Variable-length Fields in Invoice Records
The following table describes the variable-length fields found in invoice records. Both the short label and default long label (if one exists) are shown.
| Invoice Record Fields | ||||||
|---|---|---|---|---|---|---|
| Field | Description | Field Group Tag | Data in Field Entered by | Limits | Examples | |
| FORCUR
or For Currency |
This field contains foreign currency information, including the following:
See Foreign Currency Codes and Rates for further information on these data elements. |
f | organization | N/A | f|cgbp|r1.6454|f,.2bp | |
| INV INFO | Field used by the system to identify invoice records. | ) | system | N/A | N/A | |
| INV NUMBER | Invoice number entered from the vendor's invoice. | n | organization | Users can enter up to 19 characters while creating an invoice. | 211068 | |
| INV TOTALS | This field contains various monetary amounts for the invoice, including the following:
If the invoice is in foreign currency, these amounts will be in the foreign currency. Note that the tax subfield stores summary-level taxes, including GST or VAT applied to a dedicated fund. Line-level taxes are stored in the LINE ITEM field. |
t | organization | N/A | t|g28206|n28206|t0|s0|d0 | |
| INV VENDOR | This field contains vendor information, including the following:
If the invoice has more than one vendor, there will be a separate field for each vendor. The invoice totals are for that vendor only, and will be in the local currency (if foreign currency is used). |
v | system | N/A | v|abaker|y1|c483|d30940 | |
| LINE ITEM | This field contains information pertaining to a single line item in the invoice. This field includes the following subfields:
Much of the information above is supplied by the system during the invoicing process; the remaining information such as paid amount, line item note, and subscription dates are entered by the user. The invoice record contains a separate field for each line item entered in the invoice. Depending on the system settings, the tax is either GST or VAT entered by the user at the line level during invoicing or a prorated amount added by the system during posting. Note that the subscription dates are optional and might not display during invoicing depending on the invoice settings. The voucher id subfield is used internally and consists of the vendor index number and a vendor line number. The vendor index number is used to match the line item to the vendor when there are multiple vendors on a single invoice. The vendor line number is used by the system to identify the line items going to that vendor. |
l | organization/system | The title subfield is limited to 30 characters. The line item note subfield is limited to 35 characters. The overall field is limited to 10,000 characters. | l|z1|ao1080585|b1548|c0|d0|e0 |fgenbk|g1|h1|i0|ja|k0|l |mFrom the eye of the storm : the|n|p346 |vbaker|y0.1|r20070719040000 |t20080719040000 |
|
| TAX TYPE | This field stores tax information if your library has enabled the feature to pay invoices using GST or VAT. The information includes the type of tax (GST or VAT) and the name of the dedicated fund (if applicable). | g | system | N/A | |ftaxfund|tgst | |
| USETAX RATE | This field contains usetax information, including the following:
The user can choose the type of usetax using the apply usetax drop-down menu during the invoicing process, as well as choosing a rate from a pre-defined list set up by your library. The supplemental charge and fund are supplied by the system. See Entering Invoices with Use Tax for further information. |
u | organization/system | N/A | u|tNone|r0|uy|f0 | |