Batch invoicing

Filtering by season will find all invoices where users purchased programs from the specified season(s). It will then use each applicable program on the invoice when counting Filtered Item(s). However, it could possibly also include some products! This is because products/tickets/subscriptions can be aligned with a season using the "This product may have season discounts or will be used to buyout volunteer credits." option.

Let's say an example user registered for the Spring '25 season and bought 4 items:

1. Spring Youth Program - Participant One (attached to Spring '25 season)
2. Summer Youth Program - Participant One (attached to Summer '25 season)
3. Spring Season Participant Fee - Participant One (attached to Spring '25 season)
4. Club Fee - Participant One (not attached to any season)

With the above example items I could filter in a few ways to target this invoice. But you are not targeting the invoice itself, you are targeting the items on the invoice. Thus, if I were to filter by Season: Spring '25 I would have this invoice listed in my results. Though the item count for this invoice would only be 2, as only 2 items are affiliated with the season I filtered by.

How Does This Affect My "Add Adjustment Per" Option?: In the above example, I filtered by Spring '25. Because of this, only 2 items were targeted. If I selected "Filtered Invoice Item" I would be adding 2 instances of my Invoice Items / Adjustments. If I selected "Filtered Participant" I would only be adding a single instance of my Invoice Items / Adjustments, as there is only one participant involved.

Filtering by Category and/or Category Level will have much the same outcome as filtering by Season. It will find all the programs that are associated with the category(ies)/category level(s) you have filtered by and list all of the invoices where these items were purchased. The benefit to filtering this way vs. filtering by season is that products cannot be associated to categories or category levels.

However, just as with filtering by season, you could see participants listed multiple times if they have registered for more than one program within a category/category level. As such, you will want to be mindful of how this will alter the application of your changes.

How Does This Affect My "Add Adjustment Per" Option?: By selecting the option "Filtered Invoice Items" you can add adjustments on what amounts to a per-program instance. This might mean that participants see the changes more than once. If this should not be true then you will want to select "Filtered Participant" which will then apply your changes once per participant, regardless of how many programs they registered for within the filtered category(ies)/category level(s)

Filtering by options that are not directly related to products/programs is functionally synonymous with selecting each item on the invoices that are selected. That is, if you filter by, say, Invoice Completed From/To dates, the invoices you work with will be only those invoices that were completed between those dates. However, when using the Add Invoice Items Per drop down the Filtered Invoice Items option will look at each product, program, ticket, and subscription on the invoice equally.

Found at the far left of the page, the Filtered Invoices section will list all invoices that were captured by your filtering method. It will also note how many items on those invoices were targeted based on your filtering method.

Filter Invoice List: This list displays each invoice that was targeted by the filters you applied. It also notes the number of items that were targeted on each invoice.
Exclude Withdrawn Participants: Check this box off if you would like to ignore any program listings that have had their participants withdrawn.
Only Filter Matched Invoice Items: By default, the system will only consider items that match the filters you used, even if other items exist on the invoice(s) involved. However, you may wish to take action on all the item on the invoice(s). By unchecking this option you will remove filter restrictions and act on each item on the invoice(s).

The Invoice Items section is located in the top portion of the main section of the page. Here you can select what type of invoice item you want to add to the series of invoices you have selected. You can also mark off whether or not the system should create new invoices for these purposes.

If you would like to add more than one invoice item you can! Simply add your first, then click Add Invoice Item to add another invoice item listing. Please see our Batch Edit Options section below for more information on the options you have available.

The Batch Options section is located in the bottom portion of the main section of the page. Here you can set a name for your batch changes, apply a note, and toggle if the note is private or not.

Batch Name: The name applied to your batch changes. This will be available to filter against when pulling reports after the batch change is completed. You may only use a batch name once.
Invoice Note: A note you wish to add to all invoices being updated. Defaults to a public note, which means your members will be able to see the note on their invoices.
Make Invoice Note Private: Toggle the invoice note to Private, which will ensure only admins can see the note.

Selecting the Product/Program/Subscription option allows you to add an item to the invoice(s) in question. After selecting Product/Program/Subscription you will have the following options:

Select Product/Program/Subscription : Find your desired product/program/subscription by beginning to type the item's name into the field and selecting it from the system suggestions. Only one item per invoice item line is possible.
Price: The price at which the item should be added.
Add Adjustment Per: Select whether the item should be added once per filtered invoice item (counted in the Filtered Invoices section) or once per participant.

Selecting the Adjustment option allows you to add an adjustment to the invoice(s) in question. After selecting Adjustment you will have the following options:

Adjustment Title: The name of your adjustment as it shows on the invoice and in reports.
Price: The price at which the adjustment should be added on a per-invoice item basis.
Price Mode: The mode of the adjustment which changes how the system interprets the Price.
Only Apply This Adjustment To Matching Product: Select which invoice line items are affected by the adjustment you are creating. If nothing is selected then all invoice line items will be affected.

Selecting the Custom Line option allows you to add a custom line to the invoice(s) in question. After selecting Custom Line you will have the following options:

Custom Line Title: Add a name/title to your custom line. This is what will show on the invoice as the name of the custom line for both you and the member.
Price: The price at which the custom line should be added at.
Add Adjustment Per: Select whether the custom line should be added once per filtered invoice item (counted in the Filtered Invoices section), once per member account, or once per participant.

Selecting the Withdraw Program option allows you to remove participants from programs and optionally add an adjustment to the program line. After selecting Withdraw Program you will have the following options:

Select Program To Withdraw: Search for and add the desired program you wish to withdraw your participants from.
Create Adjustment: Toggle this option to add an adjustment line to the program invoice item.
Adjustment Title: The name of your adjustment as it shows on the invoice and in reports.
Price: The price at which the adjustment should be added on a per-program basis.
Price Mode: The mode of the adjustment which changes how the system interprets the Price.

Selecting the Edit Auto-Renewing Fee allows you to work with multiple auto-renewing fees at once, setting them to stop at X date, placing them on hold, or removing a previous hold.

Only Apply This Change to Specific Programs / Products / Subscriptions: Target only specific auto-renewing items for this specific edit. Marking this then allows you to specify the desired target in the Select Program/Product/Subscription field.
Stop Renewing Fees: Select a desired end date for your renewals. This overrides any previously set end date. Please note that 'Never' for programs simply means the program end date.
Date: The date on which you wish the recurrences to stop. This field only shows if you have selected On Specific Date in the Stop Renewing Fees field.
Remaining Number of Payments: The number of remaining payment cycles to be generated before the auto-renewals stop. This field only shows if you have selected After Number of Payments in the Stop Renewing Fees field.
Put On Hold: Places the auto-renewal on hold so that no further invoices are generated until the hold is removed. If the auto-renewing fee is a program the participant(s) are not removed from the program.
Remove Hold: Remove any hold placed on the auto-renewals involved. Removing a hold will not retroactively charge for invoices missed during the hold. It will only generate invoices on a go-forward basis.

Selecting the Delete Program/Product/Subscription option allows you to remove a select item or items. After selecting Delete Program/Product/Subscription you will have the following options:

Select Program/Product/Subscription: Find your desired product/program/subscription you wish to remove by beginning to type the item's name into the field and selecting it from the system suggestions.

Found at the far left of the page, the Filtered Invoices section will now be updated and will display each invoice involved in the adjustments. Here you will be able to review the changes each invoice will incur.

Updated Invoices: This section lists all of the invoices included in your adjustment and displays a basic overview of the changes.
Invoice Items: A list of all the items you have added to the involved invoices.

The Payment Options section will let you select the desired payment/refund method you would like to employ. Please be sure to also review the Payment Options Notes section below.

Payment Method: The medium you would like to use for the charge/refund. These payment methods will stem from your system's payment method options. Some restrictions may apply - please see the Payment Options Notes section below.
Prioritize Last Payments First : Toggle whether or not the refunded value should reduce your owing balances in descending order (most distant payments first).
Transaction ID/Cert Code: Set the transaction ID number or Gift Certificate Code number for any owing balances being/refunds created.
Approval Code: Set the approval code for any owing balances/refunds being created.
Transaction Note: Use this field to add a note to the transaction itself.

• Your Payment Method options may be restricted based on the involved invoices. For example, if you are performing a refund on a series of invoices where everyone paid by cheque you would not see credit card as a Payment Method option.
• When performing refunds you may see the option Pending Payments. This option lets you reduce any currently owing balances before performing a refund. If this option is available it is very likely that this is the best choice for your initial Payment Method.
• When selecting a Payment Method that does not encompass all invoices you will be prompted to add another Payment Method. You will not be able to proceed until you have covered all invoices. For example, if you are performing a refund on a series of invoices where half paid by cheque and the other half paid by credit card, you can select credit card as your first Payment Method. This will work for the half of your users that paid that way. For those that paid by cheque, you will need to select another Payment Method to refund them with. Be sure to select your Payment Methods in the order of preference! Most desirable first.

Step 1

1. Navigate to Accounting > Invoices
2. Filter by your upcoming season using the Season filter on the left-hand side
3. Click Batch Invoice from the toolbar
4. Uncheck Only Filter Matched Invoice Items on the left-hand side
5. Select Add Adjustment
6. Enter an Adjustment Title
7. Set the Price field to 100
8. Set the Price Mode to Discount Percent
9. Click Accept
10. Enter a Payment Batch Name
11. Add a private/public invoice note (optional)
12. Click Next

Step 2

1. Select Pending Payments as your first Refund Method
2. Select (Bambora) Credit Card as your second Refund Method (if you accept online payments)
3. Select a tertiary, offline Refund Method if required
4. Click Next

Step 3

1. Thoroughly review the confirmation page and the pending changes
2. Click Save

Step 3

1. Await the download of the completion spreadsheet
2. Review the completion listings and spreadsheet data as desired

The Outcome: By following along with this process you will have filtered to an upcoming season (which has not started) and provided a 100% refund on all involved items. This includes all programs, products, tickets, and subscriptions purchased on these invoices. If your season has started, or there are unique considerations, you may not wish to refund 100%. In that case please be sure to review the values set in Step 1 and/or uncheck the "Include This Invoice" on those with special considerations during Step 3.