Event Invoices

Event Invoices

Event Invoices are the event-level invoice templates.

To create or edit an invoice at the account level, go to Account Settings > Registrations > Invoices.

Workflow

• An invoice template can be used as an invoice to send to an attendee whose accounting group requires documentation to generate a check to pay for their conference registration.
• A template can be used as a “receipt” for attendee expense reports, so that registrants can be reimbursed for their conference registration fees.
• Invoices can be generated and attached as part of an email template or a registration confirmation email message.
• Otherwise, invoices can be generated in bulk via mass action from a custom report.

Invoice Templates

If you already have any templates created, and you've printed invoices from the Report Results window, you can select a document to download it. The most recent download will appear at the top of the select menu.

Note: If you change a template after you've generated invoices using it, then you can only generate invoices showing those changes when a registration has new charges (that is, charges not yet invoiced).

For example, you use invoice template 'ABC' to invoice attendee Jane Citizen for her registration fee. You cannot now generate a new invoice for Jane that shows those template changes, unless there are any changes to what she's been charged, such as fees for added sessions or agenda items.

Any existing event-level invoices are listed here. The list may be a multi-page list.

Hint: A new event includes a "Default Invoice Template".

A good way to create your own is to copy this and customize the copy.

To copy an existing invoice, and edit the copy, click (copy).

To edit an existing invoice, click (edit) or just click the row.

To add an invoice, click the Add New button.

Video: Creating an Event Invoice (2 min.)

The following sections are shown when you are editing or adding an invoice.

The following sections are shown when you are editing or adding an invoice

Invoice Details

Enter a Name and Description (optional) for the invoice template.

Invoice Options

Append – As you edit each of the sections described below, you can select a data field from the sets of fields available: Standard and Custom Profile Fields, Standard and Custom Registration Fields, Standard and Custom Event Fields, Account Column fields, Account Financial fields, Registration Financial Fields, Location Fields, Contact Fields, Today. Then click the Header, Bill To or Footer button to append that field to that section of the invoice.

Enable Editor?

For each of the Header, Bill To and Footer sections, you can clear the Enable Editor? check box to enter plain text, which can still include HTML tags, and you can still append dynamic data fields.

Invoice Header

Use the editor to input text, images, hyperlinks, or dynamic data fields into the header section of the invoice.

Bill To Section

Use the editor to input text, images, hyperlinks, or dynamic data fields into the Bill To section of the invoice. Note that this section contains a default set of labels and data fields to get you started.

Invoice Footer

Use the editor to input text, images, hyperlinks, or dynamic data fields into the footer section of the invoice.

Invoice Column Headers

Use these text-entry fields to customize the column headers shown in the invoice.

Caution: If you leave a column text field blank, then the corresponding column will not be included on the invoice.

Invoice Summary Headers

Use these text-entry fields to customize the summary fields shown on the invoice.

Caution: If you leave a summary text field blank, then the corresponding summary field will not be included on the invoice.

Customize Invoice

• Invoice Starting Number – The "starting point" for the first new invoice to be generated, which will be this number + 1. Default value = 0.
• Note: May only be edited by an Administrator or System Master user.
• Caution: Once any invoices have been generated, this starting number may only be changed back to an earlier number by a System Master user.
• Current Sequence Number – The number of the last invoice generated. Displayed here as "read only" information.
• Only show incremental charges – If selected, then each invoice generated for an attendee has a different invoice number, and only includes items charged to them since their previous invoice (if any) was generated. In this way, charged items are only ever associated with one invoice number.

Example: 1. Mary registers for an event, costing $150. She receives invoice number 12345 for $150. 2. Two weeks later, she adds a workshop, costing $50. She receives invoice 14555 for $50. 3. She is now in possession of two separate invoices.

Notes You may generate up to 150 invoices at one time. If you need to generate more than 25 registrants' invoices at once, be sure to increase the number of rows displayed in the Report Results window and then 'select all.' (The select all option only selects the registrations that are visible on the current page of the report results.)

Account Invoices

Invoice templates that have been defined for the current account are displayed here. These templates can be used to generate invoices for registrations in an event, but cannot be edited here. To edit an account-level invoice, go to Account Settings > Registrations > Invoices.

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