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 MANUAL – SINGLE ITEM invoice as a % of total chargeable items. |
| 2. | Select a Cutoff Date from the drop-down calendar. The invoice will calculate the percentage from the totals for all items up to and including this date. |
| a. | Enter a Description for the invoice, if you like. For example, you may want to note the percentage invoiced, e.g. Manual Invoice as 50% of Total Event. 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 total charges that you want to use for the manual invoice. |
| c. | Remember that for manual invoices, unlike automatic invoices, EventPro Planner will not automatically calculate the remainder to be invoiced. When you return to invoice the remaining charges, the total will return to the event total, regardless of what percentage has already been invoiced. You will have to check previous invoices to ensure that you are invoicing for the proper amount. |
| d. | Because this kind of manual invoice does not provide a breakdown of items, the Include No Charge Items option is not relevant. |
| e. | Check the Exclude Taxes from Event Charges box if you want the percentage calculated on pre-tax amounts. |
| 4. | Under Select Items to Invoice, check the boxes next to the Item Types you want to use in calculating the percentage of the total. By default, all of the boxes will be checked. |
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If payments have been made, you can select payments to Deduct from the invoice. Check the Sel box next to the applicable payment(s) and click Next. If no payments have been made yet or if they have been assigned to other invoices, the wizard will skip this page and proceed directly to the Invoice Review page.
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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 an automatic or manual invoice, and you can change the information in the Bill To and Invoice Summary fields, just as with automatic or manual invoices. Review the instructions regarding Bill To and Invoice Summary in Create an Automatic Invoice above.
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Note that the Invoice Detail Item selection grid at the bottom will contain one item charging for the selected percentage of the total event price.
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You can add other new items to your invoice, too. See the instructions under Add New Invoice Detail Items above in Create an Automatic Invoice.
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To edit, view or delete any items you have added to your 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 and have made your desired changes, click Finish. In the Confirm box, click Yes to continue creating the invoice.
The next Confirm box will ask if you want to print the invoice. If you click Yes, choose the format of the printed invoice from the Run Report window. For further instructions about printing the invoice, refer to Print or Send an Invoice below.
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