You can create a blanket invoice for purchases that are not attached to a purchase order. There is no initial encumbrance. This method simply expends money from your funds using an invoice. You can use this method for bulk purchases where you don’t need/want to track individual line items. For example, say you buy some children’s books, coloring books and supplies for a children’s program and you just want to expend that money in bulk from your funds. You can use a “blanket invoice” with one or more direct charges, to expend the total purchase price from your fund(s).
- Click on the Acquisitions menu and select Create Invoice.
- Enter the invoice information from the paper invoice in the top half of the invoice screen.
- The system fills in the Invoice Date with the current date. You should update that to the date on the paper invoice if it is different.
- In the Provider box start typing the name of the provider and then select it from the list presented. The Shipper box will fill in automatically.
- Select the Receiver from the dropdown menu.
- All other fields are optional.
- Click Add Charge to add a line to the invoice. You may also add lines for shipping, handling, or other changes in this manner.
- Select the Charge Type from the dropdown menu.
- Select a Fund from the dropdown menu.
- Enter a Title/Description of the order or resource (optional but recommended).
- Enter the amount you were billed.
- Enter the amount you paid. Billed and Paid amounts should be equal.
- To add additional charges to the invoice click the Add Charge button again.
- Click Close to close and finalize the invoice. Click Save if you want to save your work and come back to the invoice later to finish it. Money will not be expended until the Close button is clicked.