Invoices

Invoices can be added to Quria automatically, provided that you have an integration to a supplier that offers this service, or manually. You can work with invoices from the Invoices tab on the Acquisitions page. This is where you add invoices manually, connect items to invoices and approve and lock invoices.

Adding an invoice manually

Suppliers are defined under Configuration/Acquisitions and periodicals/Suppliers.

1. Click Add invoice at the top right of the Invoices tab.

2. Fill in the information about the invoice.

Searching for invoices

You use the search field on the Invoices tab to search for existing invoices using the supplier name or the invoice number. You can refine the search by expanding the tool located just below the search field, and select an invoice status, an organisational level, a period for the invoice, a last payment date or an status change date. Left and right truncation (*) can also be used.

When you click an invoice in the search results, the invoice details are displayed. You can edit the details by clicking the pen.

You can (based on your user permissions) delete invoices and reopen locked invoices using the context menu for each invoice.

Handling invoices

When you have searched for and selected an invoice, you can approve or lock the invoice using the buttons at the top right. You can also include additional amounts on the invoice, for example shipping fees. The added amounts are useful for budget follow-up.

The difference between approving and locking an invoice, is that if you set the invoice to approved you signal that you have the approved the invoice for payment but you can continue working with it. If you lock the invoice, you can no longer make changes unless you first reopen it.

Connecting items to an invoice

You can connect existing items in the collection to an invoice.

1. Search for the invoice on the Invoices tab of the Acquisitions page.

2. Click the invoice to display the invoice details.

3. Search for items to connect in the Search for items to connect card. The supplier of the invoice is selected by default but you can also search for items without a supplier.

4. Refine the search further if needed, for example by entering information about the title or the period items were received or created.

5. Check the box for the items that you want to connect to the invoice and click Connect items to invoice.

The invoice number will now be part of the item details. Even if you remove items, the item information for the connected items in the invoices will remain for audit reasons.

Connecting subscriptions to an invoice

You can connect existing subscriptions in the collection to an invoice.

1. Search for the invoice on the Invoices tab of the Acquisitions page.

2. Click the invoice to display the invoice details.

3. Search for subscriptions to connect in the Search for supscriptions to connect card. The supplier of the invoice is automatically used when a search is made.

4. Refine the search if needed by selecting organization and entering information about the title.

5. Check the box for the subscriptions that you want to connect to the invoice and click Connect subscriptions to invoice.

The invoice number will now be part of the subscription details. Even if you remove subscriptions, the subscription information for the connected subscriptions in the invoices will remain for audit reasons.

Add amounts to invoices

It is possible to add amounts to invoices two ways. Either via the button Add amount to invoice at the top of the page, or in the list of connected subscriptions via the context menu. When the latter is used, you automatically get values picked up from the connected subscription.

Added amounts will be included in Acquisitions | Budgets in the columns Manually added or Periodicals depending on if the Periodical check-box has been ticked or not when the amounts are added.