Create an invoice from unbilled items

Unbilled items can be sent directly to an invoice, with pricing, descriptions, and other fields automatically filled in. This allows you to quickly and easily generate an invoice without needing to manually enter any data.

  1. In the Users menu, click Fencers.
  2. Click Details next to the account.
  3. On the left, click Sales.
  4. Click New Transaction, then click Invoice.
  5. Click Add Line(s) from Unbilled Items.
  6. Select the items to add.
  7. Click Add Selected Item(s).
  8. Click Save Invoice.

Create a custom invoice

A custom invoice is the same as an invoice from unbilled items, except a custom invoice does not contain any linked lines. Custom invoices are useful for billing offline items that are not entered on your site; the invoice will not be prepopulated with any existing unbilled items. Instead, add your own lines to the invoice.

  1. In the Users menu, click Fencers.
  2. Click Details next to the account.
  3. On the left, click Sales.
  4. Click New Transaction, then click Invoice.
  5. Click Add Custom Line.
  6. Enter values for Description, Quantity, Rate, and Tax.
  7. Click Save Changes.
  8. Click Save Invoice.

Edit an invoice

An invoice can be modified at any time. You might need to add additional charges, revise a discount, or make other changes. All parts of the invoice can be edited.

  • If you delete any linked lines, then those billable items will be returned to an “Unbilled” billing status, or credited if the student has any open credits.
  • If the invoice balance changes, then the new invoice balance cannot be less than any existing payments that are applied to the invoice, i.e., the invoice cannot have a negative balance.
  1. In the Users menu, click Fencers.
  2. Click Details next to the account.
  3. On the left, click Sales.
  4. Next to the invoice, click Actions, then Edit.
  5. Edit the line items as needed.
  6. Click Save Invoice.

Void an invoice

Voiding an invoice will set the invoice total and all invoice lines to 0, and un-apply any payments linked to the invoice.

  1. In the Users menu, click Fencers.
  2. Click Details next to the account.
  3. On the left, click Sales.
  4. Next to the invoice, click Actions, then Void.

Delete an invoice

  1. In the Users menu, click Fencers.
  2. Click Details next to the account.
  3. On the left, click Sales.
  4. Next to the invoice, click Actions, then Delete.

Publish an invoice to a customer account

Publishing an invoice allows the student to view the invoice online. When you publish the invoice, the student will receive an email notification that a new invoice has been posted to their account. The student can log in to their account and view or print the invoice. If payments are enabled, the student can also pay online.

A published invoice can be unpublished at any time by following the same steps. Unpublishing an invoice will make it invisible to the student.

  1. In the Users menu, click Fencers.
  2. Click Details next to the account.
  3. On the left, click Sales.
  4. Next to the invoice, click Actions, then Publish.

You can print any invoice for offline use.

  1. In the Users menu, click Fencers.
  2. Click Details next to the account.
  3. On the left, click Sales.
  4. Next to the invoice, click Actions, then Print.