Invoices & transactions

Track all 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 takes a different form depending on where you are in the process, and the type is chosen when the document is created.

• The Quote is a priced proposal, sent to the user for approval — a training camp for a school group, a court rental for a company.
• The Order is the committed sale, awaiting payment. It 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 voucher before committing the expense.

What an accepted quote becomes

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

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

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

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 refines the search, and the criteria combine.

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

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

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

Searching by person as well 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 find their sale. Typing "Dupont" or their e-mail is enough.

Creating an order or a quote

1. Click on New.
2. A Select a user window opens: indicate 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 on Save.

Each line comes either from the catalogue or from a free entry. Free entry (custom tile) is used for one-off sales — a restringing, a contribution to costs — and the Save to catalog box saves you from entering 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 on Select a promo code and the code applies its own targeting and capping rule.
• 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 on 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 terminal rather than entered by hand.

Each payment collection appears in the Transactions section of the order, with its status: Confirmed, Pending, Failure or Denied. The Show Details button opens the transaction record: payment method, gateway, dates, notes, and the provider's references when there are any.

As long as a payment is Pending, it stays editable — Edit this transaction to correct an entry, Cancel this transaction to abandon it — and the order immediately recalculates its Remaining to pay. A Confirmed payment, however, can no longer be changed: it has produced an accounting document, since the invoice is issued as soon as the first payment is collected. An error on a confirmed payment is therefore corrected by a refund, full or partial, which leaves a trace of the operation.

Spreading out the payment

The Payment 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 on 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 allocate the refund to the whole order or to a specific payment.

An online payment goes straight back through the 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 Paid and displays 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.

It also decides what happens to the deliverables. A full refund withdraws them — credits returned, subscription revoked. A partial refund leaves them in place: the user keeps what they received, only the collected amount decreases.

Refunding from the gateway rather than from here

For an online payment, you can just as well start the refund from the gateway's back office. It informs us automatically, and the order is updated as if you had gone through BalleJaune: status, credit note, deliverables.

Both routes lead to the same result. Take whichever suits you — but only one of the two.

When the gateway does not respond

A refund started from BalleJaune plays out in two independent stages, and the second can fail even though the first succeeded: the order moves to refunded, but the money remains collected at the gateway.

A message then tells you so explicitly and invites you to complete the operation from its back office. This is the only case where you have to act on both sides.

Sending and downloading the documents

A dedicated button brings together everything relating to the sale's vouchers. It bears the name of the document that is open, which also tells you where the sale stands: Quote, Purchase Order or Invoice once a payment has been collected. As soon as a refund has produced a credit note, it turns plural — Documents — since the sale no longer fits into a single voucher.

Its menu lists the documents by their reference, the very one shown on the PDF: the invoice or the quote first, then one credit note per refund. A click downloads the voucher, so you can archive it or send it through another channel.

At the bottom of the menu, Send by e-mail sends the file to the user. The sending is not limited to the main document: the invoice goes out together with all the credit notes for the sale, because the amount actually due can only be understood by comparing them.

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 sets it aside from the lists.

Exporting sales and accounting

Click on 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.