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
As far as scheduled billing for membership dues and other recurring revenue, that would be done when you generate invoices.
Generating invoices will only be possible if you added a billing record 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.
Adding an Invoice
Adding an ad-hoc invoice can be done from either the profile or a revenue screen. In this article, we will walk through 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.
If you are trying to add an invoice for membership dues or other recurring revenue then click here.
- Find and open the profile.
- In the Revenue panel, click 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 you save).
- Make any desired changes to the Invoice Details tab.
- Click on the Line Items tab.
- Click 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 if you want to track the salesperson.
- Repeat steps 5-10 to add more line items.
- Click Save to create the invoice.
From the Invoice Selector
- Click on the Revenue menu and Select Invoices.
- In the top right corner, click on 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 you save).
- Make any desired changes to the Invoice Details tab.
- Click on the Line Items tab.
- Click 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 if you want to track the salesperson.
- Repeat steps 6-11 to add more line items.
- Click Save to create the invoice.
Editing an Invoice
Editing an invoice can be done from either the profile or a revenue screen. In this article, we will walk through editing an invoice from the profile and from the Invoice Selector.
From the Profile
- Find and open the profile.
- In the Revenue panel, click View Transactions.
You may need to adjust the date range above the grid.
- Find the the invoice and click on the invoice number.
- After making the desired changes, click Save.
From the Invoice Selector
- Click on the Revenue menu and Select Invoices.
- After using the Invoice Selector to pull a list of invoices, click on the invoice number.
- After making the desired changes, click Save.
Deleting an Invoice
Exercise caution because this cannot be undone.
If you need 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.
- Click Delete Invoice to confirm.