Breakdown of the Invoice Selector

Tabs and Operators

Click on the Revenue menu and then Select Invoices.

The Invoice Selector includes four tabs which are vertically displayed on the left side.

These tabs allow you to add search fields. They can independently or jointly let you search for invoices.

When you add a search field, an operator drop down will appear where you indicate how the search field should relate to the value. In the example below, the search field (Due Date) must be In the Period and the value is Next 30 Days.

Also, you may add more than one search field to many of the tabs. If you do, there will be an AND/OR drop down between the search fields to indicate if the invoices must match x OR y, or x AND y.

Even if you go to another screen or log out of MC Trade, when you return, your settings will persist which means it will continue to load your custom list of invoices until you clear the settings. To clear your settings, click Clear Search (found on the right above the data grid).

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Options at the Top

Before we go over the tabs, there are a few options at the top, which appear to be part of the Invoice Selector, but they are actually integrated in all of the Revenue screens.

Quick Search

The quick search field allows you to search for a profile name or invoice ID.

This is NOT part of the invoice selector which means clicking Run This Search does not read this field. When you finish typing, it will automatically search and display results below the search field.

This is found at the top of several screens (in the Revenue menu) and is useful when you are looking for a specific invoice or for all invoices belonging to a specific profile.

• If you enter a number, it will search for an invoice number that matches and, if found, show the company that has that invoice, with the invoice number in parenthesis. If you click on that result, it will open the invoice (Invoice Details tab).

• If you enter a name, it will search for a profile name that matches and, if found, show the profile(s). If you click on a result, it will take you to the Transactions screen for that profile.

New Invoice: This button allows you to create an invoice on an ad-hoc basis. For scheduled billing, you do not need to do this - you would add a billing record to the membership level or profile and then generate invoices as often as you need to do so which will process all applicable billing records.

New Payment: This button allows you create a payment for one or more invoices under a single profile.

There is an option to apply payment to the same day and payment type, across multiple invoices, if you select the invoices in the grid, choose Actions, and Generate Payments for Selected Invoices.

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Invoice Info

This tab offers the ability to search general invoice details and dates. It includes:

• Invoice Number: This allows you to search for invoices that have a specific invoice number.
• Batch Number: This allows you to search for invoices with a specific creation batch number. The creation batch number is an ID that is assigned to an invoice when it gets generated.
• Posting Batch Number: This allows you to search for invoices with a specific posting batch number. The posting batch number is an ID that is assigned to a transaction when it gets posted.
• Invoice Date: This allows you to search for invoices that have a specific invoice date.
• Due Date: This allows you to search for invoices that have a specific due date.

Invoice date and due date can be a specific date or fall within a range relative to the current date.

• Sent Status: This allows you to search for invoices that have been sent or invoices that have not yet been sent. This is looking at the "Invoice Sent" check box at the bottom of the Invoice Details tab.
• Preferred Billing Method: This allows you to search for invoices that belong to a profile that has a specific billing method selected: Email, Print, Both, or Special Handling.

Special Handling simply means neither Email nor Print.

• Profile ID: This allows you to search for invoices that belong to a specific profile ID.

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Aging

This tab offers the ability to find invoices with 1) an unpaid balance and 2) within a chosen aging period (e.g., 30 days past due). It includes:

• All Open: All unpaid invoices (past due or not past due).
• All Past Due: All unpaid invoices that are past due (of all ages).
• 30 Days Past Due: All unpaid invoices that are past due (at least 30 days past due).
• 60 Days Past Due: All unpaid invoices that are past due (at least 60 days past due).
• 90 Days Past Due: All unpaid invoices that are past due (at least 90 days past due).
• 120 and More Days Past Due: All unpaid invoices that are past due (at least 120 days past due).
• Not Yet Due: All unpaid invoices that are not due.

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Revenue Item

This tab allows you to search for invoices with line items containing the chosen revenue items.

• If you select a revenue item, you can click the right arrow to move it from the Available list to the Selected list. Hold the Ctrl key to select more than one item on the left.
• If you click All Dues Items, it will add all revenue items that were configured as Dues.
• If you click All Non-Dues Items, it will add all revenue items that were configured as Non-Dues.

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Payment Info

This tab allows you to search for invoices that received payments. It includes: payment date, payment type, and check number.

All of these are found in the Payment tab of the invoice and the payment type is based on a list of payment types created by your organization.

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