Librarian
EBSCO
Contact Us
Invoices App: Invoice Lifecycle
Invoices App: Payment Tracking
The Invoices App in FOLIO is the final step in your acquisition’s workflow. It lets you record vendor invoices, apply charges to the correct funds, and move encumbered funds into actual expenditures.
This app talks to the Orders, Finance, and Organizations apps, so all payment details stay connected, making audits, reports, and fund tracking more accurate and efficient.
What You Use It For
-
Enter invoice details and match them to open POs
-
Create invoice lines for each item, title, or service
-
Apply fund codes and expense classes to track spending by format
-
Record adjustments like shipping, tax, and credits
-
Approve and lock totals to complete payment tracking
Invoice App Workflow
|
Element
|
Description
|
Instructions
|
|
Invoice Overview
|
Starts a new invoice record linked to a vendor and PO.
|
Select Vendor, enter Invoice Number, Invoice Date, and set the Status to Pending. Pull in the PO to auto-populate line items if possible.
|
|
Invoice Lines
|
Breaks out individual costs tied to each item, title, or service.
|
Add one line per POL or service. Include Amount, Quantity, Fund Code, and Expense Class.
|
|
Adjustments
|
Adds shipping, tax, or credits that aren’t tied to specific items.
|
Use the Adjustments tab. Choose Adjustment Type, enter a value, and select whether to Prorate by Amount or Quantity.
|
|
Fund Distribution
|
Splits invoice costs across multiple funds if needed.
|
Choose Distribution Method: Percent or Set Amounts. Ensure total matches PO fund coding.
|
|
Approval Workflow
|
Final check before marking an invoice as paid. Ensures totals match and funds are correct.
|
Confirm Calculated Total = Locked Total. Set Status to Approved when ready. Reviewer info and notes can be added as needed.
|
OSU Practices
Always import from the PO when possible. It auto-fills titles, POLs, and fund codes.
Got Tags? Be sure to fill in all required fields and tags:
-
Title / Description
-
Fund Code
-
Quantity
-
Order Format (Physical, Electronic)
-
Expense Class
Use the Adjustments tab for:
-
Shipping
-
Bar codes and MARC record creation
-
Credits or discounts
Approval check:
-
Calculated Total must equal Locked Total
🛠️ Gala’s Hack: Use the Notes field in each invoice line to document special situations, partial shipments, back orders, discounts, or overages. You’ll thank yourself later when reconciling or reporting.
