Life of an Invoice
In MC Trade, there is an option to add an invoice (ad-hoc) from either the:
- Profile View screen
- Profile Transactions screen
- Invoice Selector or any Revenue screen
Scheduling billing for membership dues and other recurring revenue is done when generating invoices.
Generating invoices will only be possible if a billing record was added to either the profile's membership level or to the profile directly.
Invoices are also created automatically from certain operations including an event registration, donation form submission, or Ecommerce transaction.
If the invoice is created manually as a single invoice, the revenue item description will populate there automatically, and can be modified or overridden manually by the user.
If an invoice is generated from a billing record, that field will only be populated if the billing itself has an override value. If there is no override, the description field on that invoice line item will be blank and the printable/viewable invoice reports will automatically populate a description from the current revenue item description when it is printed/viewed.
Adding an Invoice
Adding an ad-hoc invoice can be done from either the profile or a revenue screen. This article will cover adding an invoice from the profile and from the Invoice Selector.
From the Profile
Below are steps for adding an ad-hoc invoice from the profile.
To add an invoice for membership dues or other recurring revenue, Click Here.
- Find and open the profile.
- In the Revenue panel, select Create Invoice.
There is also an option to create a New Invoice on the Profile Transactions screen.
The invoice number will be created at the end of this process when it is saved.
- Make any desired changes to the Invoice Details tab.
- Select the Line Items tab.
- Select Add Line Item.
- Choose a Revenue Item.
- Choose an Apply Date.
This date will default to today's date. Adjust if necessary. It will be posted when posting transactions.
- Choose the Service Period Start and Service Period End dates.
This date range will default to the range defined on the selected revenue item. This range is important for the revenue recognition reports.
- Enter a Unit Price and Quantity (Unit Price x Quantity). The Unit Price and Quantity will default to the values defined on the selected revenue item.
Other options that drive the price:
- Base Price: This can be entered in addition to the Unit Price (Unit Price x Quantity + Base Price).
- Flat Fee: This can be entered in place of the Unit price (it will override the Unit Price and Base Price).
- Choose a Sold By user to track the salesperson.
- Repeat steps 5-10 to add more line items.
- Click Save to create the invoice.
From the Invoice Selector
- Select the Revenue menu > Select Invoices.
- In the top right corner, select New Invoice.
- Enter the profile name or ID and, in the resulting list below, click Select.
The invoice number will be created at the end of this process when it is saved.
- Make any desired changes to the Invoice Details tab.
- Select the Line Items tab.
- Select Add Line Item.
- Choose a Revenue Item.
- Choose an Apply Date.
This date will default to today's date. Adjust if necessary. It will be posted when posting transactions.
- Choose the Service Period Start and Service Period End dates.
This date range will default to the range defined on the selected revenue item. This range is important for the revenue recognition reports.
- Enter a Unit Price and Quantity (Unit Price x Quantity). The Unit Price and Quantity will default to the values defined on the selected revenue item.
Other options that drive the price:
- Base Price: This can be entered in addition to the Unit Price (Unit Price x Quantity + Base Price).
- Flat Fee: This can be entered in place of the Unit price (it will override the Unit Price and Base Price).
- Choose a Sold By user to track the salesperson.
- Repeat steps 6-11 to add more line items.
- Select Save to create the invoice.
Editing an Invoice
Editing an invoice can be done from either the profile or a revenue screen. This section, will cover editing an invoice from the profile and from the Invoice Selector.
From the Profile
- Find and open the profile.
- In the Revenue panel, select View Transactions.
Adjust the date range above the grid as needed.
- Find the the invoice and select the invoice number.
- After making the desired changes, select Save.
From the Invoice Selector
- Select the Revenue menu > Select Invoices.
- After using the Invoice Selector to pull a list of invoices, select the invoice number.
- After making the desired changes, click Save.
Deleting an Invoice
Exercise caution as this cannot be undone.
For more information on making an adjustment or a write off, click here.
- When editing an invoice (from the profile or invoice selector), there is an option to Delete Invoice.
- Select Delete Invoice to confirm.