Invoices Overview

Learn about Invoices

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About Invoices

Invoices are a key part of your platform's financial records. 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.

Benefits

Here are the benefits of using Invoices

Generate your Invoices when you need to	Generate Invoices for your customer bookings immediately following their booking, or generate them daily, weekly, monthly, or on an ad-hoc basis!
Standardise Your Finances	Global finance settings (see Account Finance Options) standardise how your Training Provider works with features such as such as tax details, discount settings, and price schemes
Configure your invoices	Configure your invoice branding and choose which information to display for consistent and professional communications
Automate your financial emails	Automate finance notifications such as email payment receipts and overdue invoice notifications using the Finance Module in accessplanit Workflows.
Export your finance information	Export your accessplanit invoices, credit notes, and payments so that they can be synced to your accounting software

Key Terms and Glossary

View	Viewing the Invoice allows you to see the Invoice as your Customer will see it along with some extra option such as being able to view Audit Logs against the Invoice, Transaction and any Workflow Instances that may be associated with the Invoice
Status	The Status allows you to see what stage your Invoices is in, for example: Outstanding, Completed, Part-Completed, Temporary or Cancelled
Line Item	A line item on an invoice is a detailed entry that describes a Course, Delegate or Product that has a cost associated.
Total	Total is the Amount the Invoice totals to, this can include (Gross) and exclude VAT (Net)
Transactions	Transactions show all payments against an invoice. They also show anything that has been refunded, or whether a Voucher or Credit Note has been used. Transactions don’t show against Temporary Invoices (Transactions don’t appear on Temporary Invoices)
Invoice Target	Represents who an Invoice is intended for - this could be either a specific User, or Account.
Re-target	Retargeting an Invoice allows you to change who the Invoice is intended for, If the Invoice is generated to the wrong target, you can retarget the Invoice to the correct User or Account
Commit	Committing an Invoice updates the status from temporary to Outstanding and creates an Invoice Reference number.
Communications	Communications shows a list of communications that have been sent which reference the invoice in question
Cancel	You can cancel an Invoice in any status other than completed if an Invoice is no longer required. Once cancelled, you will be given the opportunity to create an Credit Note
Auto Commit	Auto Commit allows the Invoice to be automatically generated and committed when booking through the Shopping Basket or Checkout. This can be enabled within your Account Finance Options

Invoice Generation

For bookings processed through the Shopping Basket or Checkout, Invoices can be generated automatically. However, for Delegates and Placeholders that have been added to the Course outside of the Shopping Basket or Checkout or if you are not using ‘Auto Commit’, an Invoice will need to be generated, and committed manually 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 correct 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 our Customer support Team

We DO NOT 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
Adding Line Items

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 along with an explanation as to why the task needs to be carried out and they will let you know if the requested action is possible, or alternatively the best next steps.

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 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, that this does not include the bookings employees have made that are marked as "Private Bookings".

Invoice Statuses

Cancelled
A Cancelled Invoice has been Cancelled manually within the platform.

Complete
Complete Invoices have had all payments 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
(Transactions don’t appear on Temporary Invoices)

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.

Logs on an Invoice

This area is similar to the Audit Logs section that exists against most records on accessplanit, and can be used to track the changes against an Invoice 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 generated.
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 DataGrid.

The options for Invoices to be sent 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 or Checkout.
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