Troubleshooting - Invoiced Full Enrolment instead of Difference Invoice

• This article outlines the steps to take if a user has inadvertently invoiced the full Enrolment when they only needed to create a difference invoice for an additional booking or change to an existing booking.

Considerations

• Have any of the prices been manually amended?

Situation

• An additional transfer booking is added to an Enrolment which has already been invoiced. The requirement is to create a difference invoice just for the additional Transfer Booking.

• User is not aware/does not realise Credit Reinvoice is ticked on (this is a future Enrolment). They press the Invoice button and this creates a credit note for the original invoice and a new invoice for the complete Enrolment.

• The user now needs to change the Enrolment to produce a difference invoice only.

• The Enrolment currently looks similar to this:

Open

Solution

• Cancel the Transfer Booking

  • Consider if any notes/transfer details have been added to the Booking.

  • Consider if any prices for any bookings have been manually amended - they will need to be amended again.

• Reinvoice the Enrolment (with Credit Reinvoice still ticked on)

• This creates a Credit Note for the full Enrolment and generates a new Invoice for the same value as the original invoice.

  • The Enrolment will now look similar to this:

Open

• Click Edit Enrolment Details at the top of the screen, then in the following screen un-tick Credit & Reinvoice and Update:

• Note: Do not press Save Changes as this will revert the Enrolment back to the default Credit Reinvoice ticked on.

• Instead, go ahead and add the Transfer Booking again.

• Checking the finance at this stage, only the Transfer Booking is unposted and due to be invoiced:

• Press Save and Reinvoice if you are ready to invoice this booking.

  • An invoice for only the Transfer is created.

• Press Save Changes if you are not in a position yet to invoice.

  • You can Exit the Enrolment at this stage and come back to it later if required.

  • Press Reinvoice when ready to invoice.

  • Note that the Credit Reinvoice field will remain unticked until the Enrolment is invoiced again.

  • It is therefore possible to add additional bookings to the new difference invoice if required. Example of an additional departure transfer booking added, also showing as unposted, ready to invoice:

• Note: after reinvoicing, the Credit Reinvoice will be switched back on again automatically as per the default for future Enrolments.