Tracking Invoice of Received Items

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You can use the Invoice tab on the Request form to record details of the paper invoice you receive from the lending institution for the requested item. This invoice tab serves as a storage/reminder of what your institution was charged, and is unrelated to the process of billing your customer for the received items.

Find the Transaction

Use the Search Requests or Search Users fields on the Home ribbon of the Main Page to find the item Request Form so that you can attach invoice payment information. Select the record, by double-clicking on it, to bring up the Request Form.

Verify Invoice Receipt

Use the information on the Request Form to verify that the invoice is from the institution that you have marked in ILLiad as supplying the piece.

Add Invoice Information

  1. Click the Invoice tab on the Request Form to view the Invoice Form.
  2. If there is already Invoice information on the form, you have already paid the invoice for this transaction.
  3. Add the Invoice information in the Invoice Form. Invoice information requires either an invoice number or an item amount.
  4. When you have added the information to the form, click the Save button to attach the costs to the record.
  5. ILLiad now has a record of the invoice. Pay the invoice as you would normally.

Tracking Payments Via IFM

You may use the same invoice tab to records IFM payments. Currently there is no functionality in ILLiad to automatically record your IFM payments to other libraries, however, when an item status is changed to Shipped, IFM charges from the lending library are stored in the IFMCost field in the Transactions table, and this can be used to create reports.

Example: Setting Up ILLiad to Bill for a Lost or Damaged Item

When an item becomes lost or damaged by one of your customers, you can set ILLiad up to send them an email with charge information in it. You can add this new email template through the Customization Manager and through additional email text files.

Open the Customization Manager and look under System | EMail for the EMailRouting table. Add a new entry for the Lost/Damaged item for the Borrowing process by adding the following fields:

ProcessType Borrowing
Name Lost or Damaged Item
DefaultSubject Lost or Damaged Item
DefaultFromName ILLiad
FileNameLoan lostloan.txt
FileNameArticle lostart.txt

If you have a Shared Server setup, this will be your site symbol in ILLiad.

If not, this will be ILL.

Once you have added the record to the EMailRouting table, you need to create the loan and article templates. Take a template you are already using for emails and edit it to include the information about the item being lost or damaged. A good one to start from would be ILLLoan.txt and ILLArt.txt. These will be on your server in the default email directory, or another location depending on your setup. Your system administrator should know where these files are located. Once they have been edited, put them in the default email directory. Once you close and reopen the client, a new entry (Lost or Damaged Item) will appear on the EMail menu from the request forms.


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