The following tables are taken from the III User's Manual, Record #s 38,273-38,397

• Entering invoices
• Editing invoices
• Adding / removing the invoices
• Possible messages after entering an order record number

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QUICK REFERENCE SHEET: ENTERING INVOICES

INNOPAC Asks:	You Respond:
Use which pay file? (1..4)	1, 2, 3, or 4
Previous batch of invoices, with n line items, has not been posted POST it, KEY more items, or QUIT? (p/k/q)	p - proceed to posting k - enter more invoices q - quit Process Invoices
Use paid date as date item received? (y/n)	y - if processes combined n - if separate processes
Do you want a warning if item not received?	y - display warning n - suppress warning
Are you going to be keying LIST prices?	y - list prices n - actual prices
1 INVOICE NUMBER: _______	A45-83 - invoice number [SPACE] - no number none - no number [ENTER] - end invoice session
Invoice Date mo-dy-20yr	082301 - date on invoice [SPACE] [SPACE] -blank
1 Record # (RETURN if done)	.1000810 - Order record number amarlowe - any indexed field
Amt?	10.00 - invoiced amount [ENTER] - remove item if error
Notes?	xxxx - up to 35 char. note *xxx - partial payment [ENTER] - blank field
2 Record # (RETURN if done)	.1000810 - Order record number amarlowe - any indexed field [ENTER] - to finish line items
Done keying line items? (y/n)	y - finish invoice n - return to "Record #"
Service Charge or Discount (key minus sign if discount) Shipping or Other charges: Sales tax:	12.00 - Service, shipping or other charge or sales tax 7.50 - Discount [ENTER] - no charge
TOTAL Amount of invoice:	78.80 - invoice total

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QUICK REFERENCE SHEET: EDITING THE INVOICE

INNOPAC Asks:	You Respond:
Adding a line item to the invoice
A > ADD Items	a - to add a line item
1 Record # (RETURN if done)	.o1000834 - order # or indexed field
Amt	10.00 - invoiced amount
Notes	xxxx - note * = partial payment [ENTER] - blank field
2 Record # (RETURN if done)	.o1000834 - order # or indexed field [ENTER] - to finish adding
Done keying line items? (y/n)	y - to return to invoice n - to continue
Changing line item amount or notes fields
To correct a line, key its number or letter	1 - number of line item
A > Change AMOUNT	a - to change amount
N > Change NOTE	n - to change note
Amount: $10.50 [or] New note:	12.00 - new amount xxxx - new note [ESCAPE] - retains displayed value [ENTER] - blank
Removing a line item from the invoice
To correct a line, key its number or letter	1 - number of line item
R > REMOVE this item	r - to remove line item from invoice
Remove 1 Press [SPACE] to continue	[SPACE] - returns to invoice
Correcting invoice amounts
To correct a line, key its number or letter	s - Service Charge/ discount f - Shipping or freight charge t- Sales tax i - Invoice total
TOTAL amount of invoice: [or appropriate prompt]	28.00 - corrected amount [ESCAPE] - to retain display (Returns to invoice)

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QUICK REFERENCE SHEET: ADDING/REMOVING THE INVOICE

INNOPAC Asks:	You Respond:
Adding/Removing the invoice
P > PROCESS Invoice [or] R > REMOVE Invoice	p - to end invoice editing r - to remove the invoice
Add invoice to data base? (y/n)	y - to add to Payfile n - to return to invoice
Remove entire invoice? (y/n)	y - to confirm removal n - to return to the invoice
INVOICE NUMBER:	67857 - to enter next invoice [RETURN] - ends session
Are you all done? (y/n)	y - to confirm n - to continue
There are 12 items in your pay file that need to be posted. Post these to fund, vendor, and bibliographic files? (y/n)	y - to post Payfile n - goes to ORDER menu

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POSSIBLE MESSAGES AFTER ENTERING AN ORDER RECORD NUMBER

MESSAGE	EXPLANATION
Invalid number	Entered number which proves invalid. Reenter using correct number.
Record n does not exist	Entered number for record not in database. Check number and reenter, or try other access key.
n Number is greater than n, the largest legal number.	Number larger than any in database. Check number and reenter, or try other access key.
Record deleted on mo-dy-20yr	Check number and reenter if incorrect. If correct, consult archived Order records for information about this order.
An update to this record has NOT yet been posted. You CANNOT use this record right now.	Update entered but not posted. Record retrieved is not up-to-date. This message appears only for orders with a status of "c", "e", "o", or "q".
An update to this record has NOT yet been posted. This means that the info about to be retrieved is not up-to-date. Use this record now anyway? (y/n)	Update entered but not posted. Record retrieved is not up-to-date. This message appears only for orders with a status of "a","d", "f", "g", or "z".
n copies ordered. How many recd?	Multiple copy monograph, no copies previously received. Enter number received.
n copies ordered. n previously recd. How many being paid for now? (1-n)	Multiple copies ordered. Enter appropriate number.
3 copies ordered, 3 copies received. Start charging for which copy? How many being paid for now?	Can add payments to multi-fund monographic records and choose which fund(s) to charge.
Canceled Order	This allows you to pay for and accept a canceled item. If "y", system displays: Add a payment? (y/n) Amt?
Order not received.	If receipt and payment separate, system warns you if order not yet received. Press [SPACE] to continue.
Order has previously been received	If receipt combined with payment, system warns if previously recd. If previously paid, system displays: Add a payment? (y/n)
Recv action is x	x is code for action to take
n copies ordered. Start charging with which COPY in list?	Multiple copy multiple fund status "f", "g", "a"or "z" order. Press to begin with first fund in list. Otherwise, specify fund to begin with.
Vendor has changed	The vendor in the Order record is not the same as the vendor in the previous Order record. Check that you entered the correct order number for payment. If correct, change the vendor in the Order record. THIS SITUATION MUST BE CORRECTED IMMEDIATELY, otherwise, the "invoice" will be split into two invoices when it is posted.
50 paid fields No more room	The payment capacity of the Order record is reached. To enter more payments, delete payments in the Order record using the UPDATE records function, or create another Order record.
On HOLD (1) status	Order record STATUS = 1; Cannot make payments on status 1 orders
No fund!	Order record has fund code "none"; cannot make payments unless Order record has valid fund code.