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There are many options available for defining your invoicing process, and the majority of these settings can be overwritten for certain customers. For example, you may have a standard invoice term of 30 days, however for select customers you allow 60 days. It can be a bit of a minefield trying to figure out how you need to set your system platform up to get the results you need, this guide will walk you through what options are available and the considerations that you need to make.

Please note that if you have multiple Training Providers configured within your systemplatform, it is possible to have different invoicing settings applied to each.

Invoice Generation

Invoices will be automatically created whenever a User makes a booking through the Shopping Basket and pays during this process (i.e. via Opayo (formally SagePay)). These Invoices will be marked as 'completed'.

For bookings where the payment method 'Invoice' is selected, there are two options available for generating the associated Invoices.

Invoices can either be generated automatically when a booking is processed, i.e. when a User completes a Shopping Basket booking, or they can be generated manually by an Administrator. 

If you are not using the Shopping Basket within your accessplanit systemplatform, and you are either adding Placeholders or Delegates directly onto courses, you will need to generate Invoices manually.

MethodProsCons
Automated Invoice generation

Less admin time required

Customers can receive an email with details of their Invoice straight away

Invoices are booking specific, so you can not include two or more bookings within one Invoice

No control over when the Invoices are generated

Manual Invoice generation

Admin control over when Invoices are generated and communicated

Invoices can contain multiple bookings (i.e. all bookings made this month)

Customers need to wait for their Invoices

Administrators need to stay on top of generating Invoices

Invoice Terms & Due Dates

When defining the standard invoice terms for your customers, you first of all need to decide what the due date of the Invoice will be based on. There are several options for this:

  1. x days after Invoice generation.
  2. x days before/after the earliest course start date on the Invoice.
  3. days before/after the latest course end date on the Invoice.

You then need to decide how many days:

ExampleInvoice Term SettingCourse Date(s)Invoice GeneratedInvoice Due
130 days after invoice generation5th Nov 2018 - 9th Nov 201828th Sept 201828th Oct 2018
230 days after earliest course start date

5th Nov 2018 - 9th Nov 2018

18th Dec 2018 - 19th Dec 2018

28th Sept 20185th Dec 2018
360 days after latest course end date

5th Nov 2018 - 9th Nov 2018

18th Dec 2018 - 19th Dec 2018

28th Sept 201817th Feb 2019
47 days before earliest course start date

5th Nov 2018 - 9th Nov 2018

18th Dec 2018 - 19th Dec 2018

28th Sept 201829th Oct 2018
57 days before latest course end date

5th Nov 2018 - 9th Nov 2018

18th Dec 2018 - 19th Dec 2018

28th Sept 201812th Dec 2018