Invoice Overview
Invoices are a key part of your platform's finance infrastructure. They serve as financial records for your bookings made on your courses, and can be used to keep track of customers who have or haven't paid for their courses. Invoices can also be sent out to customers, who can then make payments against them.
To learn how to work with Invoices, click here.
Where to find Invoices
Invoices can be found under Finance in the left-hand menu:
Invoice Generation
For bookings processed through the Shopping Basket, the Invoice is generated for you. However, for Delegates and Placeholders that have been added to the course date outside of the Shopping Basket, you'll need to generate an Invoice before a payment can be taken.
In order to do this, you'll need to create a Temporary Invoice. This allows you to check over the Invoice and ensure it is OK before committing. Once an Invoice is committed, it cannot be deleted by Training Administrators, so if you do need to delete a committed Invoice, you'll need to ask the Helpdesk. To access the Helpdesk portal, click here.
We don't recommend that any of the following tasks are completed by customers, as this can cause issues with auditing:
Deleting Invoices
Deleting Credit Notes
Deleting Payment Gateway or Credit Note Transactions
Editing the figures on an Invoice after creation
Editing the figures on a Credit Note after creation
The above can lead to incorrect Invoice Statuses, Paid/Outstanding amounts, etc.
If any of the above tasks need to be carried out please raise a ticket with our Support team and they will let you know if the requested action is possible, or alternatively the best next steps.
Invoice Statuses
Cancelled
A Cancelled Invoice has been Cancelled manually within the platform.
Complete
Complete Invoices have had all payments have been made on them and are no longer outstanding.
Temporary
Temporary Invoices are Invoices that are yet to be committed. These Invoices can still be deleted by Training Administrators
Outstanding
An Outstanding Invoice is an Invoice that has yet to have any payments made against it.
Part-Completed
Part-Completed Invoices have had some of the outstanding balance paid off, but not all of it.
Invoice Generator
Raising an Invoice through the Invoice Generator is a quick and easy way of generating one Invoice for multiple bookings and Delegates, or of raising multiple Invoices at once.
The function of the Invoice Generator is to group the bookings that have been made in the platform, and then generate them based on the filters you have in place.
Using the "Date Range Type" drop down box and the "Start Date" and "End Date" fields, you can select:
Bookings that were made in a certain date range.
Bookings for courses that start in a certain date range.
Bookings for courses that end in a certain date range.
In the Additional Data area, you can choose whether or not to include Placeholder bookings.
There are four ways to define how to create and target Invoices:
Booking
Choosing this option will create one Invoice per Account, per booking.
Course
Choosing this option will create one Invoice per Account, per course date.
Course Template
Choosing this option will create one Invoice per Account, per course.
Invoice Target
Choosing this option will create one Invoice that combines all bookings made by the Account and its employees. Please note, this does not include the bookings employees have made that are marked as "Private Bookings".
Transactions on an Invoice
Transactions are any payments/refunds that have taken place against the Invoice. These can be found by right-clicking on the Invoice in the Invoice Maintenance DataGrid and clicking Transactions.
You can also make Manual Payments on an Invoice by going to its Transactions and clicking Add. These payment options are controlled in Account Finance Options. To learn more about setting up your payment methods, click here.
Logs on an Invoice
This area is similar to the Audit Logs section that exists against most records on accessplanit, used to track the changes against the record with data on who made the change and when.
For Invoices, you can right-click on a row in the Invoices DataGrid and select Logs to see the following actions that have been done to the Invoices:
An Invoice being printed
The status of the Invoice changing - with added notes to show the original and new statuses
Emailing an Invoice
You can send an Invoice via Email from accessplanit. This is typically done via a Workflow, but these can also be sent from the Invoice Maintenance DataGrid.
The options for Invoices to be sent to are as follows:
Invoice Email Address - this is not stored anywhere else except against the Invoice, and is populated using the Email Address field on the last stage of the shopping basket.
Issuer Email Address - this is the Training Provider Account's email address
Target Email Address - this is the Email Address of the Target User or Account
Target Billing Email Address - this is the Billing Email Address of the Target User or Account
Customising an Invoice
The footer of your Invoices can be customised in the Account Finance Options page.