There are two methods by which you may access a single invoice record. You can use the Search Invoices button to search for a known invoice number, or you may click the View button on the Previous Invoices tab to search for a specific invoice in the batch.
Using the Search Invoices Button
To search the database for any existing Billing Manager-generated invoices, click the Search Invoices button on the top right corner of the Billing Manager form to pull up the Search Invoices form.
This button is viewable from the Borrowing, Document Delivery, and Lending modules regardless of which tab you have selected on the Billing Manager form. The selected module will determine which invoices you will see and search.
The Search button does not appear when you are in the EFTS form as it does not apply to that function.
Specifying Your Search Criteria
From here, you may search for invoices using the search criteria at the top of the form. These include:
- The Start Date of the Invoice Batch
- The End Date of the Invoice Batch
- The Invoice Number
- The Transaction Number
- The ILL Number
- Citation Information
- The Last Name of the Customer (Borrowing and Document Delivery) or Institution Name (Lending)
- The Username of the Customer (Borrowing and Document Delivery) or Symbol (Lending)
- The Check or Reference Number
You may also limit your search using the checkboxes in the top right corner of the form. These allow you to search Only Unpaid invoices or to Include Cancelled invoices in your search.
Enter the criteria upon which you wish to base your invoice search and click the Search button.
If your search returns only one invoice record, you will automatically be taken to the Invoice Details form for the returned invoice.
Searching an Invoice Batch Using the View Button
To search a specific Invoice Batch for any existing Billing Manager-generated invoices, click the corresponding View button from the right side of the Billing Manager form on the Previous Invoices tab.
This will bring up a Generated Invoices list. This list displays the list of invoices that make up the invoice batch. Double clicking any item on the list will bring up the Invoice Details form for the chosen item.
If your search returns only one invoice record, you will automatically be taken to the Invoice Details form for the returned invoice.
Invoice Details
To see the Invoice Details form for any given invoice, select an invoice by double-clicking on it from the search results.
The Invoice Details form displays information about the Invoice itself in the Invoice Information section at the top of the form. From here you can determine the total amount of the invoice, the total amount paid toward this invoice total, and the current balance that is still due for this invoice.
You also have the option of re-printing the invoice or cancelling it using the buttons to the right of the form. The Borrower section, in the middle of the form, displays information about the Borrower associated with the selected invoice.
If the selected invoice is a Borrowing or Document Delivery invoice, this section will display information about the customer. If the selected invoice is a Lending invoice, this section will display information about the Borrowing institution.
The bottom section of the Invoice Details form displays several tabs containing sections for recording and tracking payments, viewing the specific transactions to which invoices apply, and tracking all actions affecting invoices.
The Payments Tab
The Payments tab in the bottom section of the form is where Payments toward invoice balances are entered and tracked.
The Invoice Items Tab
The Invoice Items tab is the section of the form where you can view the individual transactions attached to an invoice, and the specific charges that were applied to those transactions.
Double-clicking on a particular transaction from this form will bring up the Update Billing Charges form for that transaction, which includes all of the individual charges that make up the transaction's total billing charge.
This form can be used to edit the charges associated with a specific transaction if a mistake has been made.
The Invoice Tracking Tab
The Invoice Tracking tab displays all invoice tracking information associated with the selected invoice. This would include everything from the individual transactions being added to the invoice during the generation process until payment is completed.