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Managing Invoices

Version 24.2 by David Stadnyk on 2026/04/06 15:22
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Billing

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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.

Overview

The Billing module is divided into two main tabs:

  • Manage Invoices – Search, view, and manage member invoices.
  • Manage Payments – View and process scheduled payments for member contracts.
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Manage Invoices

The Manage Invoices tab allows staff to search for invoices using a variety of filters and perform bulk or individual actions on the results.

Search and Filter Panel

Users can narrow invoice results using the following filter fields:

  • 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.

Once filters are set, users can click the Search button to retrieve matching invoices.

Create Invoices Due

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.

Invoices Table

Search results are displayed in the Invoices table. The table supports row selection via checkboxes and includes the following columns:

ColumnDescription
Invoice IDA unique numeric identifier for each invoice.
Date of InvoiceThe date the invoice was generated.
First NameThe first name of the member associated with the invoice.
Last NameThe last name of the member associated with the invoice.
AmountThe total amount of the invoice.
PaidThe amount that has been paid toward the invoice.
Balance DueThe remaining unpaid balance on the invoice.
Sales PersonThe staff member associated with the invoice, if applicable.
Invoice StatusThe current status of the invoice (e.g., Approved).

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Table Actions

The toolbar at the top of the Invoices table provides the following actions (applied to selected rows):

  • 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.

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:

ColumnDescription
Product IDThe unique identifier for the product or service.
Purchased ForThe member the item was purchased for.
NameThe name of the product or service.
QuantityThe number of units purchased.
Price/ItemThe per-unit price.
DiscountAny discount applied to the item.
TaxThe tax rate or amount applied.
Amount DueThe 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:

FieldDescription
Item(s) TotalThe sum of all line item amounts.
DiscountsTotal discounts applied.
TaxesTotal tax applied.
RefundsAny refunds issued against the invoice.
AdjustmentsAny 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 FeesSum of all MSI fees.
SubtotalThe invoice total after discounts, taxes, and fees.
Amount PaidThe total amount already paid.
Payment AmountAn editable field for entering a payment amount.
Balance DueThe remaining unpaid balance.
Due NowThe 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:

ColumnDescription
Invoice #The invoice number, linked to the invoice detail view. Only generated invoices display a number; future scheduled payments show the date only.
Payment DateThe scheduled or actual payment date.
Invoice AmountThe amount of each installment.
Total FeesAny fees associated with the installment.
Amount PaidThe amount paid toward the installment.
StatusThe current status of the installment.
Balance DueThe 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:

MethodDetails
Credit Card on FileSelect from saved credit cards on the member's account. An Add link allows a new card to be added.
ACH Information on FileSelect from saved ACH (bank account) details. An Add link allows new ACH details to be added.
Member SolutionsSelect a payment method managed through Member Solutions.
CashRecord a cash payment.
ChequeRecord a cheque payment, with a reference number field.
Gift Certificate #Apply a gift certificate by entering its number.
Offline Credit CardRecord a credit card payment processed offline, with card type selector.
Credit CardEnter 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:

ColumnDescription
DateThe date of the payment transaction.
AmountThe payment amount.
CompleteIndicates whether the transaction was completed.
TypeThe type of transaction.
MethodThe payment method used.
CodeA transaction reference code.
FieldsAdditional 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:

ColumnDescription
Invoice IDA unique numeric identifier for the invoice.
Date of InvoiceThe date and time the invoice was created.
NameThe full name of the member associated with the invoice.
AmountThe total invoice amount.
PaidThe amount paid toward the invoice.
Balance DueThe remaining unpaid balance.
Last PaymentThe result of the most recent payment attempt (e.g., Failed). If blank, no payment attempt has been made.
Sales PersonThe 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.

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