Invoice Actions

 

Overview

As your club/organization begins to see registrations you may encounter scenarios in which you need to take action on an invoice. These actions can include withdrawing a participant, refunding a payment, or adjust the cost of an item.

The tools and features discussed in this article are primarily found by navigating to Accounting > Invoices > Edit Edit-L.gif. In order to access the invoice edit page, you will need the following permissions: Admin, Order Edit, Order Manager.

 

Further Resources

The article below speaks to specific actions that can be take in order to compensate for a variety of instances. For further information about each button/element on the invoice edit page, you may wish to review our article Invoice Anatomy. For more information on invoices please see our article Invoices.

 

Withdrawing A Participant

  • select Withdraw

More Information

To withdraw a participant from a program registration please navigate to the invoice edit page for the invoice in question. From here, find the program line item you wish to remove them from and select the blue Withdraw button. Please note, this does not affect the cost of the program. If you wish to effect the amount you are charging for the program now that the participant is withdrawing you will want to add an adjustment and perform a refund

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Change A Participant's Program

More Information

To update a participant's registered program please navigate to the invoice edit screen for the invoice in question. From here, select to Withdraw the participant from their current program. If required, add an adjustment to the program line to reduce the cost. Select the Add-L.gif Add Program tab to add the new program. If required, add an adjustment to the new program. If any applied adjustments cause an imbalance in the payments section you will not be able to Post the invoice just yet.

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Instead, you will want to scroll to the payments section and review what is currently owed vs. what is currently paid. You may need to only adjust the payments, but also might need to perform a refund.

 

Accept An Error

  • select Accept This Error?

More Information

If you wish to accept/override an error from the system regarding restrictions/requirements please navigate to the invoice edit page for the invoice in question. From here, find the program line item you wish to accept the errors on and select the blue Accept This Error? button. By doing so, you as an administrator can effectively override any restrictions or requirements you may have placed on the program/product in question.

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Note that you can also select to Edit the invoice line item to view more information on the error in question.

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Adjust The Cost

  • select to Edit Edit-L.gif the line item
  • select the Add-L.gif Adjustments tab
  • enter a name/description
  • select Add Add-L.gif
  • enter an adjustment value (negative by default)
  • select Accept Accept-L.gif

More Information

To adjust the cost of an invoice line item please navigate to the invoice edit page for the invoice in question. From here, find the line item in question and select to Edit Edit-L.gif. Select the Adjustments tab from within the line item segment, enter a name/description for your adjustment, and select to Add Add-L.gif.  Enter your desired value for the adjustment (note that it is a negative value by default) and select to Accept Accept-L.gif the adjustment. You may also wish to Accept Accept-L.gif the line item as a whole, but this is not required. Note that in order to Post the invoice you will have to update the payments in the payments section.

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Update Payments

You can Update an invoice's Payments section, to indicate having received an offline payment.

Updating a Cheque or Cash payment

  • select to Edit Edit-L.gif the offline pending payment
  • use payment status the dropdown to the left of the page
  • select Process Payment
  • select Post

Once you have made adjustments to your invoice line items you may find that the owing costs have changed. In this instance, you will need to ensure that the Invoice Details section total is matched by the Payments total (including all paid and pending payments).

If the balance has increased the system will automatically generate a pending payment line. If the balance has decreased the system will update the invoice with a notice at the bottom of the Payments section.

Increased Balance

  • select to Edit Edit-L.gif the new line item and adjust any desired parameters
  • select Post

If your invoice adjustments have resulted in an increased owing amount the system will automatically compensate for this by generating a new pending payment line. This will will be highlighted in yellow to indicate it is new and will use the current day/time for it's default settings. Select to Edit Edit-L.gif the payment line if you wish to make any adjustments. Once content select to Post.

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Decreased Balance

  • select to Delete Delete-L.gif any pending payments
  • perform a refund (if required)
  • select Post

If your invoice adjustments have resulted in a decreased owing amount the system will notify you with a red highlighted notice at the bottom of the Payments section. If you have pending payments listed in your Payments section you can begin selecting to Delete Delete-L.gif these from the bottom up. If the balance of any/all pending payments exceeds that of the invoice imbalance then you can select to Delete Delete-L.gif these payments until the invoice is balanced. Once complete select Post.

If the balance of any/all pending payments does not exceed the invoice imbalance (or if there are no pending payments) you will need to perform a refund to return the owing balance.

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Perform A Refund

To perform a refund there must be a negative difference between the Invoice Details total and the total of all paid payments. If there are pending payments on the invoice these must be Deleted first. If so, and there is still a balance owing, you can then perform a refund.

More Information

To perform a refund first navigate to the invoice edit page for the invoice in question. Scroll to the Payments section and ensure you have removed any/all pending payments. So long as there is still a balance owing you can then select to Refund from a paid payment line. Note that you cannot refund a value higher than the paid payment line you are using.

After selecting to refund, double check the refund line's settings. The refund will default to the same payment medium as the paid payment line you are using to refund, but you may wish to update this.

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Note that you cannot refund a balance greater than the invoice's total payments.

 

Voiding An Invoice

When looking to void an abandoned invoice you will want to consider your reporting and accounting processes. It is best to work with your accounting/treasury team to set a standard of practice so that your reporting is consistent.

Retain Listings, Retain Revenue

To void an invoice while retaining the product/program listings as well as the incoming revenues you will want to first create a $0, Beta-status product called "Void Invoice" (or something similar. The purpose of this product is to add it to the invoice so you can adjust it to the negative value of the invoice. For example, if you are voiding an invoice for $100 you would add this product, select to adjust it, then add a -$100 adjustment to the product. This balances the invoice to an owing balance of $0. Once this is completed you can then Delete Delete-L.gif any pending payments, perform any required refunds, and select to Post the invoice.

This option will retain the incoming revenues from the products and programs sold. However, it will be important to note that the product you create will absorb the outbound revenues. Please speak with your accounting/treasury team before selecting this method.

Retain Listings, Remove Revenue

To void an invoice while retaining the product/program listings, but removing the revenues, you will want to select to Edit Edit-L.gif each line item on the invoice. For each line item add an adjustment to the line and set the adjustment to the negative value of the line item. For example, if you are voiding a product for $100 you would select to adjust it, then add a -$100 adjustment to the product. Once all items have been reduced to a value of $0 your invoice's balance will also be $0. At that time you can Delete Delete-L.gif any pending payments, perform any required refunds, and select to Post the invoice.

This option will remove the incoming revenues for these products and programs but retain the listings. This offers the ability to report on the attempted/intended purchase without lingering owing balances. Please speak with your accounting/treasury team before selecting this method.

Remove Listings, Remove Revenue

To void an invoice while removing the product/program listings as well as the revenue you can simply select to Delete Delete-L.gif each invoice line item. Once removed, your invoice's balance will also be $0. At that time you can Delete Delete-L.gif any pending payments, perform any required refunds, and select to Post the invoice.

This option will remove the incoming revenues from these products, as well as any evidence of the attempted/intended purchase. Please speak with your accounting/treasury team before selecting this method.

 

Manually Creating Installments

  • select to Edit Edit-L.gif the invoice in question
  • scroll to the Payments section and select to Edit Edit-L.gif any Pending payment
  • update the value of the payment
  • update the date and time of the payment
  • select Accept Accept-L.gif
  • repeat as desired 

More Information

To manually create installments for an invoice you will first want to select to Edit Edit-L.gif the invoice in question. Scroll down to the Payments section to find any Pending payments. By selecting to Edit Edit-L.gif a pending payment you can adjust the amount the payment line expects. By reducing the amount the system will automatically create a new pending payment for the remaining amount.

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Be sure to adjust the date and time for each of your pending payments to stagger them to your desired installments. Note that, while adjusting the dates of your payments, the system will automatically reorder your payments accordingly.

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