Overview
Link sessions to an Advance Invoice.
Article Sections
- Why Link Sessions to an Invoice
- Reconcile an Invoice
- How to Identify Invoices that Could be Reconciled if Required
- Limits
- Split Reconciliation
Why Link Sessions to an Invoice
Unlike Invoice Outstanding where reconciliation is automatic, if you sold hours in advance by creating an advanced invoice or selling hours via MarketPlace, reconciliation is not automatic.
Oases will log if the hours are used but will not know which sessions they were used for.
This optional feature to reconcile sessions to an invoice, will enable Oases to know which sessions have been included on an invoice. You would do this for the following reasons:
- Switching a private pay customer from advanced invoicing to Invoice Outstanding
- Some reporting functions
- Private Pay Statement information
- Using a Credit Limit that is a value rather than Unlimited Credit
- To display the invoice number in the session
When printing a Private Pay statement for a customer any sessions that have been manually reconciled to an invoice will appear as session dates in the invoice row on the statement. The statement may be produced by the office or by your customer logging in to their account.
Invoice Session Reconciliation is not mandatory unless you wish to switch the customer from advanced hours invoicing to invoice outstanding.
Reconcile an Invoice
1. Open the invoice and look for the linked session paperclip icon at the beginning of the line item.
If a payment is applied you can ignore this warning as reconciliation is not considered an edit.
2. Press the link and a list of applicable sessions will be listed. At the bottom of the box will be a reminder of how many hours you have linked versus how many were sold in the invoice line item. The example line item above sells a date range max session type releasing 8 hours and the graphic below shows: Total time selected 0:00/8:00 confirming that one hour can be reconciled.
3. You can manually reconcile a session by changing the red X to a green check to link the session/s to the invoice. This can be performed before or after the sessions have taken place. Keep an eye on the counter at the bottom of the box.
You can reconcile all applicable sessions by pressing the All button or just approved sessions by pressing the Approved button.
4. Keep an eye on the Attendance column as sessions that were scheduled for a student and not attended may be reconciled but if the attendance is zero it won't count toward the Total Time Selected.
5. Press Close to return to the invoice. The link will be blue if there are sessions linked.
6. Once sessions are linked you cannot change the session type.
7. In the Invoice list the Space column will now state No, when there is no space to reconcile any sessions. This column will say Yes if you can reconcile session time to the invoice.
Auto Reconciliation
8. If a Session matches an invoice exactly and the Invoice Outstanding Breakdown in the Private area of Config Settings is set to One Line Item per Session, Oases will automatically reconcile the session to the invoice.
For Example: If you sold 2 hours on an invoice line item and scheduled a session for 2 hours of the same session type and there was no other session reconciled to the invoice Oases would do the reconciliation. If you sold 10 hours and had scheduled 5 two hour sessions, it would not, as this is not an exact match.
9. If there are two parents attached to a student and Oases auto reconciles the session to the wrong invoice or customer, you would need to change the setting in Config Settings to be able to make a manual correction. Go to Setup - Company - Config Settings - Private - Invoice Outstanding Breakdown make a change. Save and log out and back in and un-reconcile your session.
How to Identify Invoices that Could be Reconciled if Required
10. Go to: Invoicing Private > Invoices Tab.
11. Move the slider to list invoices that Show Space Only. That is invoices with space for sessions to be reconciled. This will filter the list to invoices that have a Yes in the Space column.
Limits
12. You will receive an error message if you try to reconcile more time than released by the invoice lineitem.
13. Date Range session types do not feature a total as the time is unlimited as shown below.
Split Reconciliation
14. If a customer has a 2x 1 hour invoices for example, and books a 2 hour session, this can be reconciled across 2 invoices and the time allocated to the invoice shows in the Selected Time column as a Split. The remaining time on the session will auto allocate to the other invoice if the match is exact. If not, allocate the second half in the normal way.
15. The session will contain both invoice numbers.
16. Note: An invoice may contain one split row reconciled item only. If this is a problem consider combining time on one invoice.