Running a Batch of Invoices

Calculating and generating your invoices can be very time-consuming if you are having to produce them manually. Abacus has been designed to save you time by automatically calculating your invoices and allowing you to run all of your invoices in one batch. 

To run a batch of invoices, do the following:

1.  Click on the Finance button and select 'Invoice':
   
   
   
   This will display the Invoice page:
   
   
   
   
2.  Select 'Batch Invoice'.
   
3.  Select if you want to run the invoices by 'All Accounts', 'Account Type' or 'Room'.
   
4.  If you select 'All Accounts' select the date in the calendar you wish to invoice up to.
   
5.  If you select 'Account Type' select the account type you wish to run your invoices for, then select the date in the calendar you want to invoice up to:
   
   
   
   
6.  If you select 'Room' select the room you wish to run your invoices for and then select the date in the calendar you want to invoice up to:
   
   
   
   
7.  Choose your invoicing options:
   
   
1. Combine multiple invoices:
   This option will pick up any sessions / products which were not previously invoiced and add them to this invoice. 
   Deselecting this option will still pick-up any sessions / products which were not previously invoiced but will produce separate invoices for each period they fall into based on their purchase / session date.
   
   
2. Include brought forward balances:
   This option will include each child's current account balance on their invoice to give an overall payable amount to the bill-payer.
   
   
3. Include remittance advice:
   This option adds a remittance advice slip to the bottom of the invoice.
   
   
4. Include invoice extras:
   This option will include any purchased products added in Children > Account > Extras to the invoice.
    
   
8.  Click on the 'Calculate' button. This will display the Invoice Preview page:
   
   
   
   
9.  This page allows you to review your invoices and make sure you are happy with them before they are processed and added to each child's account. You can look at each invoice in more detail by clicking on the plus button  and then clicking on the preview button  :
   
   
   
   
10.  Once you have finished reviewing an invoice, click on the 'Close' button to return to the Invoice Preview page.
    
11.  If you want to exclude particular invoices from being processed make sure you have deselected the checkboxes before clicking on the 'Process' button. 
    
12.  Select the date you want to appear on the invoices; this will default to today's date.
13.  Click on the 'Process' button to generate your invoices.
    
14.  An alert will be displayed asking if you would like see their status and print them: 
    
    
    
    
15.  If you click on the 'Yes' button you will go to the Today's Invoice page where you can see the status of your invoices being processed:
    
    
    
    
16.  Click on the magnifying glass button  to view, email and print your invoices:
    
    
    
    
17.  If you do not want to email or print your invoices you can return to the Invoice page by clicking on the 'Close' button.  
    

To email an invoice to a parent/carer, do the following:

Please note: Before you are able to email invoices to parents/carers you will need to set-up an email template in Settings > Email Configuration which will be sent alongside the invoice.

1.  Select the checkboxes for the invoices you wish to email. 
2.  If you would like include a summarised breakdown of all chargeable items with the invoice, select the 'With All Details' checkbox.
   
3.  If you would like to include an itemised breakdown of all chargeable items with the invoice, select the 'Include Individual Session Details' checkbox. 
   
4.  Click on the 'Email' button.
   
5.  Select the email template you wish to attach the invoice to and click on the 'OK' button:
   
   
   
   
6.  The status of the emails will be displayed. Click on the 'OK' button to close the window:
   
   
   

To print an invoice, do the following:

1.  Select the checkboxes for the invoices you wish to print. 
   
2.  If you would like include a summarised breakdown of all chargeable items with the invoice, select the 'With All Details' checkbox.
   
3.  If you would like to include an itemised breakdown of all chargeable items with the invoice, select the 'Include Individual Session Details' checkbox. 
   
4.  Click on the 'Print' button.
   
5.  The Print Preview page will be displayed. Each invoice will be printed on a separate page:
   
   
   
   
6.  Click on the 'Print' button in the top right-hand corner of the page to print out the invoices.

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