Billing management with Graviti system

Effective invoicing with Graviti system

Invoicing members

Under the billing module, you can create an invoice and create credit notes from invoices.

All created invoices are displayed on this main page. The data column details displayed on the invoicing main page consist of the following:

Invoice number: the invoice number assigned to the invoice upon creation.
Member: the full name of the member being invoiced.
Due date: the date on which the invoice is due for payment.
Amount: the amount set for the invoice.
Status: the invoice status, ranging from draft, paid, overdue, and unpaid.
Search: you can search for an invoice using the invoice number or the member’s name.
Filter: you can filter your invoices using the invoice status.

HOW DO I CREATE INVOICE(S)?

On the Invoicing main page, there is an option to “Create” an invoice. Click on the "Create" button to create an invoice. Below are the steps:

Step 1: Create invoice

Specify the invoice due date and the message (in relation to the invoice). Once you are done, use the “Arrow” to navigate to the second step.

Step 2: Select members to invoice

From the provided list of members, select the number of members you want to invoice. You can choose to invoice all by selecting all (use the “Select All“ button if you want to select all), or you can select a few by manually checking those you want to invoice.

You can also filter the selection page by member status to make your selection from the available list per the status filter.

Step 3: Invoice fees

After selecting, click on the “Arrow” navigation. Displayed are the available invoice fees to choose from. Select the invoice fee you want to invoice the member(s) for. After selecting, click on the “Arrow” navigation.

You can also filter the selection page by linked type, then make your selection from the available list per the “linked type” filter.

Step 4: Preview invoice

By clicking on the “Arrow” navigation, you will land on the invoice preview page. On this page, you can preview the invoice and/or exclude the member(s) you do not want to invoice from the invoice list before submitting if you added the member(s) by mistake.

Once you are done previewing and you have excluded the ones you want to exclude, click on the “Submit” button to save the invoice.

Preview

Once you are done previewing and have excluded the ones you want to exclude, click on the “Submit” button to save the invoice. You will receive a confirmation text that the submission was successful. If it was not a success, you will also get a notification text saying that it failed and why it failed.

By clicking “OK” on the pop-up, you will see the below page. If invoices were not created, you will receive a pop-up outlining why the invoices failed to be created.

CREATED INVOICIES

All created invoices are displayed on the “Invoicing” main page. Every created invoice has an action dropdown, which will differ due to the invoice status.

The option drop-down list of draft invoices consists of the following functionalities:

View: you have the option to view the invoice.
Edit: you can update the draft invoice by adding or subtracting items.
Remove: you can delete the draft invoice(s).
Print: you can print any invoice.
Send email: if the invoice is not yet paid, you can send an email to the member
Set as paid: if the invoice has been paid, you can update the status to "Paid."
- Create a credit note: once an invoice has been paid, you can create a credit note.

NB: Once the invoice has been paid for, you will no longer have the option to edit or delete the invoice.

HOW DO I CREATE A CREDIT NOTE FROM AN INVOICE?

Navigate to a paid invoice to create a credit note. Click on “Create Credit Note" in the action dropdown of the invoice record.

You are required to fill in the total amount of the credit note, member reference details, and a comment, then save the note by clicking on the “Create” button.

Other details displayed on the credit note form consist of:

Names: the member’s full name.
Email: the email address used by the member
Mobile: the member’s contact details.
Street: the street name of where the member resides.
Suburb/city: the name of the city where the member resides.
Province: the name of the province where the member resides.
Total: the total amount for the credit note.
Member reference: the reference number assigned to the member.
Organization reference: the reference number assigned to the association.

Once created, the credit note will be displayed under the “Credit Notes” tab.

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