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What you can do on an invoice

  • Finance
  • Director
  • Admin
  • Needs: Billing
  • Phone
  • Desktop
  • Draft

Open an invoice and tap the ... button at the top right. The menu only lists what applies to this invoice and your permissions.

Before you start

Steps​

  1. Open the invoice. See Find a child's invoices.
  2. Tap ... (top right).
    An invoice's action menu
  3. Pick an action:
    • View Child, Clone Invoice: Billing.
    • Collect Payment (unpaid): charge a card or bank on file, record cash or check, or add a payroll deduction.
    • Edit: unpaid invoices, until the end of the due month.
    • Apply Credit: unpaid invoices when the family has credit.
    • Delete, Delete (Write Off), Edit (Partial Write Off): need Delete/Write-Off Invoices; may need approval.
    • Refund Invoice: needs Issue Refunds and a received payment; may need approval.
    • Mark Unpaid or Remove Credit: paid invoices settled by a recorded payment or credit.
    • Download PDF: paid invoices.
    • Set School Year: registration invoices.
    • Set Service Period: paid invoices with no service period.
    • View Transactions (any invoice) and Edit Memo (paid invoices): Regional Managers and above.

Tips​

  • After the invoice's due month ends, Edit and Delete give way to Edit (Partial Write Off) and Delete (Write Off). The same happens once a scholarship or voucher on it has received money.
  • On a computer, a Reconcile button appears at the bottom when the invoice has an open scholarship, voucher or payroll deduction.
  • A yellow bar at the bottom means an approval request is open on this invoice. See Track or cancel your approval request.