Invoices

Used to record and track the amounts due for services purchased. Invoices are automatically added using a combination of data from Assignments, Course Section Fees, and Global Fees. 

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Main Menu > Accounting > Invoices

Applies To:    Enterprise     Plus     Basic

Details

• Invoices are made up of two parts: The Invoice record and the Line Items records. One invoice can have many line items.
  
• Invoices are tracked by the Session of the course Assignments.  Assignments for Course Sections not tagged to a Session are ignored when using the Auto Invoice function.
• Fees are generated from Course Section Fees, Global Fees, and Fee Group of the client.
• When printing invoices, the footer contains a user-defined message option that prints in the footer.  The message can differ for Proforma and Regular invoices.
• An invoice cannot be deleted if the invoice has line items or payments that have been recorded against the invoice.
• An invoice cannot be voided if there are payments attributed to the invoice.
• The Branch Profile Preference called Enable Void Invoice will control if the primary invoice can be deleted or is forced to be voided instead.
• A Deleted/Modified Invoices Log was deployed on 2/8/12.  From that point forward, all new, changed and deleted invoice and invoice item records will record into this log as an audit trail of invoice changes.  A report to view this log is available in the InSight reporting feature.
• When an invoice is automatically created that contains a course section that ONLY has variable fees (Pick One, Pick Multi, or Optional) and has no required fees, a line item is added to the invoice for a zero amount that accounts for the required fee.  The invoice creation process is required to perform this step for the course section's required fee, even if one does not exist.
• See additional Financial articles.

Invoice Fields

• Invoice Number: The user may assign a number or let the number automatically generate based on the last sequenced invoice number.  If no prior invoice numbers exist, the first number is determined using the Auto Invoice Number set in Branch profile defaults.  Required field and cannot be duplicated in another invoice.
  • If manually entered as a number without any alpha characters, the maximum value that can be entered is 2000000000.
• Invoice Date: Date invoice created.  Required field.
• Invoice Status: Status of the invoice.  Required field. (This is not a user-defined list.)
  • Active: Invoice is active.
  • Locked: Invoice is locked from changes. See Invoice Locking.
  • Released: Invoice is paid and not active, but still calculates in totals. Optional.
  • Void: Invoice is voided and does not calculate in totals.
• Session: The Session the invoice is tracking.
• Funding Source: Primary method client will use to cover invoice costs.  (This field only displays in Plus and Enterprise versions)
  
• Notes: Optional comments field.
• External ID: This field is used as a reference link to an external application. Most often this is used for custom functions.

Line Item Fields

Line Items are available to add/edit when in the View mode of an invoice.

• Item:  Revenue Item fee to be paid.  From user-defined Revenue Items list.  Required field.
• Course Code:  If the fee is for a specific course Assignment, enter the Course Code.
• Date: Date item added to the invoice.  Required field.
• Debit/Credit:  Is amount being added to (Debit +) or removed from (Credit - ) from the invoice total.  Required field.
• Quantity:  Number of this item being charged.  Enter as a positive number.
• Rate:  Regular rate per item being charged.  Enter as a positive number.
• Rate Client:  Student rate per item being charged.  Enter as a positive number.
• Extension:  This number will automatically calculate when the record is saved.  Must be a positive number.
  
• Extension Client:  This number will automatically calculate when the record is saved.  Must be a positive number.
  
• In Minimum Due:  Check this box if this item should be included in a minimum amount due such as a deposit.  If the total invoice amount is due and the payment is for less than the total amount is not allowed, every item in the invoice should be checked.
• Revenue Account: The number identifying the account to track revenue. This field is also used to populate the account number in payment records for the related invoice. These automatic values in this field can be manually overwritten.
  • This field was added on 9/17/2019. The value for this field in existing records was automatically populated at the time it was created using these rules in this order:
    • 1st: If a related payment existed with an account number, that account number was used to populate the value.
    • 2nd: If an account number existed for the fees that originally created the invoice, that account number was used to populate the field.
    • 3rd: If an account number existed for the Course Section revenue account, that account number was used to populate the field.
  • Going forward on new records, the value for this field in new records will automatically be populated at the time it is created using these rules in this order:
    • 1st: If an account number existed for the fees that originally created the invoice, that account number was used to populate the field.
    • 2nd: If an account number existed for the Course Section revenue account, that account number was used to populate the field.
• Detail: This text field is automatically used to record various related values such as the Fee Label from a variable fee or a textbook name from a textbook purchase.  The field can also be used to manually add some form of a reference, but if a value exists from an automated entry, it is suggested not to remove the value that exists.
• Notes: Optional comments field.

Add Assignment:  This fix function allows a user a method to easily add a missing Assignment for a line item that already exists in an invoice.  The function displays as a "+" in the row matching the missing Assignment.  Click the "+" to launch the add assignment function.  This function only displays when a line item references an assignment that does not exist for the client. The User must have permission to add Client Assignments to run this function.