The Invoice Register

The Invoice Register is one of the reports that prints during the posting process. This report lists all amounts entered during the invoicing process for each line item on each invoice contained in the session you are posting.

The following are described below:

Report Elements
Example Report

Report Elements

The first few lines of the Invoice Register list header information for the report. This information includes the number of order records being posted, the session number, the date the session was posted, and the page heading you entered during posting (shown as "jw" in the example below).

After the header information, the report lists details for each invoice in the session. The information listed for each invoice is divided into three sections:

Top Section

The top section lists the invoice number, invoice date, voucher number, and the vendor. The voucher number is a unique number assigned sequentially by the system to each invoice, and can be used to check against previous Invoice Registers to ensure there are no gaps in the sequence of numbers. The number following the vendor name in the example below (1825b) is taken from the NOTE 1 field in the vendor record. All text in this field prints on the Invoice Register.

Middle Section

The middle section lists the line item-level information for the invoice. The table below describes the information provided for each line item.

Column	Contains
P.O.#	The purchase order number associated with the line item.
ITEM AMT	The amount paid for the line item.
SHIP	The shipping charge for the line item. Sierra prorates the total shipping charge from the invoice across all line items, proportional to the amount of the item.
SERVICE	The service charge for the line item. Sierra prorates the total service charge from the invoice across all line items, proportional to the amount of the item.
TAX	The tax amount for the line item. Sierra prorates the total tax amount from the invoice across all line items, proportional to the amount of the item.
USETAX	The use tax amount for the line item. Sierra prorates the total use tax amount across all items unless you chose to apply usetax to selected items during invoicing. Note that this column displays only if there is use tax entered on the invoice.
TOTAL	The total amount for the line item, including shipping, service charges, tax, and usetax.
ENCUM	The amount of the encumbrance or disencumbrance associated with the line item.
FUND¹	The fund code associated with the line item.

¹If your library uses subfunds, a subfund number between 1 and 7 displays after the fund code.

Sierra prints the line item notes you entered during invoicing (if any) directly below the appropriate line item in the report (see P.O.# 1000822 in the example below). If there is no line item note, Sierra includes the number of copies paid for and the foreign currency amount and code (if the invoice was entered using a foreign currency). If a vendor includes the Vendor ID# for a serials invoice, this number follows the subscription information and is preceded by an exclamation mark (!).

Bottom Section

The bottom section for each invoice contains the invoice total and, if used by your library, totals for any external funds used in the invoice. In the example below, the first and third items were paid for from funds that had the same external fund code, while the second item was paid for from a fund that had a different external source. On an actual Invoice Register, <External Fund 1> and <External Fund 2> are replaced by the external fund names.

Additional elements can include:

Sierra offers the option to include the total amount of the invoices on the Invoice Register in both local and foreign currency. Note that foreign currency amounts still display at the line item level in the note field even if your library does not have this option enabled.
Contact Innovative to set up the printing of invoice totals in both local and foreign currencies on the Invoice Register.
To accommodate invoices with Goods and Services Tax (GST) or Value Added Tax (VAT), Sierra offers an option to pay tax from a dedicated fund. When you pay tax from a dedicated fund, the Invoice Register includes a separate entry for the tax amount. Note that the invoice number and the purchase number both list the type of tax ("GST" or "VAT", depending on your library's setup).

Example Reports

The following are included below:

Standard Invoice Register
Invoice Register with Foreign Currency
Invoice Register with Tax Applied to a Dedicated Fund

Standard Invoice Register

The following is an example of a standard Inovice Register:

3 recs in session 5

                      INVOICE REGISTER               08-15-11 jw

INVOICE # 67857,  INVOICE DATE: 07-14-11,    VOUCHER: 37 ****
VENDOR:  Jonathan A. Hill, Bookseller, 1825b

P.O.#      ITEM AMT    SHIP  SERVICE   TAX USETAX   TOTAL   ENCUM
1000810     $15.00    $1.01             $0.93       $16.94  -$10.00
      FUND emeryfic       002 copies
1000822     $15.00    $1.01             $0.93       $16.94    $0.00
      FUND emerynonfic    2007 subscription July-Sept
1000834     $14.50    $0.98             $0.89       $16.37  -$13.75
      FUND emeryfic       001 copies
SUB TOTALS  $44.50   $3.00          $2.75        $50.25

INVOICE TOTAL    $50.25                       VOUCHER 37 *****
                 $33.31 <External fund 1>
                 $16.94 <External fund 2>

The Invoice Register with Foreign Currency

The following provides an example of an Invoice Register using foreign currency.

4 recs in session 5

                  INVOICE REGISTER     11-22-11  kw

  INVOICE # 505 t5,    INVOICE DATE: 11-22-11,   VOUCHER: 1923 ****
  VENDOR: !Art in Germany
  
     P.O.#          ITEM AMT   SHIP  SERVICE   TAX USETAX    TOTAL    ENCUMB
     1006009        $14.80     $1.30           $1.05         $17.15   -$17.15
           FUND per 5           001 copies\eu11.57
     1006010        $35.51     $3.12           $2.51         $41.14   -$41.14
           FUND per 5           002 copies\eu27.76
     1006022        $107.26    $9.43           $7.58         $124.27  -$124.27
           FUND per 5           002 copies\eu83.84
     1006034        $125.76    $11.07          $8.88         $145.71  -$145.71
           FUND per 5           004 copies\eu98.31
        SUB TOTALS  $283.33    $24.92          $20.02        $328.27

     INVOICE TOTAL   $328.27                    VOUCHER      1923    ******
     INV TOTAL IN ORIG CURRENCY eu 221.48

Invoice Register with Tax Applied to a Dedicated Fund

The following provides an example of an Invoice Register with tax paid from a dedicated fund.

           INVOICE REGISTER               08-15-09 jw

INVOICE # 67857,  INVOICE DATE: 07-14-09,    VOUCHER: 37 ****
VENDOR:  Jonathan A. Hill, Bookseller, 1825b

P.O.#    ITEM AMT   SHIP  SERVICE   TAX USETAX  TOTAL   ENCUM
1000810   $15.00   $1.01                       $16.01  -$10.00
      FUND socso           001 copies
INVOICE TOTAL      $16.01                  VOUCHER     37

               $16.01        usetax:     $0.00,

INVOICE # GST  INVOICE DATE: 07-14-09,    VOUCHER: 38 ****
VENDOR: ?

P.O.#   ITEM AMT    SHIP  SERVICE   TAX USETAX  TOTAL   ENCUM
GST      $3.00                                  $3.00
      FUND gstfund
    SUB TOTAL      $3.00
INVOICE TOTAL      $3.00                  VOUCHER        38

                $3.00        usetax:     $0.00,