Generate an Invoice for a Delegate

Steps to generate an Invoice for a Delegate

1 Find the Delegate
2 Generate the Invoice
3 Commit the Invoice

Related Pages

Learn how to generate a standalone Invoice for a single Delegate

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

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

Find the Delegate

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

Depending on whether your Delegate is assigned to a Classroom Course, Webinar Course, eLearning Course, or Document Course open the relevant Course DataGrid from the main menu
If the Course was Classroom or Webinar, find the Course the Delegate attended by applying filters and/or searching the Courses DataGrid
Right-click on the Course the Delegate attended, this will show you the context menu options for this Course
Click on the ‘Delegates’ context menu option
You will be taken to the Delegates DataGrid, which will show you the Delegates assigned to this Course only
From the Delegates DataGrid, identify the Delegate(s) that you need to generate an Invoice for

Generate the Invoice

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

Select the Delegate(s) that you would like to generate an Invoice for by checking the checkbox in their row
Click the down arrow button next to the select-all checkbox, and then click the ‘Generate Invoice’ option
This will open the mini ‘Generate Invoice’ pop-up window
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
Please note - if you are generating an Invoice for a Sessional Delegate that was added to the Course manually rather than via the Shopping Basket, and you would like to have all of the sessions listed alongside the parent course on one invoice, select ‘Invoice Target’ as your grouping option
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 Delegate Cancellation or Transfer Fees
Click ‘Generate’ to complete the process and generate your Invoices
This will generate temporary Invoice(s) for your selected Delegates
This will mean that your Delegate’s Invoice will not yet had a Reference and it will have the status of ‘Temporary’
1. If you do not yet have visibility of the ‘Invoice Reference' and 'Invoice Status' in your Delegates DataGrid, click on the 'Change Columns’ button at the top right of the DataGrid results
2. Use the ‘+' button to add these two new columns in and click on the 'Apply’ button
3. You will now see the Invoice information for each Delegate, within your Delegates DataGrid!

Commit the Invoice

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 Delegates DataGrid, click on the ‘No Reference Set’ link in the ‘Invoice Reference’ column and select ‘View in Invoice DataGrid’
If you do not want to include the ‘Invoice Reference’ column in your Delegates DataGrid, you can instead right-click on the Delegate and select the ‘Invoices’ option from the context menu options
This will open the Invoices DataGrid, filtered to only show you the Invoice that this Delegate is on
Right-click on the Invoice to view the context menu options available for it
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 in the next step

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

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

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.

To commit your Invoice, right-click on it from the Invoices DataGrid to view the context menu options for this Invoice
Click on the ‘Commit’ context menu option

You will be presented with a confirmation pop-up, click the ‘Yes’ button to confirm
Your Invoice will have an assigned Invoice Reference and it’s status will no longer be temporary

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