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 template to use as your cover letter. See these articles for more information:
Mail Merge Invoice Templates: https://support.associationsphere.com/en/support/solutions/articles/67000702445-what-is-the-mail-merge-invoice-template- and examples here: https://support.associationsphere.com/en/support/solutions/articles/67000732413-sample-mail-merge-templates
Automatic Invoices for Memberships
The automatic invoicing option is located on the applicable membership page. Create a new page or edit an existing page.
Proceed to the Membership Settings Tab.
Under the Financial Information Section, switch Allow Purchaser to Pay Later to YES. You can customize the label for the checkbox above the registration area under the Pay Later Label Text.
To generate the invoice, switch Automatically Create Invoice if Pay Later to YES.
- If you allow partial payments for invoices, set Allow Partial Payments to YES. Note that partial payments can be made in any amount, there is not currently a way to set up a partial payment schedule for an invoice.
- Using the dropdown list, select the Invoice Payment Page.
- Enter the number of days from the date of the transaction the payment is due in the Invoice Due Date.
To send a copy of the invoice, select Send Invoice via Email to YES.
- Select the Mail Merge Template cover letter to be included from the dropdown list.
- If you would like this letter and invoice to be saved in the constituent's Documents tab, set Save to Documents to YES.
- If saving the document, enter the Document Name and select the Document Category from the dropdown list.
You can customize the Invoice Email Body using Mail Merge fields. The link to the invoice and cover letter will be automatically included via the link shown, but if the link is accidently deleted, you can reinsert it using the gear icon.
Make your other applicable choices and click Save & Next to proceed. Once all the sections and tab are complete and the page is active, an invoice will be generated and emailed along with each Pay Later transaction.
Manual Invoices for Memberships
If the automatic invoice option is not turned on and a membership transaction is processed as "Pay Later," the membership status will be Pending. To create an invoice for a membership with an outstanding payment due, you will create a new invoices from the main Invoices Grid in the Transactions & Invoices module, click on +New then select Invoice, or from the constituent's Invoices Tab, click on Add, then Invoice. Check the box next to the membership and add-ons from the Outstanding Balances section and complete the rest of the fields. Click Save to complete the invoice, Save and New to complete and start another, or Save and Print to complete and open the Print/Email Mail Merge window.
Note that if the memberships are not listed in the Outstanding Balances section, there may already be an invoice created or the membership has already been paid.
For more information see the article "How do I create an invoice manually?"
