Partial Invoicing - Deposits

• The Partial Invoice button is for use in two scenarios:

  • To invoice ONLY for a deposit and not the whole Enrolment.

  • To invoice ONLY for an “instalment” of the Enrolment. Pay by Instalments requires additional configuration on the PriceItems and is outlined in this article.

  • NOTE: The Partial Invoice button should not be used for any other purposes. The main Invoice button will deal with all other cases.

• This article outlines the steps required to invoice only for a deposit.

  • NOTE: a Deposit Sundry Service needs to be in place before starting. Check with your System Administrator if you this Service is not available in your system.

Adding the Bookings

• Create a new Enrolment and add all the required Bookings (Course, Accommodation etc) as required.

• Add a Sundry Booking using the Deposit service.

  • It is possible to adjust the amount of the deposit by manually adjusting using the Edit button in the Enrolment Finance Details panel.

  • The total value of the Enrolment will be increased by this deposit amount - this is fine at this stage.

• When all Bookings are added, Save Changes at the top of the Enrolment.

Open

Partial Invoicing

• Press the Partial Invoice button at the top of the screen.

• This will present a dialogue box with the list of Bookings on the Enrolment.

• Tick the Deposit Sundry Booking line only.

• Check the amount in the Invoice button at the bottom of the box; if OK, then press that button.

  • Press Cancel to back out of the process and make any changes as required.

Open

• An invoice will then be created for the deposit amount only.

• The rest of the Bookings will remain unposted.

Creating Documents

• It is now possible to create an invoice document (which is for the deposit only) to send to the customer.

• If you require, it is also possible to create a proforma document which will list all the unposted bookings.

  • It is possible to make any changes you require to the unposted bookings without affecting the deposit invoice. These changes will then appear on any further proforma documents created.

• It is also possible to post a receipt and allocate against the deposit invoice.

Invoicing the Full Enrolment

When you are in a position to invoice the rest of the Enrolment:

• Open the Enrolment

• Cancel the Deposit Sundry Booking by pressing Cancel on the left of the booking line.

• Press Save and Reinvoice at the top of the screen.

• This then invoices for the remaining unposted bookings but reduces the total amount owing by the deposit amount.

• Generating an invoice document for the new invoice shows all of the bookings, but reduced by the deposit amount leaving the remaining amount outstanding to pay:

• When payment is received, a receipt can be posted and allocated against this invoice to clear the balance.