Invoices - Functions

Functions

The following additional functions appear on the tab's function bar or in each row of the Results List.

• Adjust Invoice:  Use this function to add a line item to an invoice to account for a refund amount, unpaid amount due, or an overpayment to balance the invoice and prevent an incorrect balance due. Typically, you would use this function if you are refunding a client for an assignment, do not expect any additional revenue for that assignment on this invoice, and there may be an amount due.  If you are refunding an overpayment, this function does not need to be used.  Enter the amount and select a Pay Type.  Follow the onscreen prompts to complete the process.  If you are issuing OnAccount Given for an overpayment, you would use this function to debit (increase) the invoice amount and balance the invoice.
  
  • Enter the adjustment amount as a positive amount to credit and reduce the invoice balance.
  • Enter the adjustment amount as a negative amount to debit and increase the invoice balance.
• Contact Info:  Select this option to display a popup window with Client and Company contact information for the related invoice.
• OnAccount/Refund:  This function allows a user to issue in-house credit or a refund. 
  • See OnAccount/Refund.  This function only displays for payment methods Invoice B and Invoice C.
• OnAccount/Transfer:  Allows transfer of a client's OnAccount balance to another client/invoice.
• Email Invoice:  Sends invoice in PDF format via an email as an attachment.  Requires a Merge Text template named 'Email Invoice' to exist.  Options available to automatically log in Client Case Note and tag Invoice Date Sent.  (only available when Payment Method = Invoice B). If uploaded in Branch Profile, the digital logo will display centered in the header of the email.  The size of the logo is determined by the user prior to uploading.
• Merge Invoices:  Use this function to merge two invoices into one.  All invoice items and payments from the source invoice will merge into the target invoice and the source invoice will be deleted.
• Print Invoice: Click the printer icon to open an invoice print window.  From the window, select the Invoice Type and Cost Method, and click the 'Print' button.
  • Invoice Type: Proforma invoice is a draft or estimate invoice.  Regular invoice is an actual invoice.
  • Cost Method:  Client Cost and Regular Cost will display the corresponding amount listed in the invoice line items.
• Push Company:  This function will push the Company linked in the Client Invoice to the Company field on the Payer/Billing tab of the Payment records and/or the Company field on the Client Assignment records linked to the same invoice.  This function is launched from the blue toolbar. 
  • All: This option will push the Company to all records.
  • Blank: This option will push the Company only to records where the Company field is currently blank.
  • None: This option prevents updates.
• Split Invoice:  This function has three separate options for moving or creating invoices from an existing invoice.  To access this function, use the GoTo feature on the invoices list on a client record.
  
  • Company/Funding Source Split: This option allows a user to create up to ten new invoices in order to split invoiced amounts between the client and multiple companies or multiple funding sources.  The Funding Source option only displays for Plus and Enterprise versions.  The original invoice is not modified during this process, so the user can modify the original after using this function.  Each amount is created as a separate invoice for the same course code.  Follow the on-screen instructions to operate.
  • Course Split: This option allows a user to move all the line items and payments linked to a specific course assignment from one invoice to a new invoice or another invoice within the same client.  A text message is added to the source and target invoice note sections when the split function is used.  Follow the on-screen instructions to operate.
  • Installment Plan:  This option allows a user to create up to ten new invoices as an installment payment plan from one course code on an existing invoice.  The original invoice is not modified during this process, so the user can modify the original after using this function.  Each payment is created as a separate invoice for the same course code.  Follow the on-screen instructions to operate.  See Invoices Reports for details on how to print an installment plan invoice.