Invoices

Overview

Invoices are primarily generated through the process of a member registering through your Uplifter site. However, administrators can also manually create invoices for any member with a member account. Once created, administrators with the correct access permissions can view and edit an invoice.

Invoices display the details that were provided to the member upon registration completion, along with the specific policies that were confirmed at the time of registration. Any additional administrative functions or details are also displayed, such as notes on the invoice and links to edit the invoice for administrators with the correct permissions.

The Invoices page is found by navigating to Accounting > Invoices. In order to access the Invoices page you will need the following permissions: Admin, Order Edit, Order Manager.

 

Further Resources

The article below speaks to basic features and functions of the invoice tool within Uplifter. 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 more complex processes such as refunds, adjustments, etc. you will want to review our article Invoice Actions.

 

Invoices

Invoices will capture the purchases, refunds, and adjustments made through your use of Uplifter. The invoice manager, found via Accounting > Invoices will list basic information for your review. Thereafter, you can select to Edit or View an invoice for more information and/or to take actions on the invoice. For more information on specific actions and measures, please see our article Invoice Actions.

Invoice Manager

The invoice manager page is your centralized hub to review all things invoices. Here, you can get a great overview of the invoices that have been processed, and even access those that are in progress. When you first navigate to Accounting > Invoices you'll be greeted by a list of your completed invoices.

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There is a lot of at a glance information available on this screen to make your life easier. We've also included a handy legend for your reference.

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For any invoice that has not been allowed to expire you can view their status by the sliver of colour on the far left of the invoice segment. Green is completed (note that this may not mean all payments have been received), blue is on hold, and grey is pending (only listed if you filter for this status).

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The invoice number, completion date/time, and payment invertal and medium can all be found on the left side of the segment. The middle wil display the member's name to whom the invoice has been issued. On the left of the segment youwill find the full cost of the invoice, the current invoice payment status, and any owing balances. You will also find the option to Edit or View the invoice.

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Creating An Invoice

Creating an invoice can be accomplished in several ways. You can create an invoice by:

  • Navigating to Accounting > Invoices > + Add A New Invoice
  • Navigating to Accounting > Invoices and selecting the Add an Invoice option along the toolbar
  • Navigating to People > Member Accounts, finding your member and selecting the  to the right of the member listing
  • Navigating to People > Member Accounts, finding your member and selecting their name to enter their profile > Invoices > Add Invoice

The first two methods described above will require you to select a member from the Member Select screen. 

On this screen you can find existing members by beginning to type their name in the Select a Member field on the left and selecting them from the suggested options. Alternatively, you can create a new member by filling out the information on the right, under Create a New Member. 

Editing An Invoice

  • select to Edit  the desired invoice

Editing an invoice is your way of controlling the items, cost, and payments on an invoice. To begin editing an invoice navigate to Accounting > Invoices and select to Edit the desired invoice. On the invoice edit page you will see the Billing Information section, the Invoice Details section, and the Payments section. On the edit screen various Invoice Actions can be accomplished.

Viewing An Invoice

  • select to View the desired invoice

To view more detailed information for an invoice navigate to Accounting > Invoices and select to View the desired invoice.

 

Billing Information

The billing information section is the top-most portion of the invoice. It captures your club's/organization's billing information, the member's billing information, and the member's contact information. These items can all be updated.

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Club Billing Information

  • navigate to Settings > Uplifter Settings > Merchant Credentials
  • update the Your Billing Address section
  • select Save All

To update the club billing information that displays on member invoices please navigate to Settings > Uplifter Settings > Merchant Credentials. Here you can use the Your Billing Address form to update the billing information as desired. Once complete, don't forget to select Save All.

Member Billing Information

  • select to Edit the Billing Information section
  • update the information as desired
  • select Accept

To update the member billing information that displays on member invoices please select to Edit the Billing Information section. Here you can use the form to fill in the preferred billing information. Note that this information should match any credit card being used to pay for the invoice.

You can also select from existing (or create new) alternative addresses by using the drop down at the top of the section.

Member Contact Information

  • select to Edit the Contact Information section
  • update the information as desired
  • select Accept

To update the member contact information that displays on member invoices please select to Edit the Contact Information section. Here you can use the form to fill in the preferred contact information.

You can also select from existing (or create new) alternative addresses by using the drop down at the top of the section.

 

Invoice Details

The Invoice Details section captures a list of all products added to the invoice, segmented into 'line items'. Each line item can be adjusted in various ways, or removed from the invoice. The Invoice Details section can be split into two main parts.

Program Registrations

The program registrations section displays all programs that have been added to the invoice. Within each program line item segment you can withdraw a participant, Edit the line item, Delete the line item and accept any errors the line item may be causing.

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  1. You can add new participants to the member's account by selecting Add Participant
  2. You can add a new program to the invoice by selecting Add Program
  3. You can add a new subscription, product, or ticket by selecting Add Subscription or Product
  4. You can withdraw a participant by selecting Withdraw (note that this does not affect the cost)
  5. You can accept any errors by selecting Accept This Error?
  6. You can edit a program by selecting Edit. Editing a program line item lets you:
    1. change the participant.
    2. change the category level.
    3. toggle tax receipt eligibility.
    4. add an adjustment to change the cost of the program.
    5. accept or cancel any changes to the line item.
  7. You can delete a program line item by selecting to Delete.

Product Purchases

The product purchase section displays all products, tickets, and subscriptions that have been added to the invoice. Within each product line item segment you can Edit the line item or Delete the line item.

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  1. You can edit a product/ticket/subscription by selecting Edit. Editing a product/ticket/subscription line item lets you:
    1. add an adjustment to change the cost of the product/ticket/subscription.
    2. update who the product/ticket/subscription applies to (participant based product/ticket/subscription only).
    3. toggle tax receipt eligibility (subscriptions only).
    4. update the expiration date of a subscription (subscriptions only).
    5. accept or cancel any changes to the line item.
  2. You can delete a product/ticket/subscription line item by selecting to Delete.

 

Calculate, Pending, Hold, Select Payments, and Total

If you have begun making an invoice from scratch, rather than editing an existing invoice, you will find you have a few options at the bottom of your invoice. These options include Calculate, Save As Pending, and Select Payment Method & Post. Please note, these options are only available before you select Select Payment Method & Post.

Calculate

Calculate is only available before selecting Select Payment Method & Post. By selecting Calculate the system will review the invoice in its current form and determine if any additional discounts or fees should be applied. In most cases it is best practice to select to Calculate before proceeding.

Save As Pending

Save As Pending is only available before selecting Select Payment Method & Post. Save As Pending allows for an admin to save a created invoice for later use within the system. Note that this invoice will expire based on your site settings, however, an admin can create an invoice on behalf of a user, set it to Pending, then allow the user to complete the checkout process from their own account.

Hold

Holding an invoice is only available when the invoice originated from the public side of your site. Putting an invoice on hold allows you to retain the invoice (along with all registration information a position reservation) indefinitely. To put an invoice on hold navigate to Accounting > Invoices and filter the page by Pending. Locate your desired invoice and select to Edit . Select Hold Invoice at the top right of the page.

Note that, while an invoice is on hold, some invoice elements may not be editable. To remove the hold status, simply return to the invoice and select Remove Hold.

Select Payment Method & Post

By selecting Select Payment Method & Post you are confirming that you are happy with the present state of the invoice and would now like to take over completely. This mean the system will no longer assume anything and Calculate will not longer be available for use.

Total

At the bottom of the Invoice Details section you will find your total. This is the sum of all items, considering any discounts or fees that have been applied as well. After proceeding to the payments portion of the process you must match the Total with the sum of all payments in the Payments section. You will not be able to Post your invoice until this is true.

 

Payments

The Payments section will list all payments on the invoice in the form of payment line items. These items can have several different statuses, including paid, pending, undeposited, and declined. Below the Payments section admins can also add public and private notes.

Payments

The Payment section lists all payments added to the invoice which can be adjusted to fit various contexts. You can edit, delete, and refund these payment lines, depending on their current status.

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  1. You can update all unsettled pending payments to a single payment medium by selecting your preferred medium from the Pay By drop down.
    • NOTE: A pending payment created during your editing session is considered unsettled and can be edited in a multitude of ways. Once you have hit Post a pending payment becomes settled and will no longer react to the medium drop down. Note that you can select to Delete a settled pending payment to have the system create a new, unsettled pending payment for your use.
  2. You can update all unsettled pending payments to installments by Checking Calculate Installments From and setting the preferred date.
    • NOTE: A pending payment created during your editing session is considered unsettled and can be edited in a multitude of ways. Once you have hit Post a pending payment becomes settled and will no longer react to the medium drop down. Note that you can select to Delete a settled pending payment to have the system create a new, unsettled pending payment for your use.
  3. You can refund a paid payment by selecting to Refund.
    • NOTE: You cannot refund a value greater than the payment line you are using.
  4. You can edit a payment to adjust the status, payment time, payment medium, amount, and/or add a note to the payment.
    • NOTE: Some payment mediums will restrict status options.
    • NOTE: Some payment mediums will require additional information such as Transaction ID or Gift Certificate Code. 
    • NOTE: By adjusting the amount of a pending payment the system will automatically generate a new pending payment to compensate for the remaining value (if applicable).

Notes & Post

At the bottom of the invoice you will find invoice-specific notes. These notes can either be set to private (only site admins can see the note) or public (site admins and the member can see the note). Just below the notes section you will also find the Post button.

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  1. You can add a new note by selecting the Add A Note button.
  2. You can edit a note by selecting Edit. Editing a note lets you:
    1. update the note's text.
    2. change the note's privacy status.
    3. accept or cancel any changes to the note.
  3. You can delete a note by selecting Delete.
  4. You can save and post the invoice for the member to review by selecting Post.
    • NOTE: Posting a newly created invoice will email a copy to the member automatically.
    • NOTE: Posting an invoice after editing will require you to select Email Invoice in order to send a revised copy of the invoice to the member.
    • NOTE: In order to post an invoice the Invoice Details total and the Payments total must match.

 

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