Managing your invoice list view

All invoices and credit notes are listed in the module header Finance/Invoices. 

Invoice list view

The list view can be adjusted in ASC/DESC order by clicking on the arrows in the column headers. 

• # (Invoice number)
• Invoice Description
• Type (Invoice/Credit note)
• Invoicee
• Due date
• Status
• Total due

Set invoice payers and account numbers in bulk

All customers must have a main contributor. The data validation pain will show a list of students who do not have a main payer added. click on the number and you can rectify your records from here. It will show the attached guardians and the student if you are an adult education organisation.

If you have your organisation set to manual account numbers, you can add these from here as well. Account numbers are unique and must be assigned to the either student or the main payer depending on your configuration. 

If you have your organisation set to automatic, this does not show.

Filters are available to help manage your invoice list view. Search Invoices only allows for INV #. Change the view from individual to group to list by billing run, listing info about total due and target student group invoiced.

Click on a billing run and a slideover appears with details of each invoice listed. From this view, you download the invoice PDF in bulk for the run. If the run has not yet been published, click on the arrow and publish the remaining draft invoices.

Status options

• Draft - Not yet published. Open the group view and publish in bulk from there. Invoices can be deleted.
• Published - Published across portals but still within the due date. Invoices can no longer be deleted.
• Overdue - The due date has passed.
• Settled - Payment has been made and no outstanding balance on the individual invoice.
• Scheduled - When the published date is not passed or a payment plan has been selected.

Please note that scheduled invoices will published nightly during the system update period, normally between 00h00 - 04h00 local system time.

Contacting payees

Filter by status to find overdue payments, and then select the checkbox in the column header to select all contacts in the list. You will see the email button turn active. This is a quick and easy way to bulk update a target population. You can select individual payers or groups if needed.

Open the email slide over to create the email. 

The subject line is mandatory, and if you select the replacement tag icon, you can personalise this for each recipient. The recipient's field is non-modifiable and will include all users selected in the list view.

Choose to send from your personal primary email address or send on behalf of the organisation email address, if you have added this in the configuration panel.

Use the template functionality to pull your customised finance templates and send them in bulk to your selected contacts. 

Actions available on invoice list view

On the list view you have three actions available;

• Make payments
• Create credit notes
• Issue invoices.

Credit notes are raised individually. They can be applied to a specific invoice or ad hoc by adding a new line item. 

You can choose to refund the amount, or leave it as allocated credit in the account.

You cannot issue a refund without first allocating a credit.

Nb: When an account is in credit, you can raise invoices and use this credit as payment. You can also ignore the credited amount. This is further explained in the article outlining how to create billing runs.

Payments and transactions are explained in detail in this article.