Create Event Invoices from the Billing Module

If a payment method of Invoice is selected, this invoice will be queued and then created at a time of your choosing. If a payment method of Credit Card is selected, one of three results will happen depending on your choice: an invoice and payment will be automatically created, a sales receipt will automatically be created, or no transaction will happen. Make these selections for each event on the Fees tab of the desired Event.

Event invoices may be created from within the Events module or from the Billing module. Either way of creating invoices accomplishes the same task.

Create event invoices

1.	Select the desired event.

2.	Click the Account tab.

If the Create Invoices Now button does not appear, there are no invoices to be created at this time.

3.	If registrations have specified a payment method that should result in a transaction, a selection will appear indicating the number of invoices that need to be created.

Figure 3-18 Create Invoices Now

4.	Click Create Invoices Now.

5.	Make any desired selections in the Bill To: box for who the invoice should be addressed to and what items should appear on the invoice line.

The Bill To: selection of Line Item Description will display the content of the Description field of the Fee item.

6.	If you wish to apply any available credits a member may have available on their account, click to select the Auto-apply available credits on invoices checkbox.

7.	If desired, select a message that will be printed on each invoice. Note: click edit to modify the message or create a one-time custom message to display on all invoices.

8.	Complete the rest of the fields including Invoice Date, Date Due, and Payment Terms.

Figure 3-19 Event Invoicing

9.	Uncheck any invoices that should be excluded from this Batch. Note: All excluded invoices may be added to this batch later.

Changes made to the Contact Name or address on the Deliver Customer Invoices window does not modify the Member’s Account information. Permanent Billing Rep or address changes must be made in the Members module.

10.	Click Save Batch or Deliver Invoices. If clicking Save Batch, you can return to a batch of invoices at any time to deliver them (email or print them). If clicking Deliver Invoices, you can also return to the batch at any time but this will proceed to the Deliver Customer Invoices screen now.

Either choice, Save Batch or Deliver Invoices, will create the batch of invoices. Deliver Invoices will create the invoices and immediately open a window with options to print and/or email the invoices.

11.	The Deliver Customer Invoices window will appear. Make appropriate Delivery Method selections and follow the instructions on the screen. Refer to “Recurring Member Invoices” in the Billing online help section for more detailed instructions on Delivery Method selections.

Create event invoices (starting within the Billing module)

1.	Click Billing in the left-hand menu.

2.	Click the Invoices tab.

3.	From the Batch Type drop down menu, select Event.

4.	Select the desired event by clicking the Event Name title.

- If invoicing for the renewal month has been completed you will see a message that says: Match Found

- If invoices have not been created you will see a message that says: New Batch

Figure 3-20 Selecting Event Name

5.	Select Display uninvoiced registrations only if desired.

6.	Follow the same steps #5-11 in previous section “Create event invoices (starting from the Events module)”.