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Invoices

This article explains how to manage invoices and line items for services purchased. Users will learn how to navigate the Invoices section, create invoices, add line items, and track associated payments.

Navigation:
Main Menu → Accounting → Invoices

Applies To: Enterprise, Plus, Basic

Overview

The Invoices section enables users to:

  • Record and track amounts due for services purchased.
  • Automatically generate invoices using data from Assignments, Course Section Fees, and Global Fees.
  • Track line items and payments attributed to invoices.

Invoice Details

  • Invoices consist of two components: the Invoice Record and the Line Item Records. One invoice can contain multiple line items.
  • Invoices are tracked by the Session associated with course Assignments. Assignments for Course Sections not linked to a Session are ignored when using the Auto Invoice function.
  • Fees are generated from Course Section Fees, Global Fees, and the Fee Group of the client.
  • When printing invoices, the footer includes a user-defined message that can differ between Proforma and Regular invoices.
  • Invoices cannot be deleted if they have line items or payments recorded against them.
  • Invoices cannot be voided if payments are attributed to them.
  • The Enable Void Invoice preference in Branch Profile determines whether an invoice can be deleted or must be voided.
  • A Deleted/Modified Invoices Log tracks all invoice changes starting from 2/8/12. This log can be accessed through the InSight reporting feature.
  • If a course section contains only variable fees (Pick One, Pick Multi, or Optional) and no required fees, a zero-amount line item will be added to account for the required fee.

Creating a New Invoice

  1. Click on New Invoice.
  2. Modify the default values if necessary. To assign an invoice number, uncheck the AutoGen box.
  3. Click Create.

Invoice Fields

  • Invoice Number: Can be manually entered or automatically generated. Must be unique. The first number is determined by the Auto Invoice Number setting in Branch profile defaults. If manually entered without alpha characters, the maximum value is 2000000000. Required field.
  • Invoice Date: The date the invoice is created. Required field.
  • Invoice Status: The current status of the invoice. Required field.
    • Active: The invoice is active.
    • Locked: The invoice is locked from changes.
    • Released: The invoice is paid and inactive but still calculates in totals.
    • Void: The invoice is voided and excluded from totals.
  • Session: The session the invoice is tracking.
  • Funding Source: The primary method the client will use to cover invoice costs. (Available only in Plus and Enterprise versions.)
  • Notes: Optional comments field.
  • External ID: A reference link to an external application, often used for custom functions.

Adding Line Items

  1. First, create an invoice.
  2. Select the Line Items tab.
  3. Click Add Line Item.
  4. Enter the necessary data and click Create.

Line Item Fields

Line items can be added or edited in View mode of an invoice.

  • Item: Revenue item fee to be paid, pulled from the user-defined Revenue Items list. Required field.
  • Course Code: The code for a specific course Assignment, if applicable.
  • Date: Date the item is added to the invoice. Required field.
  • Debit/Credit: Indicates if the amount is added (Debit +) or removed (Credit -) from the invoice total. Required field.
  • Quantity: The number of items being charged. Enter as a positive number.
  • Rate: The regular rate per item being charged. Enter as a positive number.
  • Rate Client: The student rate per item being charged. Enter as a positive number.
  • Extension: Automatically calculated upon saving the record. Must be positive.
  • Extension Client: Automatically calculated upon saving the record. Must be positive.
  • In Minimum Due: Check this box if the item should be included in the minimum amount due, such as a deposit.
  • Revenue Account: The account number used to track revenue. Automatically populated based on the following rules:
    1. If a related payment exists with an account number, it is used.
    2. If a fee associated with the invoice has an account number, it is used.
    3. If the Course Section has a revenue account, it is used.
  • Detail: Records various values like Fee Labels or textbook names for automated entries. Can also be used for manual references, but automated values should not be removed.
  • Notes: Optional comments field.

Key Notes

  • Invoices with line items or payments cannot be deleted.
  • Use the Invoices Log to track changes to invoice records.
  • Verify invoice status and ensure required fields are completed before saving.

Conclusion:
By following this guide, users can efficiently manage invoices and associated line items, ensuring accurate tracking of payments and services. For further assistance, refer to related articles or contact support.

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