Generate Invoices for all my customers in bulk

Open the Finance > Generate Invoices page from the main menu

Open

This will open your main Invoice Generator

Start by selecting the Training Provider that you would like to generate the Invoices for
Please note, you can only generate Invoices for one Training Provider at a time, so you will need to run through the Invoice Generator again to generate Invoices for another provider

Select the Date Range Type of bookings or courses that you would like generate Invoices for

1. Use Booking Date - this option will mean that your date range will apply to the date that your customers made their bookings, for example to generate Invoices for everything that was booked this week

2. Use Course Start Date - this option will mean that your date range will apply to the start date of your Courses, for example to generate Invoices for all Courses that started this week

3. Use Course End Date - this option will mean that your date range will apply to the end date of your Courses, for example to generate Invoices for all Courses that ended this week
   
   

Select the Start Date and End Date to define for your date range

Your Invoice Generator will always generate Invoices for Delegates, if you would also like to generate Invoices for Placeholders, Product Purchases, or Course Fees please check these boxes in the ‘Also generate Invoices for’

1. Placeholders - Placeholders that meet the date range criteria will also be Invoiced (they were booked within the specified date range, or their course date is in the specified date range)

2. Fees - Fees on Courses that are rechargeable back to the customer will also be Invoiced, please note that the customer must have a Delegate or a Placeholder booking on a Course to be the recipient of a Course’s Fee, this relates to Course Fees not Cancellation or Transfer Fees

3. Purchases - Purchases that were made during the Booking Date range will also be Invoiced
   
   

Select whether you are generating Invoices that target Accounts, or Users
Please note, you can only generate Invoices for one target type at a time, so you will need to run through the Invoice Generator again to generate Invoices for another target type

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
   
   For example, if a customer had made 4 bookings over the last month, 2 of these bookings are on 2 different First Aid Courses, and 2 of the bookings were both on the same Safety at Heights Course.
   Grouping these by 'Booking' would lead to 4 Invoices
   Grouping these by Course would lead to 3 Invoices
   Grouping these by Course Template would lead to 2 Invoices
   Grouping these by Invoice Target would lead to 1 Invoice
   
   

By default, the Invoice Generator will create new Invoices if your customer has provided multiple PO Numbers to you - an Invoice will be generated per PO Number. If you would like the Invoice Generator to ignore this, and group items from different PO Numbers together on one Invoice please uncheck the ‘Split Invoices by PO Number’ box

If you would like to define a Due Date to be applied to each Invoice generated, enter this into the Due Date option
If you leave this option empty, your invoice terms dates will determine the Invoices' due dates

Finally, review the Delegate Statuses that you would like to include
For example, if you do not wish to generate Invoices for Delegates that did not attend their Course, you can uncheck the ‘No Attend’ option to exclude them

Please note, Delegates with a status of ‘Waiting List’ will not be charged for their place on the Course

Click the ‘Generate’ button at the top-right of your Invoice Generator to complete the process

A pop-up message will appear to let you know how many items have met your criteria for Invoicing
Please note, this is not the number of Invoices that will be generated

Click the ‘Yes’ button to generate the Invoices

You will then see a confirmation pop-up, click ‘OK’ to close this

You will have now generated temporary Invoices that are ready to be reviewed and committed.

Open the Finance > Invoices DataGrid from the main menu

Unapply any Filters that are applied at the top of your Invoices DataGrid by clicking on them, or by using the ‘Unapply’ button

If you already have a filter to only view Temporary Invoices, click on that filter to apply it to your DataGrid
If you do not yet have a filter in your Invoices DataGrid to only view Temporary Invoices, click on the ‘Filters’ drop-down button to the right of the filters bar

1. Click on the ‘+ Create New’ option

    

2. Create your new filter using the following settings:
   Status -- Is In -- Temporary

    

3. Click the ‘Preview’ button to check that your filter works as you expect!
   
   

4. If you would like to save your filter for future use, provide your filter with a name and click on the 'Save' button

    

5. Your DataGrid should now only show temporary Invoices, and you will have a new filter in your filter bar which you can toggle on/off by clicking on it

   
   
   

Per Invoice, right-click on it to view the context menu options for this Invoice

Click on the ‘View’ context menu option

This will take you to a view of the Invoice

Confirm the contents

If there are any issues with the Invoice, you can make adjustments to it before it is committed

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

Click on the ‘Edit’ context menu option

This will take you to the Invoice editor

Update the Invoice Date and Due Date at the top-right of the Invoice

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

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

Select each of the Invoices that you would like to commit by checking the checkbox on their row in your Invoices DataGrid
Please note, you can select all by checking the checkbox that sits in the column headings at the top of the DataGrid

Click on the arrow button besides the select-all checkbox at the top left of the DataGrid to view the available bulk options

Click on the ‘Commit’ bulk option

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

Your selected Invoices will now no longer be included in your Invoices DataGrid view as they are no longer temporary

Click on your temporary / not committed DataGrid Filter to unapply it

You should now be able to find your newly committed Invoices within your Invoices DataGrid, they will have an assigned Invoice Reference and their status will no longer be temporary

If you cannot see your Invoices, try sorting your Invoices DataGrid based on Date Generated descending