Invoices Grid & Managing Invoices
Entering and managing invoices
Invoicing OverviewInvoicing is a way to record a transaction for a constituent to pay at a later time. Invoicing is most often used for membership and event transactions where the constituent wishes to secure the membership or event registration, but wants to mail in a check or forward the invoic…Invoices GridThe Invoices grid will provide a listing of all invoices that were manually or automatically generated in the software. You can find the grid in the Transactions & Invoices module on the Invoices page. The grid will show information related to the constituent linked to the invoi…Invoice ReportsInvoices Grid - Views Library The Invoices grid has some built-in views available you can use as a starting point for creating reports. Clicking on the three dots next to any view, you can select Open Builderto open the Views Library. In the View Builder on the left side of the…Can invoices be automatically generated from transactions?Yes. Invoices can be generated automatically from Membership and Event Transactions or from Membership Batch Renewals. Keep in mind that invoices are generated automatically, but they are not sent automatically unless you set up an auto reminder for the invoices. For membership…How can I create an invoice for a membership?There are two ways to generate invoices for memberships - automatically from a membership page and manually after a membership transaction with the Pay Later option. Before any invoices can be generated you must first have an invoice payment page created and a mail merge invoice…How can I create an invoice for an event transaction?There are two ways to generate invoices for event transactions - automatically from an event page and manually after an event transaction with the Pay Later option. Automatic Invoices for Events The automatic invoicing option is located on the applicable event page. Create a new…How do I create an invoice manually?You can manually create an invoice from the main Invoice Grid in the Transactions & Invoices Module by clicking on +New and selecting Invoice. Or you can create one from the constituent's record under their Invoices Tab. Click the green Add button and select Invoice. https://sup…How can I see what invoices are outstanding?You can see invoices that are outstanding on the main Invoices Grid in the Transactions & Invoices Module. Rows highlighted in red have no payments yet, those highlighted in orange have partial payments and those shown as blue/black are fully paid. You can also see the status of…How can I see what partial invoice payments have been made?From the main Invoices Grid in the Transactions & Invoices Module or from the constituent's Invoices Tab, you will see invoices with partial payments with orange text and "Partially Paid" in the status column. You will also see columns for the Invoice Amount, Invoice Amount Due,…Can I edit the invoice?Yes, however changing the amount which is linked to an event or membership purchase requires different steps (see below.) You can edit the content or add items to an invoice from the main Invoice Grid under the Transactions & Invoices Module and click on the row with the invoice…What is the difference between an Invoice and an Invoice Mail Merge Template?The invoice is the document linked to the transaction. This could be an event purchase, membership, sponsorship, pledge, or other transaction that is outstanding. The Invoice Mail Merge Template is a cover letter that can accompany the invoice. The letter is not directly linked…How can I attach an invoice to an email?The invoice and the cover letter can be sent together using the individual mail merge or Print/Email Mail Merge feature under the Actions menu on the main Invoice Grid. You must first create a reminder cover letter in the Mail Merge Invoices Templates . Be sure to include the In…How do I print or email an invoice?You can print or email an invoice using the Print/Email Mail Merge feature from the Invoices grid. A cover letter must first be created in Mail Merge Invoice Templates. You can learn more about creating invoice mail merge letter templates here. To send a single letter, locate th…How do I enter a payment for an invoice?Credit Card If paying by credit card, you or the constituent can click on the link to the invoice's Payment Page URL to enter the payment information. Invoices that have been fully paid are shown in blue on the main Invoices Grid as well as the grid in the constituent's Invoices…How do I print or send a receipt for an invoice payment?A thank you email with transaction information is sent automatically for invoices that are paid via credit card through the invoice link. You can edit this thank you email on the Thank You Message tab on the Invoice Payment Page. Thank you emails are edited using the Email Edito…How do I acknowledge an invoice payment?After an invoice payment transaction has been recorded, you can generate a mail merge letter to acknowledge it. This mail merge letter can allow for specific information about the transaction and constituent to be inserted into the body of the letter so it can be used for more t…Can a partial payment be accepted for an invoice?A partial payment for an invoice can be accepted if it was originally set up for partial payments. Partial payments allow the constituent to pay a lesser amount, but there is no payment schedule feature. So the constituent can pay any amount desired. The constituent will see the…Can I write off an Invoice?Yes, for Invoices that have a due balance that are no longer going to be paid you now have the ability to updated them with a write off. On the main Invoices grid you will see a blue circle icon with a slash through it on any rows that have a Invoice with a due balance. Clicking…