Invoices

When you need this

• To bill one student something the term's bill run didn't: a late joiner, a replacement ID card, a school trip. For the whole school, use Bill a term.
• To correct, cancel, send or download an invoice that already exists.

Steps

Make an invoice for one student

1. Open Billing (the Invoices tab) and press New Invoice.
2. Student: start typing the student's name and pick them.
3. Currency: the currency the parent will pay in.
4. Invoice Date and Due Date.
5. Reference (optional): for example Term 3 tuition, late joiner.
6. Under Invoice Items, type in Search fee... and pick each fee, or press Add New Line for a charge that isn't a fee. Check each line's quantity and amount.
7. Notes (optional). Tick Attach banking details to print the school's bank details.
8. Press Save & Finalise to issue it now, or Save Draft to finish it later.

Save & Finalise gives the invoice its number and records it on the student's account straight away. Save Draft records nothing: the student owes nothing until the draft is finalised.

What you can do with an invoice

Open the invoice. The most likely next step is the main button; Download PDF is beside it; the rest are under Actions. Only the ones that fit the invoice's state are shown.

Action	What it does
Finalise	A draft only. Gives it its number and records it on the student's account. Can't be undone.
Record payment	Receipts money against this invoice.
Send via email	Opens the email, with To:, Subject: and Message:, then Send Email.
Edit	Changes a draft, or an unpaid invoice.
Clone	Starts a new draft with the same lines, for another student or term.
Refresh	Recalculates the invoice's totals and balance.
Credit note	Reduces what the student owes on this invoice, by part or all of it.
Debit note	Adds a charge to this invoice.
Cancel invoice	Cancels an invoice nothing has been paid on (a draft, pending or unpaid one) outright. Can't be undone.
Delete	Removes a draft or pending invoice.
Post to accounts / Retry posting	Shown while the invoice isn't yet recorded on the accounts: still waiting, or failed.
Download PDF	Saves the invoice as a PDF.

Credit note or cancel?

• Cancel invoice when the whole invoice was a mistake and nothing has been paid: billed to the wrong student, billed twice. It is offered only for drafts and unpaid invoices. The invoice drops off the student's account.
• Credit note for everything else: part of the invoice is wrong, the student got a bursary or left mid-term, or something has already been paid. The invoice stays, and the credit note reduces what is owed, with its own record of why.

To raise a credit note: Actions → Credit note, adjust the lines to what is being credited, and press Save.

What you should see

The invoice under Billing → Invoices, with its number once finalised, and its status: unpaid, partly paid, paid or cancelled. A finalised invoice shows on the student's account and, while unpaid, in Debtors.

If something goes wrong

• "Check the currency" when saving: an amount looks typed in a different currency from the invoice's (a ZiG amount on a USD invoice). Press Go back to fix it, Switch to … to change the invoice's currency (this clears the lines), or Save anyway if the amount is right.
• Cancel invoice isn't offered: the invoice is partly or fully paid. Use a Credit note.
• Credit note is greyed out: Invoice already fully credited.
• Record payment or Send via email isn't offered on a draft: Finalise it first. A draft isn't in the books yet.