Invoices & transactions

Track all of your organization's sales documents — quotes, orders and invoices — collect payments, issue refunds and export your sales for accounting. Go to the Administration›Dashboard›Billing›Invoices & Transactions menu.

Telling the three document types apart

A sale doesn't take the same form depending on the stage you are at, and the type is chosen when you create the document.

• The Quote is a priced proposal, sent to the user for approval — a course for a school group, a court rental for a company.
• The Order is the committed sale, awaiting payment. This is the document that carries the payments.
• The Invoice is the numbered document, issued as soon as a payment is collected.

A fourth document, the Purchase Order, suits local authorities and works councils that require a document before committing the expense.

What becomes of an accepted quote

A quote is not a dead end: sent by e-mail, it contains a link that lets the user accept it themselves, with no account and no login. This link stays valid for 14 days.

Viewing the quote — the page, the PDF — does not accept it. Acceptance happens the moment the user chooses a payment method, and that choice determines what follows:

• with a deferred payment (bank transfer, cheque, on site), the quote becomes a Order awaiting payment; it will turn into an invoice when you collect the payment;
• with an online payment, the payment follows straight away: the document becomes a numbered Invoice directly.

In other words, once accepted, a quote is tracked exactly like an order — you will find it under the tab matching its new type.

Finding a sale

1. Go to Administration›Dashboard›Billing›Invoices & Transactions.
2. The tabs at the top filter by type (Quote, Orders, Invoices) and by status (Pending, Paid, Cancelled, Refunded).
3. The Filters panel then narrows the search, and the criteria stack up.

Six filters are available, including three that are often overlooked even though they answer the most common questions:

• Per user: a member's entire purchase history, when they dispute a charge.
• By Manager: the sales entered by a member of the team — useful for checking a shift.
• Per billing account: essential as soon as your organization invoices from several entities.
• By Subscription, By product category and By Status round out the sorting.

Finally, the Period selector limits the display — and it also drives the exports, which reproduce exactly what you see on screen.

Searching by person as much as by number

The search field is not limited to document references. It queries at the same time:

• the order number and the invoice number;
• the user's identity: last name, first name, login, e-mail address and licence number;
• the details entered on the sale itself — last name, first name, company name and e-mail of the billing address.

That last point matters for counter sales: the buyer has no account, the list shows them as a walk-in customer, and only a search on the billing address will bring up their sale. Typing "Dupont" or their e-mail is enough.

Creating an order or a quote

1. Click New.
2. A Select a user window opens: name the person the sale is intended for. This is the first decision, because it determines the billing address and the eligible subscriptions.
3. Then choose the document type, Quote or Order.
4. Add the lines with Add a product.
5. Check the Billing Address: unless you intervene, the user's default address is used.
6. Click Save.

Each line comes either from the catalogue or from a free entry. Free entry (custom tile) is for one-off sales — a restring, a contribution towards costs — and the Save to catalog box saves you from typing it again next time if it is likely to come back.

An order stays editable as long as no payment has been collected. After the first payment collection, it is locked: this is what guarantees that a document already paid for will not change behind the customer's back.

Applying a discount

Two mechanisms exist side by side, and they do not serve the same purpose. Open the Promotional code & discount section to reach the configuration.

• The Promo code applies a commercial offer that has already been defined: click Select a promo code and the code applies its own targeting and capping rules.
• The Manual Discount is a one-off gesture, decided case by case: a percentage or an amount that you enter freely, applied to the total including tax.

Collecting a payment

1. Open the order, then click Payment.
2. Enter the amount: the full balance is suggested, but a partial amount is accepted.
3. Choose the method: CB on site, Cash, Transfer or Check.
4. Save.

If a POS terminal is configured on the billing account, the payment can be sent straight to the POS terminal instead of being entered by hand.

Each payment collection appears in the Transactions section of the order, with its status: Confirmed, Pending, Failure or Denied. A payment entered by mistake can be corrected with Edit this transaction or Cancel this transaction — the order immediately recalculates its Remaining to pay.

Spreading out the payment

The Schedule button spreads the remaining balance over several dated instalments. At each subsequent payment collection, the amount of the next instalment is suggested automatically.

Refunding a sale

1. Open the paid order, then click Refund.
2. Enter the amount: a full refund is suggested, a partial refund remains possible.
3. If several payments have been collected, choose whether to charge the refund to the whole order or to a specific payment.

An online payment goes back directly through the payment gateway that collected it: you have no bank transfer to make.

As for the status, the distinction matters for your accounting: a partial refund leaves the order as Paid and shows the Net Collected, whereas a full refund moves it to Refunded. For example, a €200 registration refunded by €50 remains a paid sale whose net collected amount is €150.

Sending and downloading the documents

A dedicated button brings together everything relating to the document itself. It bears the name of the open document, which also tells you where the sale stands: Quote, Purchase Order or Invoice once a payment has been collected.

Its menu offers three actions:

• Preview to check the document on screen before sending anything;
• Download (PDF) to archive it or pass it on through another channel;
• Send by e-mail to send it directly to the user.

Retracing what happened

The Order History section keeps the events of the sale: creation, changes, payment collections, sendings. It is the first place to open when a member claims never to have received their invoice, or when an amount does not match the team's recollection.

Handling a pending order

A pending order can be paid at any time by the user from their account, or collected manually by you.

Services requiring manual validation — bank transfer, cheque — are delivered as soon as you record a payment. Until you do, the member has nothing.

To abandon a sale, open it and use Cancel the order. It remains viewable, and the Hide Cancellations setting keeps it out of the lists.

Exporting sales and accounting data

Click Download export at the top of the list: the export uses the filters and the period shown on screen. Sales reports for spreadsheets, accounting entries and legal formats are detailed on the dedicated page.