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Under Accounting | Finances, you have the option of creating invoices in batches for multiple events.
Note that in this area of EventPro Planner, you are creating invoices for events. To create batch invoices for Attendees or Exhibitors within individual events, see Chapter 8: Manage Attendees, Attendee Finance or Chapter 11: Booths and Exhibitors, Exhibitor Finance.
Select Accounting | Finance from EventPro Planner’s main menu to open the Finance screen.
Under the Invoices tab, click the Create All button located to the right of the selection grid.
The Batch Invoicing Wizard will open.
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| 1. | Under Invoice Creation, select the radio button next to the type of invoice you want to create: Automatic, Manual – Single Item, Manual – Detail, Deposit – Single Item or Deposit – Detailed. To review how these various invoices operate, review the relevant explanation under the Invoice Overview. |
| a. | Be very cautious when creating manual batch invoices. Remember that when you create manual invoices for a portion of event charges, EventPro Planner will not automatically calculate the remainder owing in the next invoice. Therefore, if you do not keep track of which manual invoices have been issued and for what amount, you risk overcharging or double-billing your clients. |
| b. | The recommended option for batch invoicing is Create Invoice Automatically from All Chargeable Items. |
| c. | Some of the Options fields below may be disabled, depending on what kind of invoice you are creating. |
| 2. | Select a Cutoff Date. EventPro Planner will automatically create invoices for all un-invoiced items up to and including the date. |
| a. | Enter a Description. Check the Append Description to Event Name box if you want the invoice descriptions to appear as Event Name: Your Description. |
| b. | In you only want to invoice for a percentage of the items or the total, enter a number in the Invoice % field. If you are creating automatic invoices for a portion of the total charges, subsequent invoices will automatically fill in the remaining charges. |
| c. | Check the Include No Charge Items box if you want no charge items to appear in the invoice breakdown, if applicable. Remember that Single Item invoices do not have the item breakdown. You will later have the option to exclude no-charge items from the actual printed invoices. Note that Not Billable items will not appear in the invoice at all. |
| d. | If you are creating a manual or deposit invoice, check the Exclude Taxes from Event Charges box to calculate the percentage on pre-tax amounts. |
| e. | Check the Deduct Outstanding Payments box to deduct outstanding payments from the relevant invoices. |
| f. | Check the Deduct Deposit Invoices box to deduct deposit invoices from the relevant invoices. To review how deposit invoices work, see the explanation of Deposit Invoices in the Invoice Overview above. |
| g. | If you are creating a detailed deposit invoice, you may choose to direct all item amounts to one deposit account or each item amount to the individual detail item accounts. Your default deposit account is set up in your System Settings (review Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Define System Settings: Accounting). The individual detail item accounts are set up in your event budget (review Chapter 5: Set Up an Event, Budget Setup). In this batch of invoices, if you want to use individual detail item accounts for invoice items, check the Use Detail Items Accounts for Deposit/Credit Detailed Invoice Items. If you want to use the main deposit account for the invoice items, leave the box unchecked. |
| 4. | Under Select Items to Invoice, you can check the boxes to indicate the Item Types you want included in the invoices. |
| 5. | Click the Apply Filter button if you want to limit the invoicing by other criteria. The Filter Criteria window will open. |
| a. | To review how to set a filter, see Chapter 1: Overview, Common Functions: Filter Information. |
| b. | If you want to invoice for all of the events after all, click the Clear Filter button to remove the filter. |
| 6. | Click Next. In the Confirm dialog, click Yes to create the invoice batch. EventPro Planner will work through the events, searching for the invoices to create. |
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In the next screen, the selection grid will display a list of all the invoices created. At this point, the invoices will only be assigned temporary numbers.
To edit or view any of the temporary invoices, click to highlight the invoice in the selection grid and click the Edit/View Invoice button in the bottom left corner. Make your changes in the window, following the instructions under Create an Automatic Invoice for Bill To, Invoice Summary, Add New Invoice Detail Items, Edit, Delete or View Invoice Detail Items and Apply Percentage. When you are done editing the invoice, click Close to return to the Batch Invoicing Wizard.
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Use the checkboxes on the left to unselect any of the invoices that you do not want to create at this time. You will note that the total at the bottom of the selection grid will decrease as you unselect invoices. If you later return to create another batch of invoices, these unselected invoices will appear in the batch.
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Click the Print Batch button to print the summary of temporary invoice batch as it appears in the selection grid (not the actual invoices). In the Invoice Batch Options window, enter a Report Title and select the kind of Report Shading you want. Click OK.
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Click the Print Invoices button to print the selected temporary invoices. In the Run Report window, select Invoice or Summary Invoice and click OK. To review further instructions on printing, see Print or Send an Invoice above.
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After you have selected the temporary invoices you want to create, edited them to your satisfaction and completed any temporary batch/invoice printing, click Next. The Confirm box will ask if you want to post the batch and create the actual invoices. Click Yes to continue.
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Now, the actual invoices (no longer temporary) will appear in the selection grid. You can view or edit the invoices by highlighting the relevant invoice and clicking the Edit/View Invoice button in the bottom left corner.
You can print this batch by clicking the Print Batch button. Remember, this will only print the summary of the invoice batch as it appears in the selection grid, not the actual invoices.
You can print the actual invoices now by clicking the Print Invoice button.
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You can also email the invoices by clicking the Email Invoices button at the bottom. The Invoice Mail Merge Wizard appears. See Email Invoice Mail Merge below
The invoice mail merge sends each invoice to the email address of the individual indicated in the Bill To section of the Invoice (e.g. the company contact, exhibitor contact or attendee), or if there is no individual or there is no email address entered for the individual, sends the invoice to the email address of the company indicated in the invoice.
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After you have reviewed the invoices, edited them to your satisfaction and completed any printing you want to do, click Finish. If you have not printed the batch, a Confirm box will ask if you want to print it now. Click Yes to print now, or No if you will print them later.
You will return to the Invoices tab selection grid and the new invoices will appear in the Accounting | Finance selection grid.
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