Manual Invoicing
It may be necessary to manually process payments and invoices. The following guide steps through how to do this.
Marking a Manual Payment for a Public Attendee
If it is necessary, you can manually mark an attendee as paid. Most the time, they payment should be taken from within Salesforce using the payment function (see the bookings guide here).
When manually marking an attendee as paid, you should stop at step eight of the guide linked above (after adding the attendee).
Once you are at this stage, click on the student you have added to the Course.
This will open up the Student record in a new tab. From here, make sure you are on the 'Related' tab and review the 'Courses Attended' list. This displays all the Courses that this student has attended in the past or will attend in the future. You should see the attendance record you have just created at the top of the list.
Click on the 'A-00000' number to open up the attendance record. Once opened, you will notice that there is a 'Confirmation Status' field, which will display as 'Unpaid'.
Next, select the little pencil next to 'Unpaid' and change the status to 'Paid' and select 'Save'.
This will create the Order for this Attendee record, ready to be invoiced. You can see the generated Order by scrolling down the Attendee page and reviewing the 'Order' field.
Invoicing Manually
You can always see a list of everything that is outstanding for invoice. This guide shows where to find this, but for ease of reference, you can find this by -
- Select 'More' from your Salesforce navigation bar
- Select 'Opportunities'
- Select ' Opportunities To Be Invoiced (Training)'
In this list, you should easily be able to find orders that you would like to invoice. The Opportunity Name is a great place to look to find the one you are looking for.
Click on the Opportunity Name to open the record up. Once opened, make sure you are on the 'Details' tab.
Scroll down the page to find the 'MYOB Integration' section. Here, you will find a number of fields that can be completed to reflect MYOB invoice details.
You will need to issue the invoice manually in MYOB (as per your normal practice) and then update the 'MYOB Order Number' and 'MYOB Invoice Number' fields appropriately. To update theses fields hover over the little pencil symbol next to them, type in the number, and select save.
TIP - It is important to update the 'MYOB Order Number' field. Updating this field is what tells the system that an order has been invoiced. If you do not complete this field, it will not drop off the 'Opportunities to be Invoiced (Training)' list.
