Wiki source code of Managing Invoices

Version 21.2 by David Stadnyk on 2026/04/06 15:18

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1.1	1	{{include reference="KBArticleHeader.WebHome"/}}
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21.2	3	= Billing =
1.1	4
21.2	5	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.
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21.2	7	----
1.1	8
21.2	9	== Overview ==
19.2	10
21.2	11	The Billing module is divided into two main tabs:
19.2	12
21.2	13	* Manage Invoices – Search, view, and manage member invoices.
	14	* Manage Payments – View and process scheduled payments for member contracts.
19.2	15
21.2	16	----
1.1	17
21.2	18	== Manage Invoices ==
1.1	19
21.2	20	The Manage Invoices tab allows staff to search for invoices using a variety of filters and perform bulk or individual actions on the results.
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21.2	22	=== Search and Filter Panel ===
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21.2	24	Users can narrow invoice results using the following filter fields:
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21.2	26	* Invoice ID – Filter by a specific invoice number.
	27	* From / To – Define a date range for the invoice search. Dates can be entered manually or selected using the calendar picker.
	28	* Member ID – Filter by a specific member's ID.
	29	* Group – Filter by member group. Defaults to //All//.
	30	* First Name / Last Name – Filter by the member's name.
	31	* Approved – Filter by approval status. Defaults to //Approved//.
	32	* Payment – Filter by payment status. Defaults to //All//.
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21.2	34	Once filters are set, users can click the Search button to retrieve matching invoices.
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21.2	36	==== Create Invoices Due ====
1.1	37
21.2	38	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.
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21.2	40	----
1.1	41
21.2	42	=== Invoices Table ===
1.1	43
21.2	44	Search results are displayed in the Invoices table. The table supports row selection via checkboxes and includes the following columns:
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21.2	46	\|=Column\|=Description
	47	\|Invoice ID\|A unique numeric identifier for each invoice.
	48	\|Date of Invoice\|The date the invoice was generated.
	49	\|First Name\|The first name of the member associated with the invoice.
	50	\|Last Name\|The last name of the member associated with the invoice.
	51	\|Amount\|The total amount of the invoice.
	52	\|Paid\|The amount that has been paid toward the invoice.
	53	\|Balance Due\|The remaining unpaid balance on the invoice.
	54	\|Sales Person\|The staff member associated with the invoice, if applicable.
	55	\|Invoice Status\|The current status of the invoice (e.g., //Approved//).
1.1	56
21.2	57	==== Table Actions ====
1.1	58
21.2	59	The toolbar at the top of the Invoices table provides the following actions (applied to selected rows):
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21.2	61	* Approve – Approve the selected invoice(s).
	62	* Edit – Edit the selected invoice(s).
	63	* Delete – Delete the selected invoice(s).
	64	* Cancel – Cancel the selected invoice(s).
	65	* Email – Email the selected invoice(s) to the member.
	66	* Print – Print the selected invoice(s).
	67	* More options – Additional actions via dropdown.
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21.2	69	----
	70
	71	=== Invoice Detail View ===
	72
	73	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.
	74
	75	==== Header ====
	76
	77	The top of the detail view displays key reference information:
	78
	79	* Invoice Number – The unique invoice identifier.
	80	* Contract ID – The contract associated with this invoice.
	81	* MSI # – The MSI (Member Service Item) reference number.
	82	* Sold By – The staff member who made the sale, if applicable.
	83	* Invoice For – The full name of the member the invoice belongs to.
	84	* Date – The date of the invoice.
	85
	86	==== Line Items Table ====
	87
	88	A table lists the products or services included on the invoice, with the following columns:
	89
	90	\|=Column\|=Description
	91	\|Product ID\|The unique identifier for the product or service.
	92	\|Purchased For\|The member the item was purchased for.
	93	\|Name\|The name of the product or service.
	94	\|Quantity\|The number of units purchased.
	95	\|Price/Item\|The per-unit price.
	96	\|Discount\|Any discount applied to the item.
	97	\|Tax\|The tax rate or amount applied.
	98	\|Amount Due\|The total amount due for that line item.
	99
	100	==== MSI Fees ====
	101
	102	The MSI Fees panel on the left side of the invoice displays any additional fees associated with the invoice:
	103
	104	* Late Fee – A fee applied for late payment.
	105	* Processing Fee – A fee for payment processing.
	106	* Return Fee – A fee applied for returned payments.
	107	* Total Fees Paid – The sum of fees that have been paid.
	108	* Total Fees Due – The sum of fees still outstanding.
	109
	110	==== Invoice Totals ====
	111
	112	The totals panel on the right provides a full financial breakdown:
	113
	114	\|=Field\|=Description
	115	\|Item(s) Total\|The sum of all line item amounts.
	116	\|Discounts\|Total discounts applied.
	117	\|Taxes\|Total tax applied.
	118	\|Refunds\|Any refunds issued against the invoice.
	119	\|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.
	120	\|Total Fees\|Sum of all MSI fees.
	121	\|Subtotal\|The invoice total after discounts, taxes, and fees.
	122	\|Amount Paid\|The total amount already paid.
	123	\|Payment Amount\|An editable field for entering a payment amount.
	124	\|Balance Due\|The remaining unpaid balance.
	125	\|Due Now\|The amount currently due for immediate payment.
	126
	127	==== Notes ====
	128
	129	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.
	130
	131	==== Pay Contract ====
	132
	133	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.
	134
	135	===== Page Navigation =====
	136
	137	The member account page contains the following top-level tabs:
	138
	139	* Profile, Interests, Activities, Contact Log, Questionnaires, Programs, Account //(active)//, Admin
	140
	141	Within the Account tab, the following sub-tabs are available:
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	143	* On Account, Remaining, Auto Renewals, Contracts //(active)//, Open Invoices, Invoice History, MSI History
	144
	145	===== Contract Summary =====
	146
	147	The top of the page displays the contract's key details:
	148
	149	* Contract Name – The name of the contract (e.g., //Bob FSB//).
	150	* ID – The unique contract ID.
	151	* MSI # – The associated MSI reference number.
	152
	153	A table lists the scheduled payment installments for the contract, with the following columns:
	154
	155	\|=Column\|=Description
	156	\|Invoice #\|The invoice number, linked to the invoice detail view. Only generated invoices display a number; future scheduled payments show the date only.
	157	\|Payment Date\|The scheduled or actual payment date.
	158	\|Invoice Amount\|The amount of each installment.
	159	\|Total Fees\|Any fees associated with the installment.
	160	\|Amount Paid\|The amount paid toward the installment.
	161	\|Status\|The current status of the installment.
	162	\|Balance Due\|The remaining balance for the installment.
	163
	164	Below the table, two summary fields are shown:
	165
	166	* Outstanding Payments – The total amount currently overdue (displayed in red if greater than $0.00).
	167	* Contract Payoff – The total amount required to fully pay off the contract.
	168
	169	===== Payment Method =====
	170
	171	Staff can select from the following payment methods using radio buttons:
	172
	173	\|=Method\|=Details
	174	\|Credit Card on File\|Select from saved credit cards on the member's account. An Add link allows a new card to be added.
	175	\|ACH Information on File\|Select from saved ACH (bank account) details. An Add link allows new ACH details to be added.
	176	\|Member Solutions\|Select a payment method managed through Member Solutions.
	177	\|Cash\|Record a cash payment.
	178	\|Cheque\|Record a cheque payment, with a reference number field.
	179	\|Gift Certificate #\|Apply a gift certificate by entering its number.
	180	\|Offline Credit Card\|Record a credit card payment processed offline, with card type selector.
	181	\|Credit Card\|Enter new credit card details manually, including card number, name on card, CVV, and expiry date.
	182
	183	===== Actions =====
	184
	185	* Payment – A field for entering the payment amount.
	186	* Pay Now – Submits the payment using the selected method and amount.
	187	* Back – Returns to the previous invoice detail view without processing a payment.
	188
	189	==== Sales Receipt ====
	190
	191	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:
	192
	193	\|=Column\|=Description
	194	\|Date\|The date of the payment transaction.
	195	\|Amount\|The payment amount.
	196	\|Complete\|Indicates whether the transaction was completed.
	197	\|Type\|The type of transaction.
	198	\|Method\|The payment method used.
	199	\|Code\|A transaction reference code.
	200	\|Fields\|Additional transaction data fields.
	201
	202	Below the transaction log, summary lines show the Total Paid To Date and the current Balance Due.
	203
	204	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.
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	206	----
	207
	208	== Manage Payments ==
	209
	210	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.
	211
	212	=== Scheduled Payments Table ===
	213
	214	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:
	215
	216	\|=Column\|=Description
	217	\|Invoice ID\|A unique numeric identifier for the invoice.
	218	\|Date of Invoice\|The date and time the invoice was created.
	219	\|Name\|The full name of the member associated with the invoice.
	220	\|Amount\|The total invoice amount.
	221	\|Paid\|The amount paid toward the invoice.
	222	\|Balance Due\|The remaining unpaid balance.
	223	\|Last Payment\|The result of the most recent payment attempt (e.g., //Failed//). If blank, no payment attempt has been made.
	224	\|Sales Person\|The staff member associated with the invoice, if applicable.
	225
	226	==== Last Payment Status ====
	227
	228	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.
	229
	230	==== Process Scheduled Payments ====
	231
	232	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.
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1.1	235	{{include reference="KBSupportCTA.WebHome"/}}