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Invoice anatomy

Garret Trodd
Updated

 

Overview

Knowing and understanding the invoice edit page is vital for administrators, as this can ensure you are capturing your sales and changes in a clear and concise manner, allowing for better reporting. This article will assist you in familiarizing yourself with the various buttons and icons on the invoice edit page.

 

Further Resources

The article below reviews the various elements, buttons, and icons of an invoice edit screen. For more information on more complex processes such as refunds, adjustments, etc. you will want to review our article Invoice Actions. For more information on invoices please see our article Invoices.

 

How to Use This Article

Within this article we've captured many elements of an admin-side invoice. As you scroll through the image feel free to hold your mouse over elements to view a tooltip about what each element is for.

 

Invoice Anatomy

Use this drop down to select a different billing address. Select this icon to Edit the currently selected billing information. Use this drop down to select a different contact address. Select this icon to Edit the currently selected contact information. The invoice creation date/time.

2.1.png Select this tab to add a new participant to the current member's account. Select this tab to add a new program to the invoice's line items. Select this tab to add a new product, ticket, or subscription to the invoice's line items. The currently selected participant to be registered within the program. Select this button to withdraw the currently listed participant from the program. This does not affect the program/invoice's cost. The name of the program. The day/time the line item was added/adjusted last. This is only visible upon editing an existing invoice. The current cost of the program. You can adjust this value by selecting to Edit the After adjustments this value is struck and the current value will display just below. The category and category level of the program. If your program spans across multiple category levels you can adjust this by editing the line item. The program's information including first and last class dates and description. Select this icon to Edit the line item. Editing offers the ability to change the participant, the category level (if applicable), the cost, or adjust taxes. Select this icon to Delete a line item from an invoice. Please note, this removes the line item in such a way that the participant is withdrawn from the program, but does not allow for reporting on the purchase. You may wish to Edit the cost to $0 instead of Deleting the line item. This system notification will let you know there may be issues with this registration. Select this button to accept the current errors. Select to Edit the line item to view the errors in question. Select this icon to Edit the line item. This is a program line item segment. It contains standard information about the specific program. You can adjust the participant, category level (if applicable), and cost of the program by selecting to Edit this segment. Use this drop down to select a different participant to register for the program. Use this drop down to select a different category level to register the participant in. The cost of this program has been adjusted. The original cost if struck through. Select this tab to add an adjustment to the line item. An adjustment has been added to this line item. Hover over the adjustment (on a live invoice) to view/access options to Edit or Delete it. The value of the adjustment. The updated value of the line item, after all adjustments are considered. The name of the program. The program's category. The program's information including the first and last class dates and description. Toggle this slider to enable or disable tax credit eligibility. Select this icon to accept any changes you have made to the line item. Select this icon to cancel any changes you have made to the line item. Select this icon to Delete a line item from an invoice. Please note, this removes the line item in such a way that the participant is withdrawn from the program, but does not allow for reporting on the purchase. You may wish to Edit the cost to $0 instead of Deleting the line item. This is an expanded line item, seen after selecting to Edit. This is the program section of the invoice. This is the Invoice Details section of the invoice.

The name of the product/ticket. The cost of the product/ticket. Select this tab to add an adjustment to the product/ticket. Since this product/ticket does not yet have an adjustment to list, the system offers the ability to add one at your discretion. Select this icon to accept any changes you have made to the line item. Select this icon to cancel any changes you have made to the line item. Select this icon to Delete the line item. This is an expanded line item, seen after selecting to Edit. The name of the product/ticket. The day/time the line item was added/adjusted last. This is only visible upon editing an existing invoice. The cost of the product/ticket. Select this icon to Edit the line item. Select this icon to Delete the line item This is a product/ticket line item segment. This is the products/tickets section of the invoice. The name of the subscription. The subscription applicant. This can either be Family or a specific participant, depending on your subscription type. Toggle this slider to enable or disable tax credit eligibility. Note that you can toggle this on the subscription edit page to retroactively update all purchases of the subscription. The current valid until date of the subscription. You can update this on an invoice-by-invoice basis at your discretion. Select this tab to add an adjustment to the line item. An adjustment has been added to this line item by the system. This adjustment includes the adjustment amount, invoice of origin, and subscription SKU. Hover over the adjustment (on a live invoice) to view/access options to Refund. The value of the adjustment. The updated value of the line item, after all adjustments are considered. Select this icon to accept any changes you have made to the line item. Select this icon to cancel any changes you have made to the line item. Select this icon to Delete a line item from an invoice. This is an expanded line item, seen after selecting to Edit. This is the subscription section of the invoice. This is the total of the Invoice Details section. This must be matched by the total of all pending and paid payments in the Payments section below. This is the Invoice Details section of the invoice.

Use this drop down to update the payment medium of all unsettled pending payments. Pending payments are 'settled' once you select to Post. Use this checkbox and date selector to update the payment installments of all unsettled pending payments. Pending payments are 'settled' once you select to Post. This legend speaks to the varying statuses that payments can obtain. This icon signifies a paid payment. The paid status means money has changed hands. This payment segment information includes details about when the payment was set to be paid (which may differ from when it was actually paid), the medium of the payment, and any reference/identification numbers - including any that concern credit card payments. The details of when the payment's status was most recently updated and who performed the change. The value of the payment. This icon signifies a paid payment. The paid status means money has changed hands. This refund segment information includes details about when the refund was set to be paid (which cannot differ from when it was actually paid), the medium of the refund, and any reference/identification numbers - including any that concern credit card refunds. The details of when the payment's status was most recently updated and who performed the change. The value of the refund. This is a refund segment - highlighted in red to signify the return of money. A refund can be performed on any paid payment segment and is contained within the paid payment segment to signify where the refund stemmed from. Note that you cannot refund a value greater than the paid payment segment you are using. Select this icon to perform a refund on a paid payment segment. Note that you cannot refund a value greater than the paid payment segment you are using. This is a paid payment segment. This icon signifies a declined payment. This is most often seen with credit cards and signifies that the payment was not received. This payment segment information includes details about when the payment was set to be paid (which may differ from when it was actually paid), the medium of the payment, and any reference/identification numbers - including any that concern credit card payments. The details of when the payment's status was most recently updated and who performed the change. The value of the attempted/declined payment. Select this icon to Delete the declined payment from the invoice payment lines. It is not recommended to Delete declined credit card lines. This is a declined payment segment. A declined credit card will automatically be tried again unless the decline was due to the card information not being valid. This icon signifies a pending payment. Pending payments can be settled (created during a previous edit session), or unsettled (you just created the pending payment during this edit session). This pending segment information includes details about when the payment is/was meant to be paid and the medium of the payment. The details of when the pending payment's status was most recently updated and who performed the change. The value of the pending payment. Select this icon to Edit the pending payment. Editing allows you to adjust when the payment is expected, the status, the medium, and the value. Select this icon to Delete the pending payment. The system will automatically adjust for any owing balances either by merging owning balances into another listed pending payment or by creating a new pending payment. This is a pending payment segment. Pending payments can be settled (created and set, then the invoice was posted), or unsettled (you just created the pending payment during this edit session). This is the Payments section of the invoice. Select this button to add a new note to the invoice. The note's text. The details of the note type, who created the note, and when the note was created. Select this icon to Edit the note's status and/or text. Select this icon to Delete the note from the invoice. This is a note segment. Notes can be private (only visible to admins) or public (visible to admins and the specific member). The note's text. The details of the note type, who created the note, and when the note was created. Select this icon to Edit the note's status and/or text. Select this icon to Delete the note from the invoice. This is a note segment. Notes can be private (only visible to admins) or public (visible to admins and the specific member). This is the Notes section of the invoice. Select this button to Post your invoice. Posting saves all current changes and set any unsettled pending payments to settled.

 

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