By default, when an assignment is added to a client's record, an invoice is created and linked to the client. However, if the invoice is to be paid by a company, either in full or in part, some modifications to the invoice must be made or additional invoices may be required. The scenarios listed below represent some of the varied possibilities to invoice a company in addition to or instead of the client.
- In all the following scenarios, when adding a new assignment using the single New Assignment option or the Multi-Assignment add option, if the Company field has a value it will be added as the Company on the invoice. This does not occur when a user edits an assignment.
- Address: When a Company is linked to an invoice record, the address associated with the Company record will be the address selected to display on the printed invoice report. If the address is missing or incomplete, no address will display.
Single Client - Single Company - Company Paying Full Amount - Per Client Tuition Based
Use this scenario when you have one client enrolled into a fees based course and a company is paying the full amount of the fees.
- Add the assignment to the client as usual. The invoice will be created automatically.
- After the assignment and invoice have been added, go to and edit the invoice.
- Select the desired name from the list for the Company field. If this is a new Company, scroll to the end of the Company select list and click .
- Save the modified invoice.
Single Client - Single Company - Company Paying Partial and Client Paying Partial - Per Client Tuition Based
Use this scenario when you have one client enrolled into a fees based course and a company is paying part of the fees and the client is paying part of the fees.
- Add the assignment to the client as usual. The invoice will be created automatically.
- After the assignment and invoice have been added, go to the invoice.
- Go to the Line Items for the invoice and edit the line item(s) to be split. In this case, modify the amount(s) to match the amount the Client will pay. Save the changes.
- From the toolbar, click the Split Invoice function.
- Select [Company and/or Funding Source Split] and click Next.
- Select the Course Code and Revenue Item.
- In row 1, enter the Amount the Company is paying, the Invoice Date, and select the Company Name. All other fields are optional.
- Click Submit. This will create a second invoice for the client. The first invoice is the client amount and the second invoice is the company amount.
Multiple Clients - Single Company - Company Paying Full Amount - Per Client Tuition Based
Use this scenario when you have multiple clients enrolled into a fees based course and a company is paying the full amount of the fees.
- Add the assignment to each client as usual. The invoice will be created automatically.
- After the assignment and invoice have been added, go to and edit each invoice.
- Select the desired name from the list for the Company field. If this is a new Company, scroll to the end of the Company select list and click .
- Save the modified invoice.
Multiple Clients - Single Company - Company Paying Full Amount - Bulk Tuition Rate Regardless of Enrollment
Use this scenario when you have multiple clients enrolled into a course and a company is paying the full amount as a flat rate fee, not a per client fee rate.
Part 1: Adding the company assignment and invoice
- If the Company does not yet have a corporate client account, a new corporate client record will need to be added.
- Go to the corporate client record matching the company to be invoiced.
- Add the assignment to the corporate client. The invoice will be created automatically. If clients will be added to the course as noted in Part 2 and do not want the corporate assignment to calculate into the enrollment count, set the Enrollment Status = "Aggregate/Company".
- After the assignment and invoice have been added, go to and edit the invoice.
- Edit and/or add line items amounts to match the flat rate fee the company is paying for the course.
- Save the modified invoice.
Part 2: Adding the client assignments
- This step only needs to be performed if you desire to record client names as an enrollment list. If the company is paying the flat rate fee for the course and names are not desired, this part can be omitted.
- Add the assignment to each client as usual. The invoice will be created automatically.
- After the assignment and invoice have been added, go to and edit each invoice and line items.
- Set the line item amounts to zero to prevent the invoice from calculating an amount due. If the course section had no fees, the invoice will be zero be default.
- Select the desired name from the list for the Company field. If this is a new Company, scroll to the end of the Company select list and click .
- Save the modified invoice.
Rick Stern
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