Invoices
Invoices are the financial documents issued from your Company, requesting payment. For example, Invoices are sent to the students who attend your Events. These settings let you tailor your Invoices created within Administrate. If you use our Xero Integration, you may wish to refer to Xero Documentation on Branding Themes.
You can access the list of your invoices by navigating:
Financial → Invoices
This documentation covers the following options:
- Allow Editing of Invoice Number
- Minimum Digits for Invoice Number
- Show Student Names on Invoices
- Show In-Company Training on PDF
- Send Invoice Upon Receiving Order
- Default Current Date
- External Reference Label
- Blended: Display classroom start/end dates on invoice screen
- Blended: Display classroom start/end dates on PDF screen
Allow Editing of Invoice Number
Default Setting: No
With this set to yes, you can enter custom invoice numbers, overwriting the automatically assigned numbers. The next time a Sales Invoice is loaded, the ‘Invoice Number’ field will appear in the top left. Click on the invoice number to edit it.
Click on the invoice number to edit it.
Minimum Digits for Invoice Number
Default Setting: 4
Determines the minimum length of invoice numbers.
Note
This does not affect invoices already saved, only invoices created after this field has been changed.
Show Student Names on Invoices
Default Setting: Yes
When creating an Invoice from a Public Registration, this setting determines whether or not to display the names of the students in the Item’s Description. Set this to “No” if your organisation doesn’t need to send student information in the Invoices, or require additional flexibility in Invoices.
Display the Student’s Name in the Invoice’s Item Description
Show In-Company Training on PDF
Default Setting: Yes
For Private and IHT (In House Training Events), display the In-Company Training on the invoice PDF.
Enabling this will show In-Company Training on the invoice PDF.
Send Invoice Upon Receiving Order
Default Setting: Yes
This toggles sending an invoice PDF with a website order confirmation email.
Warning
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Default Current Date
Default Setting: Yes
Use the current date instead of the service date/tax point by default.
This is the date used on the Sales Order PDF.
External Reference Label
Default Setting: None
Note
If left blank, this field will be represented by a colon only.
This will change the label name of external or other references.
External Reference Label
Blended: Display classroom start/end dates on invoice screen
Default Setting: Yes
When using LMS and Classroom elements in a Blended Event, you can include or exclude the LMS access dates when displaying the Event as an Item on your Invoice. When set to Yes, only the Start and End dates for the Classroom element will be shown. When set to No, the LMS access dates are included when displaying the earliest and latest Event dates.
This setting applies only to viewing the Invoice on Administrate - not the customer-facing PDF (that is the next option).
When set to Yes, only the classroom Start Date is displayed
When set to No, the entire date range (Classroom and LMS) of the Event is displayed.
Blended: Display classroom start/end dates on PDF screen
Default Setting: Yes
As per Blended: Display classroom start/end dates on invoice screen, but for the generation of PDFs. Set this to Yes for your customer-facing documents.
When set to Yes, only the classroom Start Date is displayed
When set to No, the entire date range (Classroom and LMS) of the Event is displayed.
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