Generate an Invoice for a Placeholder

Owned by Jenna Buttershaw
Last updated: 14 Dec, 2023 by Hannah Letch
6 min read

Steps to generate an Invoice for a Placeholder

 

Learn how to generate a standalone Invoice for a single Placeholder

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

Generate Invoice pop out

 

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

Find the Placeholder

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

  1. 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

    Main menu Course class option

     

  2. If the Course was Classroom or Webinar, find the Course the Placeholder is assigned to by applying filters and/or searching the Courses DataGrid

     

  3. Right-click on the Course the Placeholder is assigned to attended, this will show you the context menu options for this Course

     

  4. Click on the ‘Placeholders’ context menu option

     

  5. You will be taken to the Placeholders DataGrid, which will show you the Placeholders assigned to this Course only

     

  6. From the Placeholders DataGrid, identify the Placeholder(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 Placeholder

  1. Select the Placeholder(s) that you would like to generate an Invoice for by checking the checkbox in their row

     

  2. Click the down arrow button 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

     

  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. 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

     

  7. Click ‘Generate’ to complete the process and generate your Invoices

     

  8. This will generate temporary Invoice(s) for your selected Placeholders
    This will mean that your Placeholder’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' in your Placeholders DataGrid, click on the 'Change Columns’ button at the top right of the DataGrid results

       

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

       

    3. You will now see the Invoice information for each Placeholder, within your Placeholders DataGrid!

       

Commit the Invoice

Check your Invoice

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

  1. From your Placeholders DataGrid, click on the ‘No Reference Set’ link in the ‘Related Invoice Reference’ column and select ‘View in Invoice DataGrid’

     

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

     

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

     

  4. Click on the ‘View’ context menu option

     

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

     

  6. 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

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



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

  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

     

  3. This will take you to the Invoice editor

 

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

     

  2. 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

 

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.

  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

 

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

     

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