Add an Invoice Line Item to Create a Brief Bib Record

You can add an invoice line item when no bibliographic record exists. Leap automatically creates a brief bib record using the bibliographic data you provide.

You can add an invoice line item and automatically create a brief bib record if all of the following conditions are true:

• You have the following permissions enabled in Polaris Administration:
  • Invoices: Create
  • Invoices: Modify
  • Create a bib record from acquisitions and serials: Allow
• The invoice is not a Miscellaneous invoice.
• The invoice has a status of Open.

Note:
To add other types of invoice line items, see Add an Invoice Line Item for an Existing Bibliographic Record or Add an Invoice Line Item to a Miscellaneous Invoice.

To add an invoice line item and a brief bib record

1. Find the invoice you want to edit, and open it in the Invoice workform.
2. Select the Line Items view.

3. Select NEW LINE ITEM.

   The New Invoice Line Item workform appears.

   

4. (Optional) On the Details view, enter a number in the ISBN/ISSN box.

5. (Optional) Select a template from the Bib Template list.
6. Enter a title in the Title box.
7. (Optional) Enter an author in the Author box.
8. (Optional) Enter the publisher in the Publisher box.
9. (Optional) Enter the publication date in the Date box.
10. (Optional) Enter the edition in the Edition box.
11. (Optional) Select the Alert checkbox to display an alert icon for the line item on the Line Items view of the Invoice workform.

12. (Optional) Select the Display in PAC checkbox if you want the title to appear in the PAC.

    Notes:

    • The Display in PAC: Brief bibliographic records created from acquisitions administrative setting controls the default setting of this checkbox. This setting is available in Polaris Administration (staff client) on the Profiles > Acquisitions/Serials tab. For more information, search for "Enable Brief Bib Record Display in PAC" in the Polaris staff client help.

    • If you select a template from the Bib Template list, Leap applies the Display in PAC setting specified in the template.

13. (Optional) Enter a number in the Other No. box. This field corresponds to the bibliographic record 024 tag.
14. (Optional) Enter a Library of Congress Control Number in the LCCN box.

15. (Optional) Select a material type from the Material Type list.

    Note:
    The Material Types policy table determines the material types that appear in this list. For more information, search for "Material Types Policy Table" in the Polaris staff client help.
    

16. (Optional) Enter the date when invoice materials were shipped in the Shipped Date box.
17. (Optional) Enter text in the Alert Note box.
18. Enter a number in the Unit Price box.

19. (Optional) Edit the Discount Rate.

    Notes:

    • Leap automatically applies the supplier's current discount rate to the invoice line item.

    • Leap automatically calculates the discount rate if you enter the unit price and discount price. The discount rate can have up to four decimal places.

20. (Optional) Edit the Discount Price.

    Note:
    Leap automatically calculates the discount price if you enter the unit price and discount rate.
    

21. Select the Segments view.
22. Add at least one line item segment.

    To add a line item segment

    1. On the Invoice Line Item workform, select the Segments view.
    2. Select the Orders view.
    3. (Optional) Enter text in the Filter box to filter the list of segments.

    4. Select +NEW SEGMENT.

       The Add Segment dialog appears.

    5. Do one or more of the following:

       • Select a library or branch from the Destination list.

         Note:
         If the invoice method is Depository Agreement or Purchase, the destination you select must have at least one fund.
         

       • Select a collection from the Collection list.
       • Select a fund from the Fund list.

    6. Select OK.

23. Select SAVE.