Direct Charges

Direct charges are used to expend funds without an associated line item. Types of direct charges include processing fees, shipping fees, handling fees, tax, blanket orders, credit memos, and other miscellaneous types. There are also prorated direct charges that spread the cost of fees across funds associated with the line items in an invoice.

NOTE: With the exception of the Blanket Order charge, it is best not to use direct charges to encumber money in a purchase order as money is not always disencumbered properly.

Charge Types

Usually used on invoices that also have line items

• Tax
• Handling Charge
• Processing Fee
• Shipping Charge

Only used on invoices that also have line items

• (Prorated) Shipping Charge
• (Prorated) Processing Fee
• (Prorated) Handling Charge

Usually used in invoices without line items (See Creating Blanket Invoices)

• Non-Library Item
• Serial Subscription
• Salesman’s Order
• Standing Order
• Library Item
• Database

Special Charges

• Credit Memo – Should only be used in an invoice. A Credit Memo is used to negate an invoiced amount. Credits are usually issued by the vendor and should be entered into Acquisitions if an invoice has been finalized.
• Blanket Order – Should only be used in a purchase order. A Blanket Charge is used on a purchase order to encumber an amount of money in a fund. The amount is then spent down over time through invoicing. Blanket Order charges should never be added to invoices.

Adding a Direct Charge to an Invoice

1. Retrieve or create the invoice.
2. Click on the Add Charge link.
3. Select the Charge Type from the dropdown menu.
4. Select the Fund you want the charge to come out of.
5. Enter the Title/Description of the item (optional but helpful if the charge is for a particular resource or title and you want to be able to find it in a report)
6. Enter the amount you were Billed.
7. Enter the amount you Paid.
8. Click Close to finalize the invoice, or Save to save your work without finalizing the invoice.

Adding a Prorated Direct Charge to an Invoice

1. Retrieve or create the invoice with line items.
2. Click on the Add Charge link.
3. Select the appropriate Prorated Charge Type from the dropdown menu.
4. You will not be able to select a fund. The fee will be split across the line items in the invoice.
5. Enter the Title/Description of the item (optional but helpful if the charge is for a particular resource or title and you want to be able to find it in a report)
6. Enter the amount you were Billed.
7. Enter the amount you Paid.
8. Click the Prorate button.
9. Click Close to finalize the invoice, or Save to save your work without finalizing the invoice.