Invoices: Marking an invoice as sent or paid

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Once an invoice has been generated in the 'Invoices' section of the management system on Tapestry, you can complete the following actions with it: send it to parents, mark it as having been sent, add a payment for it, or cancel it.

When a payment is added for an invoice that covers the total in full, it is marked as 'Paid'. If the payment added doesn't cover the full amount of the invoice, it will be given the payment status of 'Partially Paid'.

In this tutorial we'll cover the actions which can change the 'Sent' and 'Payment' status of an invoice. To learn how to generate an invoice, please refer to this tutorial. 

If you have invoices which you created before payments were introduced to 'Booking', please refer to this tutorial here for more information.

To start with, click on 'Booking' at the top of the screen on the Tapestry navigation toolbar. 

 

 

On the 'Booking' screen, click on 'Finance' (1) and then 'Invoices' (2) to bring up the list of invoices for your setting. You can either use the search bar to search for a particular invoice (3) or change the Month/Year, Room or include cancelled invoices to narrow down the list of invoices selected (4).

 

 

Once you've located your invoice click the cog icon (1) to bring up a drop down list of options. For 'Unsent' invoices there is an option to send them to the bill payer by email (2), if the child has a bill payer set up set up: For more information on adding bill payers refer to this tutorial here.  You can also mark the invoice as sent if you do not want to send the invoice to the bill payer by email but you do want to mark that the bill payer as having received the invoice (3).

You can also create a payment for the invoice (4), either to pay in full or enter a part payment for that invoice. Recording payments are covered in more detail in this tutorial. The options you see on the cog menu will vary depending on the status of the invoice. 

 

 

Once you have sent the invoice or marked it as sent, you will see this change reflected in the 'Sent' column; a cross in the 'Sent' column shows that invoice has not been sent yet and a tick shows that it has been sent to the bill payer via email or has been marked as sent. If you enter a payment for the invoice, you will see the value in the 'Payment' column shows as blank (if no payment has yet been made for that invoice), 'Paid', or 'Part Paid', if the invoice has not yet been paid in full.

 

  

 

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