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

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

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

   

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

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3. Find the Purchase that you’d like to invoice, by applying filters and/or searching the Purchases DataGrid

   

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

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

   

2. Click the mass actions drop-down button (with the down arrow 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

   

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)

      

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

   

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

   

7. This will generate temporary Invoice(s) that need to be reviewed and committed
   Temporary Invoices will not yet have a Reference and they will have the status of ‘Temporary’

   

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

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

   

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

   

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

   

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

   

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

   

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

    

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7. Click on the ‘View’ context menu option

   

    

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

   

    

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

    

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

    

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2. Click on the ‘Edit’ context menu option

   

    

3. This will take you to the Invoice editor

4. If required - update the Invoice Date and Due Date at the top-right of the Invoice

   

5. 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

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

   

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

    

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2. Click on the ‘Commit’ context menu option

   

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

   

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