To manage your invoices, select the Business Management icon on your main dashboard. Then select Invoice Management.
A similar display to the example below should appear on your screen…
Note: You can also access and manage your invoices in different ways depending on the invoice in question. The invoice could be accessed through the individuals Debtor Record or Pupil Invoice depending on their assigned Contact Type/s within the system.
For example, if you were looking for an invoice for an Event you could access the invoice by selecting “Tuition”, then “Events”, followed by the “Delegates” tab. By clicking on the desired delegate the same “Associated Invoice” display as shown in the example below should appear.
Invoices can be “Outstanding”, “Pending”, “In Review”, or “Disputed”. You can access invoices under any of these catagories by clicking on the check box beside each option.
Oustanding: refers to invoices that haven’t been paid partially or in full.
Note: an invoice will not show up as outstanding if there is a payment schedule set up against that invoice.
Pending: means that the invoice hasn’t yet been sent out to the customer.
In Review: refers to an invoice that is currently being disputed or is under review because the customer has raised an issue with the invoice. Once a dispute has been settled the invoice status will be changed to “Normal”.
Disputed: means that the customer has raised a query about the invoice.
On selecting one of these options a list of invoices should appear alongside an Associated Invoice. The Associated Invoice details the following:
- Trans No: A unique transaction number.
- Invoiced: The total amount of the invoice.
- Nett Invoice Value: The total invoice amount including any pending transactions or pending refunds.
- Trans Date: Transaction date/ when the invoice was raised.
- Payments Received: The amount received.
- Nett Receipts: The total nett value of charges including any pending transactions or pending refunds.
- Status: The current status of the invoice.
- Outstanding: The balance remaining.
- Nett Balance: The balance remaining including any pending transactions or pending refunds.
Below this, further headings can be expanded: “Debtor”, “Related Transactions”, “Payment Schedule”, and “Card Transactions”.
Select the small arrow icon beside these headings to reveal their corresponding details.
Debtor: displays information on who is paying the invoice selected.
Related Transactions: displays information on any transactions linked to the invoice selected e.g. receipts or credits.
Payment Schedule: displays a log of all previous payments including the success of the payment process. A payment that was successful will have a Status of “Successful” an unsuccessful payment will have a status of “Failed”.
Card Transactions: displays each individual time that a transaction has been attempted including the date of attempt and additional information not provided under the “Payment Schedule” heading.