Creating Invoices

Create a Manual Invoice

Creating manual one-off invoices without impersonating end user. This should not be used for Facility Bookings or Rentals.

 

1. Navigate to Manage – Invoices

 

2. Select “Find Existing User” to locate the user account that the invoice is being created for. Once the user has been located, click “Add”.

 

3. Fill out Description and click “Save”

 

4. Select “Add Line Item” or “Add Resource” to begin adding items to the invoice. Fill out the appropriate information (e.g., amount, description, GL number) for each line item. Please note that any taxes must be manually added to the invoice.

 

5. Once all line items are added, scroll to top of page and select “Close” to post the invoice for payment.

 

The invoice can now be viewed on the user’s profile, downloaded, emailed, or printed.

 

If you do not have the Invoices Module, please contact your account manager or send an email to help@ivrnet.com for more information.

 

Create Batch Invoices

To create batch invoices (e.g., annual memberships, annual property fees, etc.):

1. Navigate to your memberships (Manage — Memberships). Unpublish your membership and select edit.
2. Enter in the correct price for your membership (pre GST).
3. For a due date of December 31st, 2020, you will want to set the following in the Invoice Due Date & Monthly Interest section:

• Invoice Due Date – 2020-12-31
• Interest Start Date: The date that the first interest installment applies or any previous date.
• Day of the Month: The day of the month that you want interest to continue to apply on.
• Interest End Date: The last date that interest should be applied or the day afterwards.
• Your interest rate is entered by percent (e.g., 10% is entered as 10 and not 0.10)

   

   

1. In the Expiry and Renewal Details, set the following:

• your expiry date of 2021-12-31 (or whenever the annual membership ends)
• set your non-payment suspension date (typically the day that accounts are sent to collections)
• be sure to set your suspension type as well – we recommend Suspend Membership and Online Access so that they will not be able to log in and still pay the fee after you’ve sent them to collections.
• save and publish

1. Be sure to review and update your invoice waiver text (Manage — Organization — Financial Settings). If you allow your customers to pay by Telepay, you will want to include your Telepay phone number (this can be found at Manage — Organization — Telepay).
2. To produce a sample invoice, go to the Property Details page of any property (a test property is recommended) and click Create Invoice to create a new invoice with the selected Due Date. Click F5 (or refresh) to reload the page to see the invoice at the bottom of the Property Details page. Review the invoice for accuracy. Revoke the invoice when you are done.
   Repeat as necessary until you are happy with the sample invoice. You may also wish to click to pay this invoice to test the Admin fee setup (see note regarding Admin Fees below).
3. Navigate to Reports–>Properties–>Properties and filter the report by “no owner”. This will identify any properties that do not have an owner attached. Properties without owners will not generate an invoice.
4. After you have published all your memberships and updated your invoice text, you will want to go to Reports–>Financials–>Batch Operations:

• to generate your invoices, click Create Property Invoices – this will open a window to allow you to set the date for invoices.
• enter a posting date (today’s date is the default) and click Create Property Invoices
• this will start the process of creating the property invoices.
  
  Once it is completed, an email will be sent to the administrator who created the invoices to let them know it is completed. If there are any errors in the batch invoicing, the details will be provided in the email for each error. Please allow a few hours to generate the invoices. Invoices take approximately 2 hours for every 1000 properties. For example, an organization with 2000+ properties will take approximately 4 hours to complete, an organization with 3000+ properties will take approximately 6 hours to complete. Please contact help@ivrnet.com if your batch does not complete in over 12 hours.

*** Please Note – If you want to apply admin fees to all of your invoices (not just online payments only), then you will need to create/update your admin fees before you generate your invoice batch (go to   https://ivrnet.com/knowledge-base/convenience-fees/  for more information). ***

• you will navigate once again to Reports — Financials — Batch Operations where you can do the following:

1. preview the invoices by downloading the zip file
2. create the invoices, which will post them all to the user accounts*
3. cancel the batch

    

    

 

 

*** DO NOT CLICK “create invoices” unless you are sure that they are correct.***

Please note that if a batch of invoices is accidentally created, to remove them, there are two options:

• you can request Ivrnet to remove them for you, which is potentially a billable development request; or
• you would need to individually revoke each invoice from each property