Changes for page Managing Invoices

Last modified by David Stadnyk on 2026/04/06 15:23

From 18.1 to 19.1 From 22.1 to 23.1

From version 19.1

edited by David Stadnyk
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To version 22.1

edited by David Stadnyk
on 2026/04/06 15:19

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  {{include reference="KBArticleHeader.WebHome"/}}
--= Managing Invoices =
++= Billing =
--**Invoicing/Payments>Manage Invoices**
++The **Billing** section is a core module of the application, accessible from the left-hand navigation sidebar. It provides tools for managing financial transactions related to members, including invoice creation, tracking, and payment management.
--To Search, Create and Process Invoices, go to Invoicing/Payments>Manage Invoices.
++----
--[[image:kb-1487503603-1487602025-1.png]]
--Search by **Invoice ID, Member ID, First Name, Last Name** or Search for a group of invoices by a date range or **Group, Approved** or **Payment Status**.
++== Overview ==
--[[image:kb-1487503603-1487602031-1.png]]
--[[image:kb-1487503603-1487602037-1.png]]
++The Billing module is divided into two main tabs:
--**Create Invoice Due**
++* **Manage Invoices** – Search, view, and manage member invoices.
++* **Manage Payments** – View and process scheduled payments for member contracts.
--Depending on your business practices you may allow people to put things on their account during the month so that they only have 1 monthly bill.  Some companies also sell packages or pro-rated monthly memberships to automatically bill their members on a given day of the month.  With the Create Invoices Due feature you can have Volo check for all of your members that have their account due.
++----
--//**Note: Before you Create Invoices Due, make sure that all the days are closed by running the Appointment Overview report.  If the day isn’t closed than any services the member did on that day will not be added to their account unless they were manually checked in.**//
++== Manage Invoices ==
--[[image:kb-1487503603-2104295438-1.png]]
++The **Manage Invoices** tab allows staff to search for invoices using a variety of filters and perform bulk or individual actions on the results.
--* Click the paper icon to Create Invoices Due.
++=== Search and Filter Panel ===
--* Volo will give you a list of all the invoices it has created
++Users can narrow invoice results using the following filter fields:
--* At this point you **can Approve Invoices** or** Delete Unapproved Invoices**. //You can only delete Invoices that are made through the automatic generation process, and that have not been approved**.**//
++* **Invoice ID** – Filter by a specific invoice number.
++* **From / To** – Define a date range for the invoice search. Dates can be entered manually or selected using the calendar picker.
++* **Member ID** – Filter by a specific member's ID.
++* **Group** – Filter by member group. Defaults to //All//.
++* **First Name / Last Name** – Filter by the member's name.
++* **Approved** – Filter by approval status. Defaults to //Approved//.
++* **Payment** – Filter by payment status. Defaults to //All//.
--[[image:kb-1487503603-2104295429-1.png]]
--[[image:kb-1487503603-1487602067-1.png]]
--**Approve Invoices:**
++Once filters are set, users can click the **Search** button to retrieve matching invoices.
--When you **Approve Invoices, **Volo does 2 things:
++==== Create Invoices Due ====
--* First, it finalizes the invoice so that it can be no longer be edited.
++The **Create Invoices Due** button, located next to the Search button, allows staff to automatically generate invoices for members with outstanding balances due. Clicking the button opens a confirmation dialog asking //"Are you sure you would like to create invoices due today?"// Staff must click **Yes** to proceed or **No** to cancel the action.
--* Then it checks the Members Admin area to see how the member wants to pay their account. If they have chosen a credit card - and if your company has chosen to integrate with our payment gateway or Member Solutions for Full Service Billing - then Volo will automatically send the information to the credit card company for processing.  Make sure the credit card is the default payment method selected on their Admin tab.
++----
--[[image:kb-1487503603-1487602073-1.png]]
--**Emailing Approved Invoices:**
++=== Invoices Table ===
--* Once the invoices are approved, you can email either selected invoices, or all approved invoices on your list.   //Note:  When you choose email all approved invoices, they will only be emailed to members who have the Receive Invoice option set to Email under their Admin tab.  If they have selected not to receive invoices, this process will skip that member.  If you select the checkbox for each member or the top check box to select all, and choose "email invoice", then all those selected will be emailed even if the Receive Invoice setting is set to No.//
++Search results are displayed in the **Invoices** table. The table supports row selection via checkboxes and includes the following columns:
--[[image:kb-1487503603-2104197123-1.png]]
++|=Column|=Description
++|**Invoice ID**|A unique numeric identifier for each invoice.
++|**Date of Invoice**|The date the invoice was generated.
++|**First Name**|The first name of the member associated with the invoice.
++|**Last Name**|The last name of the member associated with the invoice.
++|**Amount**|The total amount of the invoice.
++|**Paid**|The amount that has been paid toward the invoice.
++|**Balance Due**|The remaining unpaid balance on the invoice.
++|**Sales Person**|The staff member associated with the invoice, if applicable.
++|**Invoice Status**|The current status of the invoice (e.g., //Approved//).
--* To email only selected invoices, click the check-box for the invoices you would like to email, and then click the Email Invoice icon.  All selected invoices will be emailed, regardless of Receive Invoice setting.
++==== Table Actions ====
--[[image:kb-1487503603-1487602085-1.png]]
++The toolbar at the top of the Invoices table provides the following actions (applied to selected rows):
--* **To email all approved invoices**, click the Email All Invoices icon.  Only members with Receive Invoice set to Email will receive an invoice.
++* **Approve** – Approve the selected invoice(s).
++* **Edit** – Edit the selected invoice(s).
++* **Delete** – Delete the selected invoice(s).
++* **Cancel** – Cancel the selected invoice(s).
++* **Email** – Email the selected invoice(s) to the member.
++* **Print** – Print the selected invoice(s).
++* **More options** – Additional actions via dropdown.
--[[image:kb-1487503603-1487602091-1.png]]
++----
++=== Invoice Detail View ===
++
++Clicking on an **Invoice ID** in the Invoices table opens the full detail view for that invoice. A selected invoice row is highlighted in blue.
++
++==== Header ====
++
++The top of the detail view displays key reference information:
++
++* **Invoice Number** – The unique invoice identifier.
++* **Contract ID** – The contract associated with this invoice.
++* **MSI #** – The MSI (Member Service Item) reference number.
++* **Sold By** – The staff member who made the sale, if applicable.
++* **Invoice For** – The full name of the member the invoice belongs to.
++* **Date** – The date of the invoice.
++
++==== Line Items Table ====
++
++A table lists the products or services included on the invoice, with the following columns:
++
++|=Column|=Description
++|**Product ID**|The unique identifier for the product or service.
++|**Purchased For**|The member the item was purchased for.
++|**Name**|The name of the product or service.
++|**Quantity**|The number of units purchased.
++|**Price/Item**|The per-unit price.
++|**Discount**|Any discount applied to the item.
++|**Tax**|The tax rate or amount applied.
++|**Amount Due**|The total amount due for that line item.
++
++==== MSI Fees ====
++
++The **MSI Fees** panel on the left side of the invoice displays any additional fees associated with the invoice:
++
++* **Late Fee** – A fee applied for late payment.
++* **Processing Fee** – A fee for payment processing.
++* **Return Fee** – A fee applied for returned payments.
++* **Total Fees Paid** – The sum of fees that have been paid.
++* **Total Fees Due** – The sum of fees still outstanding.
++
++==== Invoice Totals ====
++
++The totals panel on the right provides a full financial breakdown:
++
++|=Field|=Description
++|**Item(s) Total**|The sum of all line item amounts.
++|**Discounts**|Total discounts applied.
++|**Taxes**|Total tax applied.
++|**Refunds**|Any refunds issued against the invoice.
++|**Adjustments**|Any manual adjustments made to the invoice. For invoices linked to MSI, adjustments cannot be made directly and must be submitted via a formal Adjustment Request.
++|**Total Fees**|Sum of all MSI fees.
++|**Subtotal**|The invoice total after discounts, taxes, and fees.
++|**Amount Paid**|The total amount already paid.
++|**Payment Amount**|An editable field for entering a payment amount.
++|**Balance Due**|The remaining unpaid balance.
++|**Due Now**|The amount currently due for immediate payment.
++
++==== Notes ====
++
++A free-text **Notes** field allows staff to add comments or internal notes to the invoice. A **Hide Note** toggle can be used to show or hide this section.
++
++==== Pay Contract ====
++
++Clicking the **Pay Contract** button navigates to the full contract payment page within the member's account. This page is part of the broader member account view and is accessible via the **Account** tab, under the **Contracts** sub-tab.
++
++===== Page Navigation =====
++
++The member account page contains the following top-level tabs:
++
++* Profile, Interests, Activities, Contact Log, Questionnaires, Programs, **Account** //(active)//, Admin
++
++Within the **Account** tab, the following sub-tabs are available:
++
++* On Account, Remaining, Auto Renewals, **Contracts** //(active)//, Open Invoices, Invoice History, MSI History
++
++===== Contract Summary =====
++
++The top of the page displays the contract's key details:
++
++* **Contract Name** – The name of the contract (e.g., //Bob FSB//).
++* **ID** – The unique contract ID.
++* **MSI #** – The associated MSI reference number.
++
++A table lists the scheduled payment installments for the contract, with the following columns:
++
++|=Column|=Description
++|**Invoice #**|The invoice number, linked to the invoice detail view. Only generated invoices display a number; future scheduled payments show the date only.
++|**Payment Date**|The scheduled or actual payment date.
++|**Invoice Amount**|The amount of each installment.
++|**Total Fees**|Any fees associated with the installment.
++|**Amount Paid**|The amount paid toward the installment.
++|**Status**|The current status of the installment.
++|**Balance Due**|The remaining balance for the installment.
++
++Below the table, two summary fields are shown:
++
++* **Outstanding Payments** – The total amount currently overdue (displayed in red if greater than $0.00).
++* **Contract Payoff** – The total amount required to fully pay off the contract.
++
++===== Payment Method =====
++
++Staff can select from the following payment methods using radio buttons:
++
++|=Method|=Details
++|**Credit Card on File**|Select from saved credit cards on the member's account. An **Add** link allows a new card to be added.
++|**ACH Information on File**|Select from saved ACH (bank account) details. An **Add** link allows new ACH details to be added.
++|**Member Solutions**|Select a payment method managed through Member Solutions.
++|**Cash**|Record a cash payment.
++|**Cheque**|Record a cheque payment, with a reference number field.
++|**Gift Certificate #**|Apply a gift certificate by entering its number.
++|**Offline Credit Card**|Record a credit card payment processed offline, with card type selector.
++|**Credit Card**|Enter new credit card details manually, including card number, name on card, CVV, and expiry date.
++
++===== Actions =====
++
++* **Payment** – A field for entering the payment amount.
++* **Pay Now** – Submits the payment using the selected method and amount.
++* **Back** – Returns to the previous invoice detail view without processing a payment.
++
++==== Sales Receipt ====
++
++A **Sales Receipt** section at the bottom of the invoice detail displays a log of all payment transactions associated with the invoice. It includes the following columns:
++
++|=Column|=Description
++|**Date**|The date of the payment transaction.
++|**Amount**|The payment amount.
++|**Complete**|Indicates whether the transaction was completed.
++|**Type**|The type of transaction.
++|**Method**|The payment method used.
++|**Code**|A transaction reference code.
++|**Fields**|Additional transaction data fields.
++
++Below the transaction log, summary lines show the **Total Paid To Date** and the current **Balance Due**.
++
++A **Refund Item** button at the bottom right allows staff to initiate a refund for a specific item on the invoice. The Sales Receipt toolbar also includes icons for reversing a payment, emailing, and printing the receipt.
++
++----
++
++== Manage Payments ==
++
++The **Manage Payments** tab displays a list of **Scheduled Payments** — invoices that are queued for payment processing. This view is primarily used to review outstanding balances and trigger payment runs.
++
++=== Scheduled Payments Table ===
++
++The table includes a **Select All** checkbox in the top-right corner of the header, allowing staff to select all records at once. It contains the following columns:
++
++|=Column|=Description
++|**Invoice ID**|A unique numeric identifier for the invoice.
++|**Date of Invoice**|The date and time the invoice was created.
++|**Name**|The full name of the member associated with the invoice.
++|**Amount**|The total invoice amount.
++|**Paid**|The amount paid toward the invoice.
++|**Balance Due**|The remaining unpaid balance.
++|**Last Payment**|The result of the most recent payment attempt (e.g., //Failed//). If blank, no payment attempt has been made.
++|**Sales Person**|The staff member associated with the invoice, if applicable.
++
++==== Last Payment Status ====
++
++The **Last Payment** column indicates the outcome of the most recent payment attempt. A status of **Failed** means the last automated payment attempt was unsuccessful, and the balance remains outstanding.
++
++==== Process Scheduled Payments ====
++
++The **Process Scheduled Payments** button, located at the bottom right of the page, triggers the payment processing run for all scheduled invoices. This will attempt to collect payment for outstanding balances using the payment methods on file for each member.
++
++
  {{include reference="KBSupportCTA.WebHome"/}}

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