Invoice Management

New Client
In order to create an invoice you either need to select an existing client or create a new one. 
 
 Under the Clients menu click + Create . 
 
 
 This will create a new client record. 
 At minimum, fill out the following fields: 
 
 Name 
 Email 
 Currency: USD unless specified otherwise 
 Invoice Payment Terms: 30 days, unless specified otherwise 
 
 Optional, in case available or necessary for client: 
 
 First name + Last name 
 Billing + Shipping address

Book Order Invoicing
Book orders contain a list of the books ordered, using the Punctum Book Number as Item . If the item does not exist, create it by simply filling out the item details. You can quickly add item by clicking the plus sign in the lower right corner. 
 Authors get a 50% discount, book stores and distributors 40% 
 
 YBP Library Services 
 YBP orders via biweekly order forms. Use their PO number, they get a standard 40% discount. 
 When sending out the books, make sure that the PO number is mentioned on the address label. Otherwise the books will not arrive.

Library Subscription Invoicing
Individual Libraries 
 Individual libraries invoiced directly via punctum books are invoiced under item code 9902 . Make sure to add the period of the subscription (available on the Trello card), and if it's a multi-year contract, which year. Add a PO number if applicable. 
 
 For invoices in non-USD dollars (AUD, CAD, etc.) specify the currency clearly in the description, because the invoice itself only contains an ambiguous $ sign. 
 
 In the top menu, click Mark Sent 
 Download the invoice PDF and save it in the appropriate library folder 
 Go back to the Invoices  overview 
 Click the invoice Number 
 Click Copy Link in the pop-up screen, use that link in the invoice email to the library 
 For international/new libraries, include a link to our payment options in the email 
 Mark the Trello card that the invoice has been sent 
 
 OBC 
 Invoices are sent to the OBC based on their monthly reporting to us. OBC invoices carry item code 9912 . The PO number is provided in the monthly report. 
 There are several OBC clients depending on the currency of the invoice. Currently there Open Book Collective client accounts for USD, CAD, EUR, and GBP. Be sure to select the right account. 
 
 
 In the top menu, click Mark Sent 
 Download the invoice PDF and save it in the appropriate library folder 
 Go back to the Invoices  overview 
 Click the invoice Number 
 Click Copy Link in the pop-up screen, use that link in the invoice email to our OBC contact: Francesca Corazza ( francesca@openbookcollective.org ) 
 Mark the Trello card that the invoice has been sent 
 
 Lyrasis 
 Invoices are sent to Lyrasis when we get and email for a new subscription. This email usually contains a spreadsheet with basic information on the subscription as well as a PO number. Save the spreadsheet in the appropriate library folder. Lyrasis invoices carry item code 9913 . 
 
 
 In the top menu, click Mark Sent 
 Download the invoice PDF and save it in the appropriate library folder 
 Go back to the Invoices  overview 
 Click the invoice Number 
 Click Copy Link in the pop-up screen, use that link in the invoice email to Accounts Payable ( accountspayable@lyrasis.org ), CC Sharla Lair ( Sharla.Lair@lyrasis.org ) and Maximilian Stecker ( max.stecker@lyrasis.org ). 
 Mark the Trello card that the invoice has been sent 
 
 Jisc 
 Invoices are sent to Jisc when we get and email for a new subscription. This email usually contains a spreadsheet with basic information on the subscription as well as a Sales Order (PO) number. Save the spreadsheet in the appropriate library folder. Jisc invoices carry item code 9910 . 
 
 
 In the top menu, click Mark Sent 
 Download the invoice PDF and save it in the appropriate library folder 
 Go back to the Invoices  overview 
 Click the invoice Number 
 Click Copy Link in the pop-up screen, use that link in the invoice email to our the Jisc Accounts team ( accounts@jisc.ac.uk ). Attach the invoice PDF as well 
 Mark the Trello card that the invoice has been sent

Multiyear Library Subscriptions
For library subscribers who pay their multiyear dues all at once: 
 Register as Bank deposit to Prepaid Library Subscriptions 
 First year (same date as bank deposit): Debit  first year to the Other Current Assets/Prepaid Library Subscriptions account 
 Credit to transfer to Supporting Library Membership 
 
 Next years: Debit the Other Current Assets/Prepaid Library Subscriptions account for the annual amount due 
 Credit the annual due/expense to Library Subscriptions Program 
 
 This is what the Prepaid Library Subscriptions chart of accounts should look like: