Overview
How to set Oases to create an advanced private pay invoice automatically or to send you a reminder to create the invoice.
Article Sections
- Available Memorized Invoice Functions
- How Memorized Invoices Work
- Create a Memorized Invoice
- View Memorizations
- Inactive Turns Red
- Cancel Memorization
- Delete Memorization
- Identify Memorized Launch Invoice & Invoices Created by Memorization
- Invoice Comment Specific to Memorized Invoices
Available Memorized Invoice Functions
Memorized Invoices can:
- Send you a reminder to make an invoice manually
- or Create the invoice for you and release hours to student
- or Create the invoice for you and hold the hours until paid
- or Create the invoice and charge credit card with or without the hours held for payment (card decline will not release hours if held)
How Memorized Invoices Work
Memorized Invoicing works the same way as a repeating calendar appointment.
A starting invoice will need to exist that will be memorized. This 'launch' invoice cannot be deleted.
You will not need this feature if you use Invoice Outstanding.
Create a Memorized Invoice
1. In the main menu select: Financial > Invoicing - Private > Customers Tab.
2. Filter to your customer and open record and select Billing tab.
3. Press New Invoice to create an invoice you wish to repeat or open an existing invoice you wish to use as the launch invoice to repeat.
4. Press Memorize at the top of the invoice.
5. In the Memorize Transaction box that opens select if you want an email reminder to remind you to create a manual invoice yourself or if you would like Oases to create an automatic invoice.
6. From the How Often menu select the interval for your recurrence.
7. Enter the date for the first time Oases will perform the operation.
This will not include the invoice you are creating the memorization from and must be at least 24 hours from the day you are working. (tomorrow's date at least)
8. Enter the number of times you wish Oases to create the invoice or reminder.
If you need 6 invoices in total, enter 5 as the first invoice is the invoice you are working from.
9. Enter if you wish the reminder or creation to be in advance of the invoice date. For example if you wish an invoice dated for the first of the month to be created 2 days prior add 2.
10. Enter if you wish for Oases to create a matching payment at the same time. This applies to Automatic Entry only.
11. Set if you want the invoice hours to be held for payment. If you set the matching payment to run your linked credit card processing then the hours will not be released to the student if this is set to yes and the card declines.
12. Press Save to receive confirmation of the memorization.
13. This will take you back to the invoice. Select Matching payment at the top of the invoice if this is to be paid now. Save the open invoice
Note: If you hold an invoice for credit and the customer is set to unlimited credit, close out of sessions will be allowed. If holding for credit and you want individual session creation and close out to be prevented set your customer to a zero credit limit.
Note: Using a schedule to create sessions will not check student credit. Therefore, you can schedule into the future so the students and tutors know their schedule and the credit check is performed on individual session close out.
View Memorizations
14. You can see your new and all other memorized invoices by going to: Financial > Invoicing - Private > Memorized.
Inactive Turns Red
15. If on the Memorized screen you see a name in Red it indicates that the customer is inactive as students are inactive.
Cancel Memorization
If you need to stop a memorized order early:
16. Go to Memorized tab in private invoicing press on row to open the Memorized order you wish to change.
17. Change the quantity remaining to zero.
18. Change the next date to blank.
19. Save and refresh memorized list.
Delete Memorization
20. If you wish to keep the launch invoice delete the memorization from the Memorized tab. Check off the row you wish to delete and press the trash can.
If you no longer need the launch invoice, deleting the bold launch invoice will also delete the memorization.
Identify Memorized Launch Invoice & Invoices Created by Memorization
21. Invoices created by memorization will always include the word auto and the launch invoice number then the specific invoice number. However, you may need to identify a launch invoice prior to auto invoices being created. Any invoice used in memorized invoicing will have a bold Reference number in the invoice list on the invoice tab or customer billing tab.
22. If you open an invoice used as the launch invoice to create a memorization the memorized button will no longer be active, indicating a memorization exists. Use this invoice number to filter the Memorized list on the Memorized tab.
Invoice Comment Specific to Memorized Invoices
23. You can place a comment on invoices created by memorization that does not appear on regular invoices.
Go to: Locations > Choose Program > > Edit > Memorized Comment
24. Add text. You can include a next payment date macro as shown below and html if required.