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Steps to generate an Invoice for a Product Purchase

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Learn how to generate a standalone Invoice for a single Purchase for a Product & Service

If you have received a request through from a customer to have an Invoice raised for their Product Purchase outside of your normal Invoicing process, or just need a one-off Invoice for a specific Purchase, you can use the Mini Invoice Generator from the Purchase DataGrid to produce an invoice just for this Purchase!

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Follow this page to learn the steps to generate an Invoice for a single Product Purchase.


🔍 Find the Purchase

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The first step is to find the Purchase so that you can generate their Invoice

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titleFind the Delegate
  1. Open the ‘Purchases’ Smart Grid DataGrid from the 'Smart Grids' in your main navigation menu on the left

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  2. This will open the Purchases DataGrid where you can search for view all the Product & Services Purchases in your platform

  3. Find the Purchase (s) that you want to generate an Invoice forthat you’d like to invoice, by applying filters and/or searching the Purchases DataGrid


(blue star) Generate the Invoice

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The main step in this process is to complete the mini Invoice Generator for this Purchase

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titleGenerate the Invoice
  1. Select the Purchase(s) that you would like to generate an Invoice for by checking the checkbox in their row, this will change their background colour to blue

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  2. Click the mass actions drop-down button (with the down arrow button icon) next to the select - all checkbox, and then click the ‘Generate Invoice’ option

  3. This will open the mini ‘Generate Invoice’ pop-up window

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  4. Select how you would like to group your items together on your Invoices

    1. Booking - an Invoice will be generated for each unique booking per customer

    2. Course - an Invoice will be generated for each Course a customer has booked

    3. Course Template - an Invoice will be generated for each Course Template a customer has booked

    4. Invoice Target - an Invoice will be generated per customer (most popular)

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  5. If you would like to define a Due Date to be applied to each Invoice generated, check the ‘Manually Set Due Date’ option and enter this date into the Due Date option
    If you do not define a due date, your invoice terms dates will determine the Invoices' due dates

    If you would like to include any Course Fees in your generated Invoices, check the ‘Include Fees’ box
    Please note, this option relates to Course Fees not Placeholder Cancellation or Transfer Fees

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  6. Click the 'Generate’ button to complete the process and generate your InvoicesInvoice(s)

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  7. This will generate temporary Invoice(s) for your selected Placeholders
    This will mean that your Placeholder’s Invoice will not yet had that need to be reviewed and committed
    Temporary Invoices will not yet have a Reference and it they will have the status of ‘Temporary’

  8. If you do not yet have visibility of the ‘Invoice Reference' in your Placeholders DataGrid, click on the 'Change Columns’ button at the top right of the DataGrid results

     

  9. Use the ‘+' button to add the ‘Related Invoice Reference’ column in and click on the 'Apply’ button

     

  10. You will now see the Invoice information for each Placeholder, within your Placeholders DataGrid!temporary invoiceImage Added


✅ Commit the Invoice

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The final step is to check over the Invoice and then commit it!

Check your Invoice

This step will show you how to view your Invoice to check it’s contents

From your Placeholders DataGrid
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titleCheck your Invoices
  1. If you do not yet have the ‘Invoice Reference’ and ‘Invoice Status’ columns included in your Purchases DataGrid, click on the ‘Change Columns’ button at the top right of the DataGrid results

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  2. Use the ‘+' button to add these columns in and click on the 'Apply’ button

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  3. You will now see the Invoice information, within your Purchases DataGrid!

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  4. For your Purchase, click on the ‘No Reference Set’ link in the ‘Related Invoice ‘Invoice Reference’ column and select ‘View in Invoice DataGrid’

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  5. This will open the Invoices DataGrid, filtered to only show you the Invoice that this Placeholder Purchase is on

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  6. Right-click on the Invoice to view the context menu options available for it

     

  7. Click on the ‘View’ context menu option

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  8. This will take you to a view of the Invoice

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  9. Review the contents
    If there are any issues with the Invoice, you can make adjustments to it before it is committed in the next step

  10. Click the ‘Invoices’ breadcrumb link at the top of the page to return to the Invoices DataGrid for this Placeholder

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Edit your Invoice

This is an optional step which will walk you through how you can correct the Invoice if any of it is incorrect, before it is committed

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  1. If you need to correct the Invoice Date, the Invoice Due Date, or the value of the Invoice Items on an Invoice, right-click on the Invoice from the Invoices DataGrid to view the context menu options for this Invoice

     

  2. Click on the ‘Edit’ context menu option

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  3. This will take you to the Invoice editor

  1. Update If required - update the Invoice Date and Due Date at the top-right of the InvoiceUpdate

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  2. If required - update the values of Invoice Items
    Please note - we do not recommend adding additional items onto your Invoice as this can cause issues with reporting at a later stage

  3. Click the ‘Save’ button to complete your changes to this temporary Invoice

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Commit your Invoice

This step will walk you through the process of committing your Invoice, once your Invoice has been committed this typically triggers Workflow emails to the customers to share the details of the Invoices with them.

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  1. To commit your Invoice, right-click on it from the Invoices DataGrid to view the context menu options for this Invoice

     

  2. Click on the ‘Commit’ context menu option

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  1. You will be presented with a confirmation pop-up, click the ‘Yes’ button to confirm

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  2. Your Invoice will have an assigned Invoice Reference and it’s status will no longer be temporary

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