Using the Invoice Selector Grid

In the Invoice Selector, after clicking Run This Search, any results will appear in the data grid below.

From the grid, you can do several things:

  • Open an invoice to view/edit that invoice.
  • Open a profile to view/edit items that are attached to it (revenue, relationships, referrals, recent contacts, benefits, and more).

Above the grid is an Actions button which allows you to perform several possible operations.

After selecting one or more invoices, you may click Actions to:

  • View/Print Selected Invoices: This opens a new tab with a printable/downloadable view of your invoice for all selected invoices.
  • Email Selected Invoices: This opens the Send Email tool where you choose an email template or create an email manually, with the profiles of the selected invoices automatically added to your recipient list, and the Printable Invoice dynamic field in the Message. Click here to learn more
  • Generate Payments for Selected Invoices: This asks for a Payment Type and Date. It allows you to do a bulk-payment against all selected invoices. This is a useful option for recording payments that were taken separately from MC Trade, such as through a third-party credit card machine or in the form of a lump sum check from a vendor or partner. 
  • Export Selected Invoices: This exports a separate row for each line item in the invoice with details from the invoice, line item, and revenue item on each row.

For example, if you select two records (two invoices), it will export information based on those two invoices. However, the export may contain more than two records because it is exporting each revenue item within the invoice.

So, there were four records (even though we selected two), because the first invoice had two revenue items (one for Dues and one for County Tax) and the second invoice had two revenue items (one for Workshop and one for County Tax).

  • Disable Portal Payments for Selected Invoices: This disables the ability for members to pay invoices in the portal. They will still be able to see and print the invoice, but will not be able to make a payment on it.
    • One use case is a client that does not accept online payments, but still wants members to view invoices online.
    • Another use case is an organization that pays dues for individual/subsidiary profiles (usually via check or in a single form) after getting a "roll up" invoice that shows line items for each profile, and does not want to see the option to pay 100 individual invoices.
  • Write Off Selected Invoices: This adds an adjustment to write off the open balance(s) on selected invoices so that they are no longer outstanding.
  • Rebalance Selected Invoices: This performs a redistribution of the invoice total, splitting it between the original line item and related line item. 
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