Records in the system generated by invoicing and receiving

-Invoice records represent an invoice.

-Line-item records represent individual payments for orders that the invoice relates to.    

-Arrival records represent the actual, physical arrival of items in the library.

Relationship: Invoice Records and Line-item records

-They are linked.

-Each invoice may have many line-items linked to it.

-They must always exist together except when initially created because the line-items charge the payments to the appropriate budgets.

-Users may input shipping and handling information in a general invoice to have line-item prices recalculated with prorated shipping and handling included on each line item.

Relationship: Invoice and Line-item Records and Arrival Records

-They are not linked.

-They do not relate to each other at all.

-They can exist without each other.

-Users may chose to create Arrival Records while adding Line-item Records to an Invoice Record.

In Practice this means:

1.      While you may create an arrival while creating a line item, if you choose to do so, deleting a line-item doesn't delete the arrival, and visa-versa.  To fix an item erroneously attached to an invoice and received, both must be deleted, using the procedure Deleting Items, Arrivals, and Invoices   However, if the invoice is already paid, that procedure doesn't work because the Order and Item Records are also impacted. 

2.      We can do the procedure Invoicing Without Receiving & Receiving Without Invoicing & Receiving an Unreceived Item on an Invoice and we don't have to arrive the item until we actually receive it. If we never actually receive the item, then we never create an arrival record. Instead of creating the arrival record, we:

      a. Get a credit for the item never received and put the credit in as a separate invoice. 

      b. Put a note in the original invoice record with the payment for the item that never arrived explaining what happened.

3.      We can do the procedure Invoicing Without Receiving & Receiving Without Invoicing & Receiving an Unreceived Item on an Invoice and we don't have to invoice the item until we are actually invoiced or charged.  If we are never actually invoiced or charged for the item, then we never create an invoice and line-item.  Instead of creating the Invoice and Line-item record we:

      a. Hear from the vendor that they are not charging us anything at all for the item.

      b. Indicate in the arrival and order record that the vendor states that they are not charging us for the item.

Records in the system related to invoicing and receiving

Records that are changed by actions taken in Invoice, Line-Item, or Arrival Records:

-Order records represent an order.

-Item records represent an item in the collection, or an item that will eventually be in the collection. (item processing status field).

Relationship: Invoice, Line-item Records, and Arrival Records and Order Records.

-Line-item Records may or may not be linked to Order Records.

-Arrival Records are always linked to Order Records.

-Invoices are not directly linked to Arrival Records, but they are connected together when both are linked to the same Order Record.

-Each Order Record may have many Line Item Records and many Arrival records linked to it.

-Invoice and Line-Item records can exist without Order Records, but Arrival Records must have an Order Record.

-The combination of an Arrival Record being marked as "completely arrived" and its Invoice Record being marked as "Paid" closes orders.

In Practice this means:

1. We can do the procedure Payments Not Associated With an Item and we don't have to link an Order Record to the Line-Item Record.  Instead of linking the Order Record to the Line-Item Record, we:

     a. Have an invoice that does not relate to any particular item(s) or any particular Order Record (s).

     b. Put a note in the Invoice Record explaining that the invoice is not for particular Item(s) and can't be associated with Order Record(s) in the system.

2.       We must do the procedure Changing an order's budget or Adding a Budget while Receiving whenever a wrong fund code is found on an item while receiving it.  Instead of changing just the budget code on the line-item, we must change the budget code in both the Order Record and the Line-item Record.

3.       We can do the procedure Changing an order's vendor while Receiving  and we can choose to either fix the order record to match the vendor the item came from, or we can choose to allow the connection between the Order Records and Invoice Records with different vendors.  Instead of other possible means of handling the situation:

When keeping the item we:

      a. Cancel any open order for the item with another vendor.

      b. Note the cancellation (and the vendor it was canceled with) in the order record.

      c. Change the Order Record to match the vendor given on the Invoice Record.

When returning the item, we:

      a. Have an invoice for an item from a vendor, but the item is no longer (or never was) on order with that vendor.

      b. If the item was actually received, arrive the item, putting a note in the arrival record indicating the vendor we got it from. Then physically return the item to the vendor, and put a note in the arrival record for that item indicating that the item was returned, and mark that Arrival Record to indicate "Not Completely Arrived."

      c. If the item was already received from another vendor, leave the order status as closed.  If we're still waiting to receive the item from another vendor, re-open the order.

      d. Put a note in the Invoice record indicating that we should not have received the item from that vendor, that it's been returned, and that we will receive a credit.

      e. When the credit is received, the order is linked to the line-item on that invoice, so that anyone who views the order sees both the original and credit invoice from the correct vendor.

Relationship: Order Records and Item Records.

-They are linked.

-Each order has one Item Record attached to it. The Item Record causes the Order to display in the Webpac. Deleting an item record removes the order from the Webpac.
-Item Records may exist without order records.

-Sending an order changes the Item Processing Status to "On Order."

-Canceling an order changes the Item Processing Status to "Cancelled."

Relationship: Invoice, Line-item Records, and Arrival Records and Item Records.

-Invoice, Line-item and Arrival Records are not directly linked to Item Records, but they are connected together when linked to the same Order Record. 

-Each invoice may have many item records connected to it (since it may have many orders, each with an Item Record, attached to it).

-Invoice and Line-item Records may exist without Item Records since they may exist without order records.

-Arrival Records always have Item Records connected to them, because orders always have item records.

-The Arrival Record of an item "Paid" changes the Item Record's "Item Processing Status" to "In Process."

In Practice this means:

1.       If an item has been received and invoiced, the public sees a note saying that the item is "In Process."  If the item is not really here both the Arrival Record and the Item record need to be fixed. We:

      a. Delete the arrival (if it never arrived) or record a note indicating what happened to the item.

      b. Determine what the order status should be and set it back to that.

      c. Determine what the Item Processing Status should be and set the status back to that.

      d. Put appropriate notes in the Invoice, Line-Item, and Order Records.