Overview
Scheduling and then pulling those sessions to invoice, whether before or after they have taken place is called Invoice Outstanding, as you are invoicing outstanding sessions.
Article Sections
- When Can You Invoice Outstanding Sessions
- Update Configuration Setting
- To Have In Place
- Change Individual Customers' Credit Limits
- Invoicing Warning
- Prepare to Invoice Outstanding Sessions
- Create an Individual Invoice
- Bulk Invoice Outstanding
- Credit Card Processing
- Emailing Your Invoices
- Split Billing
- Individual Invoice Outstanding from Customer Account (View Billto)
- Part Invoicing
Jump to Videos
- Video 1 - Simple Manual Invoice Outstanding for one customer
- Video 2 - Bulk Invoice Outstanding for Multiple Customers
- Video 3 - Invoice Outstanding examples for complex scenarios
When Can You Invoice Outstanding Sessions
You can Invoice Outstanding sessions:
- As soon as the sessions are created
- When they have taken place
- When they have taken place and have been submitted by the instructor(config setting)
- When they have taken place and have been reviewed by a Lead Teacher or Coordinator (config setting)
- When they have taken place and have been approved by your Admin team (config setting)
Update Configuration Setting
When you want your sessions to be available for Invoice Outstanding is a setting in your Oases database. The default setting is that sessions can be invoiced with invoicing outstanding as soon as they exist.
But you can change that so that sessions only flow to invoicing when submitted, reviewed or approved.
Go to: Set Up > Company > Config Settings > Private > Invoice Outstanding by Status > make your change.
To Have In Place
- The parent/customer record must contain a credit limit or be set to unlimited credit for Invoice Outstanding to work. The default setting in Oases is for new parents to have unlimited credit so unless you have changed this no action is required.
- Sessions need to exist for the student or students connected to the customer you wish to invoice using Invoice Outstanding.
- If you have changed the configuration setting those sessions must have reached the submit, review or approve status per your selection.
Change Individual Customers' Credit Limits
1. In the Customer record check the credit limit on the Details tab.
2. Press Edit at the top of the page to change this to a figure or a zero.
A figure will be a financial amount but without the currency symbol. For example 250.00 would represent a $250.00 credit limit or 250.00 in your local currency allowing you to schedule 250.00 worth of sessions before an invoice must be created.
To revert to unlimited credit from a zero credit or defined amount, just delete the amount and save the field empty, the unlimited credit will return.
Invoicing Warning
Please make sure Oases is open in one browser tab only when running invoicing.
Prepare to Invoice Outstanding Sessions
3. When you are ready to pull the sessions to invoice go to: Financial > Invoicing - Private > Customers tab.
4. If required press Filter and filter your list by program, status or consultant.
5. Press tags and make selections for additional filters if invoicing in batches due volume.
6. If you are running bulk Invoice Outstanding with a credit card payment and you have more than one Authorize.Net profile set up in your database it is not a requirement to filter your customers by their different profiles prior to running bulk transactions. Oases will use the profile recorded in the Customer record.
7. In the Cutoff/Start field add the date up to which you want to invoice. So this can be the end of last month if invoicing in arrears or the end of next month if invoicing in advance etc.
8. Change the drop down menu to Show Outstanding.
9. A new column will be added to the list called Outst, and will include the value of sessions that are outstanding up to the date you have set.
Create an Individual Invoice
10. To create an individual invoice press the figure in the OUTST column and it will render an invoice for you that includes all sessions that make up the value in your OUTST column. Press Save.
11. Refresh your list with the refresh icon.
Bulk Invoice Outstanding
12. To invoice multiple customers or all of your outstanding invoices at once select the customers to bill by placing a check mark to the left of their name, or use the check box at the top left to select everyone.
13. If a student has two parents attached and you check them both off Oases will invoice the first record as it appears in the list. To ensure invoicing to the Primary parent you can filter out the secondary parent with a tag on the Primary parent, or setting the Primary to 100% billing in the student record.
14. From the Actions menu select one of the following:
- BULK INVOICE OUTSTANDING to create invoices
- BULK INVOICE OUTSTANDING W/PAYMENT to create invoices and run credit card on file for invoice value
- BULK INVOICE OUTSTANDING W/PAYMENT TO ZERO BALANCE to create invoices, apply any credit on account to the new invoice and bill credit card on file for the remainder.
15. The invoices will be created for each customer. If the customer has two or more students with outstanding sessions they will all feature on one invoice.
16. The customer names will disappear from the grid. You can change your filters or tags for the next batch or remove your cut off date.
Credit Card Processing
17. If you do not have credit card processing and don't have the payment options visible and are using Bulk Invoice Outstanding. We recommend checking off all customers and selecting BULK ALLOCATE UNAPPLIED CREDITS after you have created invoices to update amount due on account.
Emailing Your Invoices
18. If you have Automatic Emailing of New Invoices enabled in Config Settings your new invoices will be emailed automatically.
If not proceed to the Invoices tab in private invoicing, filter by date and bulk email at the end of the day.
Split Billing
19. If you have split billing activated in a student record for Oases to automatically split a bill between two parties the Bulk Invoicing Outstanding feature will account for this and create the two invoices automatically. If you are creating individual invoices by pressing the outstanding figure for split billing, you must work from the primary parent/customer.
Part Invoicing
20. If you perform Invoice Outstanding in advance of sessions and the tutor increases the time in the session after the invoice is created, the extra time will be pulled to invoice next time you perform Invoice Outstanding and have Part at the end of the lineitem.
Screen Cast Videos
Video 1 - Simple Manual Invoice Outstanding for one customer
Please press here if you don't see the video below
Video 2 - Bulk Invoice Outstanding for Multiple Customers
Please press here if you don't see the video below
Video 3 - Invoice Outstanding examples for complex scenarios
Please press here if you don't see the video below
Link To
IP01. Individual Student Invoice Rates
IP14. Format or Add Comments to a Private Pay Invoice
IP04. Bulk Email or Print Invoices