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Managing the Invoice List

Once invoices have been added in Event Manager, there are many options available to manage them. You can search and filter your invoice list to show a specific invoice, edit, share, pay, and archive invoices, and export invoices based on the search or filters you have applied. *Note: The Invoicing feature is only available if you are using Event Manager Professional or Event Manager Premium. Contact Client Services for more information.

 

To navigate to the invoice list:

  • Click Invoices from the side navigation menu and select Invoice List.

Searching and Filtering Invoices

Use the Search and Filter options to find or show specific invoices.

Search Bar

From the Search bar you can search, sort, and change the view of your invoices.

 

Search

The Search field allows you to quickly find invoices based on information found on them, such as the invoice number or recipient name.

Sort

The Sort field allows you to reorganize the invoice list by whichever field you select from the drop down menu.

View Archived Invoices

  • Click View Archived Invoices to show the list of invoices that have been archived.
  • Click Restore next to an archived invoice to return it to the full invoice list.
  • Click View All Invoices to return to the full invoice list.

 

Filter Invoices Panel

This side panel gives you greater flexibility when displaying or searching for certain invoices. You are able to filter by a number of options.

Quick Filters

Quick Filters provide a few easy ways to search for invoices that match certain criteria, such as invoices due in the next 7 days and outstanding invoices.

 

Search Term

  • Click Change.
  • Click Add Term and enter a keyword to search by. You can add as many search terms as you need.
  • Click Apply to refine the search results.

 

Status

  • Click Change.
  • Check the box next to any status' you wish to filter by.
  • Click Apply to refine the search results.

 

Organization

  • Click Change.
  • Click Add Organization.
  • Start typing the organization name you need to search by and select it from the list. You can add as many organization names as you need.
  • Click Apply to refine the search results.

 

Recipient

  • Click Change.
  • Click Add Recipient.
  • Start typing the recipient name you need to search by and select it from the list. You can add as many recipient names as you need.
  • Click Apply to refine the search results.

 

Specific Due Date

  • Click Change.
  • Select a From: date from the calendar.
  • Select a To: date from the calendar.
  • Click Apply to refine the search results.

 

Specific Issue Date

  • Click Change.
  • Select a From: date from the calendar.
  • Select a To: date from the calendar.
  • Click Apply to refine the search results.

 

Total

  • Click Change.
  • Click and drag the blue dots to adjust the slider or enter the Min and Max values to filter by.
  • Click Apply to refine the search results.

 

Outstanding

  • Click Change.
  • Click and drag the blue dots to adjust the slider or enter the Min and Max values to filter by.
  • Click Apply to refine the search results.

 

Age

  • Click Change.
  • Click and drag the blue dots to adjust the slider or enter the Min and Max values to filter by.
  • Click Apply to refine the search results.

 

Schedule ID

  • Click Change.
  • Click Add Schedule.
  • Enter the Schedule ID number.
  • Click Apply to refine the search results.

 

Sharing an Invoice

You can share an invoice with whoever needs to be able to see it, even after it has been issued.

  • Search or filter for the invoice you wish to share and click the Share button.
  • In the pop up window, you can either:
    • Click Copy Link to get a direct link to the invoice form. *Note: This will display a view only version of the invoice form.

    or

    • Click Email Invoice to distribute a PDF of the invoice via email to all of it's recipients.

 

Paying an Invoice

  • Find the invoice you wish to process a payment for and click Pay. This will open a window where you can process a payment for this invoice.

 

 

Editing an Invoice

You are still able to make changes to an invoice after it has been added.

  • Click Edit next to the invoice you want to make changes to.
  • Make all appropriate changes to the invoice information. *Note: Check the Do not notify recipient(s) of changes checkbox if you do not want recipients to receive email notification of the changes.

Invoice Actions

Click the Actions button in the top right corner of the form. Clicking this will reveal several options for managing the invoice:

  • View Invoice History: This will show a timeline view of all changes that have been made to the invoice with time and date stamps next to the changes. You can also make comments on the timeline which will be tagged with a time and date stamp.
  • Add a Payment: This will open the payment window so that a payment can be made directly from the invoice.
  • Add a Refund: This option is only available if a payment has been made previously, and will open the refund window so that a refund can be processed directly from the invoice.
  • Close Invoice: This will open a confirmation window where you can provide a reason for closing the invoice before clicking Save. This will lock the invoice down and prevent further changes.
  • Void Invoice: This will open a confirmation window allowing you to either click Void Invoice or Cancel.
  • Print Invoice: This will open a PDF of the invoice form, which can then be downloaded or printed out if necessary.
  • Copy Invoice: This will create a copy of this invoice which can then be edited before saving it as a new invoice.
  • Click Save to finalize your changes.

Archiving an Invoice

You can archive invoices, which will remove them from the invoice list while keeping the records intact. These invoices can be accessed at any time by clicking the View Archived Invoices link in the search bar.

 

     The Dude Says:

There are times when the best course of action is removing an invoice from the list by Archiving it, which keeps the records intact while getting it out of your way.

Other times, you may want to consider Voiding the invoice, which will effectively cancel it and prevent it from being edited or paid.

 

 

  • Click Archive next to the invoice you want to remove.

 

 

  • Click Archive in the pop up window to finalize your changes.

Exporting Invoices

You can export invoices as either a PDF or CSV file.

  • Filter or Search the invoice list to narrow the results to those invoices you wish to export.
  • Click Export Invoices.
  • Select either PDF or CSV.
  • Click Go to export the current selection of invoices.

 

 

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