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 Create an Invoice Automatically from All Chargeable Items. |
| 2. | Select a Cutoff Date from the drop-down calendar. The invoice will include all un-invoiced items up to and including this date. For example, if an item’s date is Sept. 26, 2006, the date of the invoice must be September 26, 2006 or later to include that item in the invoice. If the invoice date is September 25, 2006, the item will not appear. |
| a. | Enter a Description of the invoice, if you like. Check the Append to Event Name box if you want the invoice description to appear as Event Name: Your Description. |
| b. | If you only want to invoice a percentage of the total price of the selected item types, enter the percentage in the Invoice % field. For example, you may have two different companies paying for a joint event, and they want to split the total event costs 50/50. Or, perhaps you want to invoice a customer for 75% of all costs before the event, and invoice the other 25% after the event occurs. When you return later to invoice the remainder of the event charges, select Create Invoice Automatically from All Chargeable Items again, and EventPro Planner will automatically calculate the remainder to be invoiced, including any new items added after the first invoice. |
| c. | Check the Include No Charge Items box if you want no-charge items to appear on the invoice. You will later have the option to exclude no-charge items from the actual printed invoice. Note that Not Billable items will not appear in the invoice at all. |
| 4. | Under Select Items to Invoice, check the boxes next to the Item Types you want to invoice. By default, all of the boxes will be checked. For example, you may have two different parties paying for the same event, such as a wedding. Perhaps one party agrees to pay for all of one type of item and the other will pay for all of another type. You would create two different invoices with the appropriate item types checked for each invoice. |
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If any 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.
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If there are any deposit invoices, you can select deposit invoices to Deduct from the invoice.
Check the Sel box next to the applicable deposit invoice(s) and click Next.
You will also be able to deduct deposit invoices later by editing the completed invoice. See Apply and Delete Deposit Invoices below.
If no deposit invoices 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, including Bill To, Invoice Summary and Line Items.
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The Bill To fields display the contact information for the customer who will be billed. It will default to the event client, which is the company you chose when booking the event.
| 1. | To edit any of this information, click the Edit button to the upper right. |
| 2. | The Invoice [Edit] window appears. |
| 3. | When creating an invoice in the Event Maintenance screen, you will not be able to select a different option than Company/Contact from the Bill To drop-down list. However, if you create invoices from other screens, e.g. for Attendees or Exhibitors, you will be able to choose other options from the Bill To drop-down list. |
| 4. | To select a different company or contact, click the ellipsis next to the Company field or the Contact field. |
| 5. | The Find COMPANY/CONTACT window will appear. Search for the company and contact, or create new ones. |
| 6. | Select the appropriate Company or Contact in the Find window and click OK. |
| 7. | Click Save in the bottom right corner of the Invoice [Edit] window. |
| 8. | The new company and/or contact will now appear in the Invoice. |
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The Invoice Summary fields display a summary of the invoice, including invoice number, invoice date, due date, description, sub-total, payments/credits and invoice balance. Most of the information in the Invoice Summary has been automatically entered from other fields.
| 1. | To edit any of this information, click the Edit button to the upper right. |
| 2. | The Invoice [Edit] window appears. |
| 3. | The Invoice Date defaults to today’s date. The invoice Due Date automatically calculates from the default number of days you set in your System Settings. You can change the Invoice Date and/or the Due Date by selecting a date from the drop-down calendars. |
| 4. | The Description of the invoice will be the event name, your description or both, depending on the choice you made in the Invoice Creation page, above. You can type a new description in the Description field. |
| 5. | If you know that the customer intends to use a payment method that will incur a surcharge and you want to bill that surcharge to the customer, select the appropriate Payment Type from the drop-down list. The surcharge should automatically appear as a new detail item when you return to the invoice. If it does not, it is probably because you did not set up a surcharge on this payment type in your General Lookup Tables. To review how you set up payment types, refer back to Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Payment Types. |
| 6. | Enter a Cost Center, if applicable. |
| 7. | The Sub-Total, Payments/Credits and Balance will depend on the charges and the payments already made, if any. |
| 8. | Click Save in the bottom right corner of the Invoice [Edit] window. |
| 9. | The new information will now appear in the Invoice. |
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At the bottom of the page there is a selection grid containing all of the Items and Prices, which are automatically entered from the Event Maintenance screen. You cannot edit or delete these automatically calculated items.
Hint: If no items appear in your invoice even though you know that there are items left to be invoiced, ensure that you chose the correct Cutoff Date above.
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| 1. | You can add a new item or comment to the invoice by clicking the New button next to the selection grid. This will bring up the Invoice Detail [New] window. |
| 2. | The Item Date will default to the current date, but it can be changed. |
| 3. | Select an Item Type from the drop-down list. |
| 4. | Type in an Item Description. |
| 5. | If you are adding a Comment to the invoice, you will only need to select the item type and enter a description. For any other type of item, you can enter the Quantity of items and the Amount charged. |
| 6. | If this item is included in the Budget, choose a corresponding Item. Budget items are set up in Chapter 5: Set Up an Event, Budget Setup. |
| 7. | Go to the Taxes tab and select the applicable taxes. |
| 8. | Go to the Accounts tab and choose the correct Account Code, Suffix and Department, if applicable. |
| 9. | Click Save in the bottom right corner of the Invoice Detail [New] window. |
| 10. | The item will be added to the selection grid with the other items. |
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You will not be able to edit or delete automatically calculated invoice items. You can, however, edit or delete any new items you added manually.
| 1. | To edit an item, click to highlight the appropriate item and click the Edit button to the right of the bottom selection grid. In the Invoice Detail [Edit] window, make your changes and click Save. |
| 2. | To delete an item, click to highlight the appropriate item and click the Delete button to the right of the bottom selection grid. Click OK in the Confirm dialog to delete the item. |
| 3. | To view details about an item, click to highlight the item and click the View button. The Invoice Detail [View Only] window will appear. Click Close to return to the invoice. |
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In the first page of the Invoice Wizard, you could choose which item types to include in the invoice, and you had the option to invoice for a percentage of the total amount. Here, you can again adjust the percentages invoiced, but you now have the option to invoice a percentage of an individual item, as well as for all items or all items of a certain type.
| 1. | From the drop-down list located to the right of the bottom selection grid, select the item(s) or item type for which you want to invoice a certain percentage. |
| 2. | You can choose <All>, or a specific type, like Registrations or Travel. |
| 3. | If you choose <Selected> from the drop-down list, choose one or more items in the selection grid while holding down the Ctrl key. |
| 4. | Enter a percentage in the % field and click the Apply Percentage button. The percentage for each item will appear in the % column of the selection grid, and the Amounts will recalculate. |
| 5. | This percentage will be applied to the total amount for the item(s). For example, if the item costs $50 and you set the % as 25, the amount will be calculated as $12.50. If you change the % to 100, the amount will return to the full $50. |
| 6. | When you later return to create another automatically calculated invoice for this customer, the invoice will fill in the remaining amounts to be charged for the item(s). For example, if you invoiced 50% of the charge for a certain item in the first invoice, the second invoice will pull in 50% of the original amount as the total for that item. If you apply 50% to the item in the second invoice, it will actually be 25% of the original item amount. |
| 7. | For further illustration, if the item charge is $50 in total, and you invoiced 50% of it in the first invoice, the second invoice will pull in the remaining $25 as the total amount owing for that item. If you again invoice 50% of that item in the second invoice, the item amount will be $12.50 (i.e. 25% of the original amount). |
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The Apply Deposit Inv and Delete Deposit Inv buttons are not available when you first create an invoice. Later, if you want to apply or delete deposit invoices, you can edit the invoice and these buttons will be available.
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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 as calculated.
The next Confirm box will ask whether you want to print the invoice. If you click Yes, choose the printed invoice format from the Run Report window. For further instructions about printing the invoice, refer to Print or Send an Invoice below.
Note that when you return to the event in the Event Maintenance screen, any items that have been invoiced (or partially invoiced) will be highlighted in red. After items have been invoiced, you will not be able to edit many of the information fields, such as price, quantity, taxes, etc.
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