Set up invoices

Users with the Manage District Settings role permission can add, modify, and update the district's invoicing settings, including automatic invoicing and overdue notices.

To set up invoices:

1. Select Invoices > Invoicing Setup. The Invoicing Setup page appears.

   

2. Complete the following fields:

   Field	Description
   Event Invoicing	Select one of the following: • Automatically on Approval: Sends an invoice when a request is approved. Notes: When selecting this option, you cannot require: Payment before approval. A deposit. • Manually After the Event: Sends the invoices at your convenience. Note: You can send invoices: Via Bulk Invoicing Using the Auto Send Invoices setting Manually (on an individual basis)
   Send invoice to Billing Office user Only	To send the invoice only to your own billing office, select Yes. To send the invoice to the group manager and your own billing office, select No.
   Auto Send Invoices	To automatically send invoices, select Yes. Important: If you select yes, you must select the frequency in the next field.
   Automatic Invoicing Frequency	If you selected Yes to Auto Send Invoices, select the frequency to send invoices: Daily Weekly on Monday Monthly on the 1st of the Month
   Require Payment Before Approval	To require payment before a request is approved, select Yes. Note: Requests will have the status Awaiting Payment until payment is received. To allow payments after a request is approved, select No.
   Number of Days Invoice Due	Do the following: a. Enter the number of days you want before the invoice is due. b. Select when you want the invoice due date: • From Invoice Sent Date • Before First Event Date
   Application Fee	To send an application fee invoice when an event is approved, select On Approval. Note: If need you can later recalculate events fees individually or in bulk.
   Send Overdue Invoice Email	Select how many days past due you want an overdue notice sent to group managers. Notes: Emails are sent every Friday. If you don't want to send overdue emails, leave this blank.
   Require Budget Code on Spaces	To require a budget code when adding or editing a space, select Yes .
   Require Budget Code on Fields	To require a budget code when adding or editing a field, select Yes.
   Require Budge Code on Additional Charges	To require a budget code when adding or editing additional charges, select Yes.
   Remit To	Enter the address where you want payments sent.
   Invoice E-mail Text	Enter any text you want to appear on invoice emails generated by the system. Note: This text appears above the line item invoice area on both automatically- and manually-generated invoices.
   Email Address to be CCed on Estimates	List user(s) you want to receive an estimate.
   Budget Code Notes on Request Details page	Add any notes you want to appear on the invoice under Budget Code Notes.
   Move Invoices to Open when Printed	To automatically change the invoice status to Open, select Yes. To keep the invoice status as Draft, select No.

3. Click Save.