Overview
How to create identical advanced invoices for 2 or more customers in the private invoicing module.
Article Sections
When to use Bulk Advance Invoicing
If you need to create advanced invoices for two or more Active customers purchasing the same number of the same item in private invoicing.
Even if the prices are different for different students (rate set in the student record) you can create those invoices at the same time with bulk advanced invoicing. This is usually used for workshops, field trips and afterschool camp where multiple students are buying the same service or being billed an annual fee.
Bulk Advance Invoice
1. From the main menu select: Financial > Invoicing - Private > Customers.
2. If required use filter your list by Program and/or tags.
3. Place check marks to the left of the customer names for whom you wish to create the invoices. You can use the check mark at the top to check everyone if required.
4. In the Actions menu select: Bulk Advance Invoice to open the bulk invoicing screen.
5. In the bulk invoice box, assign an invoice date.
6. Assign a Reference Prefix if required. All invoices generated will have their own individual invoice number as assigned by Oases but you may wish to put the word 'bulk' in the prefix box or 'BulkJan' to denote a month and then the invoice will be numbered BulkJan-***, where the asterisks represent the invoice number assigned by Oases.
7. Complete the invoice line items as normal and add a note to the invoice if required.
8. Press Save.
9. Students who have a different invoice rate set for the session type in their record will be billed at their personal rate regardless of the figure entered in AMOUNT on the invoice.
10. View your new invoices from the Invoices tab in Private Invoicing. Press refresh to view.
11. The Prefix will have been added to the invoice number and you can filter the invoice list by this prefix.
12. If you have Automatic Emailing of Invoices active in your Config Settings new invoices will be emailed as soon as they are created.
13. Also from the invoices tab you can select and bulk email or bulk print invoices.
Sibling Warning
14. If a customer has more than one student assigned Oases will create an identical invoice for each student. Therefore decide whether to leave them out of the bulk invoicing or delete the relevant invoices that are not required.
Split Billing
15. If a student has automatic split billing then Oases will create both invoices for the amounts as determined on the student Status page.
Link To
IP01. Program Different Invoice Rates Per Student