Find the event in the Event Maintenance screen and click on the Finance tab. The Invoices sub-tab should already be selected.
Click the Create button. If the event is not set to a confirmed status, the Confirm dialog will ask if you want to continue. To continue creating the invoice anyway, click Yes.
The Invoice Wizard will open.
| 1. | Select the radio button next to Create a DEPOSIT – DETAILED invoice as a % of total chargeable items. |
| 2. | Select a Cutoff Date from the drop-down calendar. The invoice will calculate the item charges from all items up to and including this date. |
| a. | Enter a Description for the invoice. For example, you may want to note the percentage invoiced, e.g. Detailed Deposit Invoice 50%. Check the Append to Event Name box if you want the invoice description to appear as Event Name: Your Description. |
| b. | In the Invoice % field, enter the percentage of the item charges that you want to use for the deposit amount. |
| c. | Check the Include No Charge Items checkbox if you want no-charge items included in the item breakdown on the invoice. |
| d. | Check the Exclude Taxes from Event Charges box if you want the item percentages calculated on pre-tax amounts. |
| e. | When 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 invoice, 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, check the boxes next to the Item Types you want to use in calculating the invoice amount. By default, all of the boxes will be checked. |
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In the Invoice Review page, the wizard summarizes the information that will be included in the invoice. This page will be similar to the one displayed for any invoice, and you can change the information in the Bill To and Invoice Summary fields, as usual. Review the instructions regarding Bill To and Invoice Summary in Create an Automatic Invoice above.
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The Invoice Detail Item selection grid at the bottom of the invoice will contain line items for the selected percentage.
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As with other deposit invoices, you can add deposit items to your invoice by clicking the New button next to the selection grid. See the instructions above under Create a Deposit-Manual Invoice: Add a Deposit Item.
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To edit, view or delete any items you created for the invoice, see Edit, Delete or View Invoice Detail Items above in Create an Automatic Invoice.
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When you have finished reviewing the invoice information and have made your changes, click Finish. In the Confirm box, click Yes to continue creating the invoice.
The next Confirm box will ask whether you want to print the invoice. If you click Yes, choose an invoice format from the Run Report window. For further instructions about printing the invoice, refer to Print or Send an Invoice below.
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