The Invoice List contains multiple functions under More Actions that allow users to modify, merge, split, and manage invoices efficiently. This guide outlines each function's purpose and how to use them effectively.
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More Actions (Located in each row of the Invoice List)
Applies To: Enterprise | Plus | Basic
Available Functions
1. Adjust Invoice
Use this function to add a line item to adjust the invoice for refunds, unpaid balances, or overpayments. This ensures the invoice balance is accurate.
- Credit Adjustment (Reduce Invoice Balance): Enter the amount as a positive value.
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Debit Adjustment (Increase Invoice Balance): Enter the amount as a negative value.
- Use when refunding a client and no further revenue is expected for the assignment.
- Not required if refunding an overpayment—use OnAccount Given instead.
2. Email Invoice
Sends the invoice as a PDF attachment via email.
- Requires a Merge Text template named "Email Invoice".
- Automatically logs in Client Case Notes and tags Invoice Date Sent (if Payment Method = Invoice B).
- If a digital logo is uploaded in the Branch Profile, it will display in the email header.
3. Merge Invoices
Combines two invoices into one.
- All invoice items and payments from the source invoice merge into the target invoice.
- The source invoice is deleted after merging.
4. Print Invoice
Open the invoice in. PDF for printing.
- Click Print to generate the invoice.
5. Split by Course
Moves all line items and payments related to a specific course assignment to another invoice.
Example:
- Original invoice contains two course registrations: INT101 and ART203.
- Use this function to move ART203 to a separate invoice, leaving INT101 on the original invoice.
- The system adds a text message in the invoice note section on both invoices.
6. Split by Invoice (Installment Plan)
Creates up to 10 new invoices as part of a payment installment plan for a course.
- The original invoice remains unchanged—you must manually modify it after using this function.
- Each row entered generates a separate invoice for the same course code.
Example:
- Original invoice: $1,000
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To split into five invoices of $200 each:
- Add four new invoices for $200 each using Split Payments.
- Manually update the original invoice to $200.
Key Notes
- Use Adjust Invoice for refunds and balance corrections.
- Merging invoices permanently deletes the source invoice.
- Splitting invoices does not modify the original invoice—manual edits are required.
- Email Invoices require a pre-existing Merge Text template named "Email Invoice".
Conclusion
The More Actions menu in the Invoice List provides essential functions for managing invoices, payments, and client billing. Using these tools correctly ensures accurate financial tracking and reporting. For further assistance, refer to related articles or contact support.