Customizable Class Management

You can add a new invoice to an account or edit an existing invoice to change the due date, add charges or make changes to existing charges.

To add a new invoice  

1. Click on the Invoices tab on the Edit Account page.

2. Click Add invoice... at the bottom of the grid.                      
   
   The Add Invoice page displays.

3. If needed, click in the Invoice Date box to change the invoice date.

4. Click in the Due Date box to change the invoice due date.

5. Click the Save button to save the invoice.                              
   
   This must be done prior to adding transactions.

6. Click the Transactions tab to add transactions to the invoice.

7. Click the Internal Comments tab to type any internal information about the invoice.                        
   
   This information does not display on the invoice.

8. Click the Customer Comments tab and type any text you want to include in the conclusion section of the invoice.

9. Click the Save and Return button to save the invoice and return to the Edit Account page.
   
     

To edit an existing invoice

1. Click on the Invoices tab on the Edit Account page.

2. Click the Edit button next to the invoice you want to change.

3. Click in the Invoice Date box to change the invoice date.

4. Click in the Due Date box to change the invoice due date.

5. Click the Transactions tab to add transactions to the invoice.

7. Click the Edit button next to the transaction to add a manual credit or manual debit to the invoice.

8. Click the Internal Comments tab to type any internal information about the invoice.                      
   
   This information does not display on the invoice.

9. Click the Customer Comments tab and type any text you want to include in the conclusion section of the invoice.

10. Click the Save and Return button to save the invoice and return to the Edit Account page.

 

To delete an Invoice

1. Click on the Invoices tab on the Edit Account page.

2. Click the Edit button next to the invoice you want to delete.

3. If there are any registration fees or tuition fees within the invoice that are tied to a registration, you must first delete the registrations.

4. If there are transactions in the Transactions tab of the invoice, you must first void them.

   • Click the Edit button next to each transaction in the Transactions tab, and in the Edit Transaction page, click the Void Transaction link.                
     
     NOTE: By voiding the transaction you are removing it permanently from the system. There is no way to retrieve a voided transaction.

5. If the Customer Comments tab or Internal Comments tab contain any data, you must clear the data.

6. In the Edit Invoice page, click the Delete button on the toolbar.

7. Click Yes to confirm the deletion.
   
   

   To Move an Invoice

   This will let you move an invoice to another account in your database.

   1.       Click the Invoices tab on the Edit Account page.

   2.       Click the Move Invoice button.

   The Move Invoice page displays…

   3.       Under the Destination Account section, click [select] to choose an Account that you want to move the invoice to.

   The Select Account pop-up displays…

   4.       Type at least 3 characters to begin searching for the name of Account.

   5.       Select the name of the Account you want to move the invoice.

   6.       Click Continue button to select the Account as the Destination of the Invoice.

   7.       Click Save.

   To Merge an Invoice

   This will let you move an invoice to another invoice, could be in the same account or another account in your database.

   1.       Click the Invoices tab on the Edit Account page.

   2.       Click the Merge Invoice button.

   The Merge Invoice page displays…

   3.       Under the Destination Account section, click [select] to choose an Account that you want to move the invoice to.

   The Select Account pop-up displays…

   4.       Type at least 3 characters to begin searching for the name of Account.

   5.       Select the name of the Account with the correct Invoice number that you want the invoice be merged to.

   6.       Click Continue button to select the Account as the Destination of the Invoice.

   7.       Click Save.

   (NOTE: Transactions, registrations and memberships for this invoice will be moved to the selected invoice. If contacts for these registrations and memberships are not yet associated to the account for the selected invoice, they will be added to the account for the selected invoice.)