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Sales Invoices / Orders

Updated

Sales Invoices and Sales Orders let you bill customers for registrations, event-related charges, and other products or services such as consultancy, learning materials, and registration fees.

Sales Orders must be converted to invoices before payment can be received.

Each Sales Invoice or Sales Order must be linked to a region and currency. This allows Administrate to use the correct pricing for that region and currency.

Your sales invoice template can be configured by following this guide: Companies.

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Create a Sales Invoice for a public event registration

Sales invoices can be created from event registrations, which automatically includes the event line items for that registration.

  1. Open the registration by clicking the registration number.
  2. Click Create Invoice.
  3. The Sales Invoice is created and includes item lines for each delegate and event contained within the registration.
  4. Add any additional items as required.
  5. If you want to send this as a Sales Order before invoicing, change the type to Order and click Save Changes.

The region and currency are set when the registration is created, so any additional items added to the invoice will use that registration’s currency and region pricing.

Create a Sales Order or Invoice for a public or private event

You can create Sales Orders or Sales Invoices that are not tied to student registration and link them directly to Events. This is useful for billing event-related items and having them counted as part of event revenue.

  1. Open the Account you want to create the Sales Order or Invoice for.
  2. In the Financial tab, click New Sales Invoice in the Sales Statements table.
  3. If available, select the issuing Company.
  4. Select the Region and Currency.
  5. Select the appropriate type if needed: Order for a Sales Order or Invoice for a Sales Invoice.
  6. Click Save and Create Invoice.
  7. Click Add Item to add line items.
  8. Click the magnifying glass to select an Item.
  9. Check Link invoice line to Event.
  10. Select either Public or IHT/Closed.
  11. Search for the Event using the course code and select the correct result.
  12. Complete the remaining fields such as amount and quantity.
  13. Click Add.
  14. Click Save Changes.

For private events, only private events created for the Account being invoiced are available for selection.

Create a standalone Sales Invoice

Standalone Sales Invoices are useful when the invoice does not include event fees. For example, you can use them for consultancy or other products and services.

  1. Open the customer Account you want to invoice.
  2. In the Financial tab, click New Sales Invoice in the Sales Statements table.
  3. Select the issuing Company if applicable.
  4. Select the Region and Currency.
  5. Click Save and Create Invoice.
  6. Your Sales Invoice is created and you can now add line items.
  7. If you want to send this as a Sales Order first, change the type to Order and click Save Changes.

Edit Sales Invoice or Order details

You can edit Sales Invoices and Sales Orders after creation.

Editable fields include:

  • Invoice To — the customer receiving the invoice
  • PO Ref — the purchase order number supplied by the customer
  • Other Inv. Ref — any other customer reference
  • Tax Point — the date denoting the time of supply
  • Type — Order, Invoice, or Credit Note
  • Customer Address — defaults from the account billing address if present, otherwise the default address
  • Comments — notes you want communicated to the customer

To edit details:

  1. Open the Sales Invoice or Order from the customer account, Sales Ledger, or event screen.
  2. Click into the field you want to edit.
  3. Click Save Changes.

Note: the issuing company, invoice region, and invoice currency cannot be edited after creation.

Finalize a Sales Invoice

You need the Sales Invoice - Finalize permission to finalize invoices.

  1. Open the Sales Invoice.
  2. Click Finalize Invoice.

Delete a Sales Invoice or Order

  1. Open the Sales Invoice or Order from the customer account, Sales Ledger, or event screen.
  2. Click Delete.

Invoices that are locked and already finalized can no longer be deleted.

Deleted Sales Invoices can be recalled from the Sales Ledger by enabling Show Deleted Invoices in the filter options.

  1. Open the Sales Invoice or Order.
  2. In the top-right View As menu, select the format you want (PDF Invoice is recommended), then click Load.
  3. Use your PDF reader’s print function.

Email a Sales Invoice or Order

When you email a Sales Invoice or Sales Order, the invoice is attached as a PDF to a predefined email template.

Before emailing, make sure the customer Account has at least one Contact with a valid email address.

  1. In the actions section, click Email Invoice.
  2. Select the email template.
  3. Select the Contact to send it to.
  4. Edit the message or upload additional attachments if needed.
  5. Click Email Invoice.

A record of the email is stored in the Sales Statement of the recipient Account.

Reporting

The following reports in the Financial menu help manage sales:

  • Sales Ledger — all Sales Invoices and Sales Orders created
  • Credit Control — aged debtors
  • Invoices — supports more complex invoice reporting and export, including custom query/report building

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