</ol>
<h4>Related Information</h4>
<p><a href="Print_one_or_multiple_vouchers.htm#XREF_93158_Print_a_voucher">Print one or multiple vouchers</a>
</p>
</div>
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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Acquisitions/PApay/Pay_an_invoice_line_item_segment.htm
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<!DOCTYPE html>
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<h1><a name="XREF_14796_Pay_for_a_single"></a>Pay an Invoice Line Item Segment</h1>
<p><a name="kanchor2307"></a><a name="IX_paying_a_single_segment"></a><a name="kanchor2308"></a><a name="IX_paying_a_single_line"></a><a name="kanchor2309"></a><a name="IX_single_line_item_segment"></a>If you received less than the total number of copies of a line item on an invoice, you can pay for just the portion you received by paying the line item segment. To pay for an invoice line item segment:</p>
<ol>
<li value="1">Open the Invoice Line Item workform.</li>
<p class="NoteShade"><b>Tip:<br /></b>Select the segment and click <img src="Paybtn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />&#160;on the items list toolbar.</p>
<li value="2">Right-click the segment and select <b>Pay</b>.</li>
<p>The Segment Payment/Credit dialog box appears.</p>
<li value="3">If the quantity you are paying for is less than the total quantity ordered, type the quantity in the <b>Enter the quantity to pay </b>box.</li>
<p class="NoteShade"><b>Tip:<br /></b>You can use the Acquisitions parameter <b>Default payment option when paying/ crediting invoices</b>&#160;to specify whether <b>Check</b>&#160;or <b>Voucher</b>&#160;is selected by default when staff members prepay, pay or credit an invoice.</p>
<li value="4">Click <b>OK</b>.</li>
<p>The Check/Voucher dialog box appears. The selection in the Check/Voucher dialog box is determined by the setting in the <b>Default payment option when paying/crediting invoices </b>parameter in Polaris Administration. See <a href="../../Acquisitions_Admin/PDKacquire/Set_the_default_payment_option_to_check_or_voucher.htm#XREF_97750_Set_the_default">Set the default payment option to check or voucher</a>.</p>
<p class="NoteShade"><b>Note</b>:<br />If the linked supplier uses a currency other than your base currency, the currency code appears next to Amount; for example, Amount (CAD) if your base currency is US Dollars, and the supplier’s currency is in Canadian dollars. If you need to change the exchange rate, click Cancel&#160;and select Utilities, Update Currency Exchange Rate. You must have the Polaris Acquisitions permission <b>Adjust currency exchange rate: Allow.</b> See <a href="../PAsuppliers/Update_the_currency_exchange_rate_for_a_foreign_currency.htm#XREF_21514_Update_the">Update the currency exchange rate for a foreign currency</a>.</p>
<li value="5">Type the voucher or check number in the <b>Number</b> box.</li>
<li value="6">To enter a different pay date, type or select a date in the <b>Date</b> box.</li>
<li value="7">Click <b>OK</b>.</li>
<p>The total segment is paid if you paid the total quantity. If you paid an amount less than the total quantity, the segment is split, and the unpaid portion appears in a separate segment in the line.</p>
</ol>
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<h1><a name="XREF_10115_Paying_multiple"></a>Pay One or Multiple Lines on an Invoice</h1>
<p>If you do not want to pay the entire invoice with one check or voucher, you can split up the invoice and select only the lines that you want to pay with a single check or voucher. When you pay for a line item, you pay for the total quantity received for the line item. To pay for less than the total received for the line item, you can pay for segments of the line item on the Invoice Line Item workform. See <a href="Pay_an_invoice_line_item_segment.htm#XREF_14796_Pay_for_a_single">Pay an invoice line item segment</a>.</p>
<p class="KeepWithNext">To pay one or multiple line items on an invoice:</p>
<ol>
<li value="1">Open the Invoice workform.</li>
<p class="NoteShade"><b>Note:<br /></b>You can also pay for single line items from the Invoice Line Item workform.</p>
<p class="NoteShade"><b>Tip: </b>
<img src="PApay00286_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />
<br />Click to see the line items on the invoice.</p>
<li value="2">Select <b>View </b>&gt;<b> Line Items</b>.</li>
<p>The Line Items view appears.</p>
<li value="3">Select a line item, or select multiple line items by pressing the <b>CTRL</b>&#160;key while selecting the lines.</li>
<p class="NoteShade"><b>Tip: </b>
<img src="InvPayButton_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />
<br />Click to pay the lines you selected.</p>
<li value="4">Select <b>Tools </b>&gt;<b> Pay </b>to pay the selected items.</li>
<p>The Check/Voucher dialog box appears.</p>
<p>The selection in the Check/Voucher dialog box is determined by the setting in the <b>Default payment option when paying/crediting invoices</b><b> </b>parameter in Polaris Administration.<MadCap:conditionalText data-mc-conditions="Primary.Online"> See <a href="../../Acquisitions_Admin/PDKacquire/Set_the_default_payment_option_to_check_or_voucher.htm#XREF_97750_Set_the_default">Set the default payment option to check or voucher</a>.</MadCap:conditionalText></p>
<p class="NoteShade"><b><b>Note</b>:<br /></b>If the linked supplier uses a currency other than your base currency, the currency code appears next to Amount; for example, Amount (CAD)&#160;if your base currency is US Dollars, and the supplier’s currency is in Canadian dollars. If you need to change the exchange rate, click Cancel&#160;and select Utilities, Update Currency Exchange Rate. You must have the Polaris Acquisitions permission <b>Adjust currency exchange rate: Allow</b>. See <a href="../PAsuppliers/Update_the_currency_exchange_rate_for_a_foreign_currency.htm#XREF_21514_Update_the">Update the currency exchange rate for a foreign currency</a>.</p>
<li value="5">If necessary, type the voucher or check number in the <b>Number</b> box.</li>
<li value="6">To enter a different date from today’s date, type it in the <b>Date</b>box, or select it from the calendar.</li>
<li value="7">Click <b>OK</b>.</li>
<p><b>The invoice lines were paid successfully</b>&#160;appears in the status bar, and the following events occur:</p>
<ul type="disc">
<li>The status of the whole invoice changes from open to part paid.</li>
<li>The payment statuses of the selected lines change from open to paid.</li>
<li>The invoice status changes from open to paid if the line being paid is the last open line on the invoice.</li>
<li>The linked funds are expended.<a name="XREF_50970_Paying_a_Line_Item"></a></li>
</ul>
</ol>
<h4>Related Information</h4>
<p><a href="Print_one_or_multiple_vouchers.htm#XREF_93158_Print_a_voucher">Print one or multiple vouchers</a>
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<h1><a name="XREF_19585_Paying_the_Invoice"></a>Paying Invoices</h1>
<p><a name="kanchor1289"></a><a name="IX_paying_overview"></a><a name="kanchor1290"></a><a name="IX_overview_66"></a>After invoice line items have been added, charges have been distributed with any taxes applied, and open invoices with a payment method of purchase are ready to be paid in Polaris. You can pay an entire invoice, individual line items on an invoice, or segments within an invoice line item.</p>
<p><a name="kanchor1291"></a><a name="IX_described_64"></a>You can print vouchers in Polaris and send them to your financial department so that the appropriate funds can be expended. The voucher shows the supplier and the total of each fund used on the invoice. When you print vouchers, you can select a summary voucher or a full voucher. Both the summary and full vouchers show the totals for each fund used in the invoice and the grand total for all funds used in the invoice, but the full voucher also shows details for each invoice line item. You can print multiple vouchers at once or print (or e-mail) a single voucher.</p>
<p>If you paid an invoice in error, you can undo the payment, which reverses the expenditures in any linked funds, re-encumbers the amounts in the linked funds (if the invoice line item segment is linked to a purchase order line item segment) and resets the invoice to an “open” status. You can undo payments for a whole invoice with a payment method of purchase and an invoice type of regular, <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">approval plan<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An arrangement with a publisher or vendor to send materials automatically. With an approval plan, it is not necessary for the library to order each title individually, and titles that are not considered appropriate may be returned by the library. An approval plan with a vendor is usually an agreement that the library will receive current imprints selected for the library on the basis of a detailed profile.</span></a>, blanket order or miscellaneous. You cannot undo payments for individual line items or line item segments.</p>
<p>See also:</p>
<ul type="disc">
<li><a href="Pay_an_entire_invoice.htm#XREF_39049_Pay_an_entire">Pay an entire invoice</a>
</li>
<li><a href="Pay_one_or_multiple_lines_on_an_invoice.htm#XREF_10115_Paying_multiple">Pay one or multiple lines on an invoice</a>
</li>
<li><a href="Pay_an_invoice_line_item_segment.htm#XREF_14796_Pay_for_a_single">Pay an invoice line item segment</a>
</li>
<li><a href="Undo_the_invoice_payment.htm#XREF_87952_Undo_the_invoice">Undo the invoice payment</a>
</li>
<li><a href="View_the_invoice_charges.htm#XREF_59051_View_the_invoice">View the invoice charges</a>
</li>
<li><a href="View_the_invoice_payment_history.htm#XREF_74652_View_the_invoice">View the invoice payment history</a>
</li>
<li><a href="Modify_the_payment_history.htm#XREF_98981_Modify_the_check">Modify the payment history</a>
</li>
<li><a href="Print_one_or_multiple_vouchers.htm#XREF_93158_Print_a_voucher">Print one or multiple vouchers</a>
</li>
<li><a href="Print_or_e-mail_a_voucher_from_the_Invoice_workform.htm#XREF_30402_Print_a_voucher">Print or e-mail a voucher from the Invoice workform</a>
</li>
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<h1><a name="XREF_93158_Print_a_voucher"></a>Print One or Multiple Vouchers</h1>
<p><a name="kanchor4700"></a><a name="IX_printing_multiple"></a><a name="kanchor4701"></a><a name="IX_printing_multiple_from_1"></a>To print one or multiple vouchers from the Polaris Find Tool:</p>
<p class="NoteShade"><b>Tip:<br /></b>You can print vouchers to be sent to your financial department whether the payment method is <b>Check</b> or <b>Voucher</b>.</p>
<ol>
<li value="1">Right-click and select <b>Print</b> <b>Invoice Voucher (Summary) </b>or <b>Invoice Voucher (Full)</b>.</li>
<p class="NoteShade"><b>Note:<br /></b>If any of the selected invoices have more than one voucher, or if any have a status of <b>Open</b>, you will be blocked from printing them in batch. To print more than one voucher for a single invoice, select only that invoice.</p>
<p>The vouchers appear in the Adobe Reader window where you can print them all at once.</p>
<li value="2">From the Find Tool results list, or from a list view box that displays invoices, select one or multiple paid, prepaid, credited, or partially paid invoices.</li>
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<h1><a name="XREF_30402_Print_a_voucher"></a>Print or E-mail a Voucher from the Invoice Workform</h1>
<p><a name="kanchor3380"></a><a name="IX_viewing_all_funds_for_an"></a><a name="kanchor3381"></a><a name="IX_viewing_all_funds_used"></a><a name="kanchor3382"></a><a name="IX_viewing_all_used_in_an"></a><a name="kanchor3383"></a><a name="IX_printing_vouchers"></a><a name="kanchor3384"></a><a name="IX_printing_an_invoice"></a>To print a voucher from the Invoice workform.</p>
<ol>
<li value="1">Open the Invoice workform for the paid invoice.</li>
<li value="2">Select <b>File </b>&gt;<b> Print </b>&gt;<b> Invoice Voucher (Summary)</b>, or <b>Invoice Voucher (Full)</b>.</li>
<p class="NoteShade"><b>Note:<br /></b>If more than one voucher is associated with the invoice, the vouchers display in a list box. Be sure to select the voucher that appears at the top of the list because the voucher(s) below it could be for payments that were later reversed.</p>
<p>The invoice voucher pdf appears in Adobe Reader. If you selected <b>Invoice Voucher (Summary)</b>, the voucher displays only the fund totals and the grand totals. If you selected <b>Invoice Voucher (Full)</b>, each line item is displayed.</p>
<p class="NoteShade"><b>Note:<br /></b>If the supplier uses a currency other than the base currency, the currency code appears on the invoice voucher; for example, <b>CAD</b> if Canadian Dollars is not your library’s base currency.</p>
<li value="3">Click <img src="printerrepbtn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> to print the voucher or click <img src="emailicon_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" /> to e-mail the report.</li>
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Staff Client Online Help/v7.5 - Staff Client Help/PolarisStaffHelp/Acquisitions/PApay/Undo_the_invoice_payment.htm
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<h1><a name="kanchor5612"></a><a name="IX_invoice"></a><a name="kanchor5613"></a><a name="IX_undoing_invoice"></a><a name="kanchor5614"></a><a name="IX_undoing_payment_1"></a><a name="kanchor5615"></a><a name="IX_undoing_payment"></a><a name="XREF_87952_Undo_the_invoice"></a>Undo the Invoice Payment</h1>
<p>If you paid an invoice in error, you can undo the payment, which reverses the expenditures in any linked funds, and re-encumbers the amounts (if the invoice line item segment is linked to a purchase order line item segment. You can repay the invoice after making corrections, and generate a new voucher for the correct payment.</p>
<p>To undo an invoice payment.</p>
<ol>
<li value="1">Open the Invoice workform for the paid invoice.</li>
<li value="2">Select<b> Undo Payment</b>, click <img src="Unpaybtn_16x16.gif" class="imginline" alt="" style="width: 16;height: 16;" />, or press the shortcut key combination <b>Alt+T+N</b>.</li>
<p class="NoteShade"><b><b>Tip:<br /></b></b>If a fund for any of the invoice line item segments or a header fund is closed, a message tells you that transactions cannot be posted against closed funds. If another user has the fund record or any line items open, a message tells you that the action will be canceled.</p>
<p>The following message appears: <b>You have chosen to undo payment against this invoice. All linked fund transactions will be reversed and the invoice re-opened. Continue?</b>&#160;If you click <b>Yes</b>&#160;to continue, the undo payment process begins.</p>
<p>For every invoice line item segment in the invoice and any header charges, the following transactions are posted in the linked fund:</p>
<ul type="disc">
<li><b>Unexpend</b> - The transaction type is unexpend, and the note identifies the line item and segment payment that was reversed: <b>Line [x], Seg [y] payment was reversed</b>. For unexpend transactions for header charges, the note indicates the type of header charge: <b>Invoice header charges: [type of charge]</b></li>
<li><b>Encumbrance</b> - If there is a linked purchase order line item segment, the fund amount is re-encumbered.</li>
</ul>
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<h1><a name="XREF_59051_View_the_invoice"></a>View the Invoice Charges</h1>
<p><a name="kanchor3723"></a><a name="IX_viewing_charges"></a><a name="kanchor3724"></a><a name="IX_viewing_invoice_1"></a>You can view all the charges included in an invoice on the Charges view of the Invoice workform. The Charges view includes information on payments, discounts, checks, and vouchers.</p>
<p>To view the charges on an invoice:</p>
<p class="NoteShade"><b>Note:<br /></b>If the invoice is linked to a foreign supplier, the currency code is displayed next to the amount; for example, <b>Grand total (USD)</b>&#160;for a Canadian library ordering from a United States supplier.</p>
<ol>
<li value="1">Open the Invoice workform.</li>
<li value="2">Select <b>View</b> &gt;<b> Charges</b>.</li>
<p>The Charges view of the Invoice workform displays the charges for materials and services. It also displays the total sales tax amount; the total amount of the payments made; total pending payments; total credits; discount and sales tax rates; the check number and date; and the voucher number and date.</p>
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<h1><a name="XREF_74652_View_the_invoice"></a>View the invoice payment history</h1>
<p><a name="kanchor2614"></a><a name="IX_viewing_payment_history"></a><a name="kanchor2615"></a><a name="IX_viewing_invoice_2"></a>You can view the payment history for an invoice on the Payment History view of the Invoice workform. It shows the payment date, amount, check or voucher number, the user’s name, payment status, and any notes.</p>
<p>To view the payment history for an invoice.</p>
<p class="NoteShade"><b>Note:<br /></b>You can change the check/voucher number and the date. See <a href="Modify_the_payment_history.htm#XREF_98981_Modify_the_check">Modify the payment history</a>.</p>
<ol>
<li value="1">Open the Invoice workform.</li>
<li value="2">Select <b>View</b> &gt;<b> Payment History</b>.</li>
<p>The Payment History view of the Invoice workform appears.</p>
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