Invoices & Payments

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The Finance Management area allows you to create, search and record payments against invoices within your system.

Finance

 

Finance Management

To access and edit financial data, users will need the following permissions:

  • Users must have Financial permissions enabled to be able to add, view, update and delete appropriate financial records in the system.
 

Tip: Finance codes need to be created in your account before you will be able to assign them to a line item in an invoice.

 

Note: The aXcelerate Finance System does not support issuing invoices with a value of zero. Instead of issuing an invoice, you can instead create a basic invoice template to be used for any free or otherwise non-payable training. You can then use this template to send to any applicable students. Please note that this solution does not interact with the finance system.

 

Warning: You will need to ensure that you have an Invoice Seed set in the Additional Options of your System Settings before you will be able to create an invoice. This will set the number of the first invoice created in your system and cannot be changed once it has been set. Please refer to our Additional Options help article for further information.

Search invoices

  1. Hover over the Search icon
  2. Enter your search terms
  3. Click Search
  4. Click on an Invoice to view it

 

 

Tip: Click Advanced Search to show additional fields to include in the search.

 

Note: To view all invoices stored within your system, leave all fields blank and click Search.

Create an invoice

When navigating to the Invoice tab of the Finance Management page, the initial screen is a form for invoice creation. When an invoice is first created it will be Open until an invoice number has been issued. Payments are unable to be applied to the invoice until an invoice number is issued.

  1. Click New from the menu on the left
  2. Select a Contact from the system to bill
  3. Select a Finance Code
  4. Set the Quantity
  5. Enter an Item Description
  6. Set the Unit Cost
  7. Click the Green Tick icon to confirm the line item
  8. Click the Plus icon to add additional line items as needed
  9. Issue Invoice Number, Lock Line Items or Finalise the invoice as required
  10. Click Save

Issue Invoice Number

Issuing an invoice number will assign a number to the invoice so it will no longer appear as AUTO and allow payments to be applied to the invoice. Once an invoice number is issued and partial or full payment is applied, you will no longer be able to:

  • add line items
  • update line items amounts
  • delete line items
  • delete the invoice

Lock Line Items

Locking line items will allow no further changes to line items within the invoice even if no payment has yet been recorded. Line items cannot be locked without also issuing an invoice number. Once the line items have been locked you will no longer be able to:

  • add line items
  • update line items amounts
  • delete line items
  • delete the invoice
  • export invoices & payments to external accounting systems

Finalise

Finalising an invoice will allow no further changes to the invoice details to be made. Invoices cannot be finalised without also locking the line items and issuing an invoice number. After an invoice has been made final, you will no longer be able to:

  • add line items
  • update line items amounts
  • delete line items
  • delete the invoice
  • update invoice details
 

Note: Exporting invoices to external accounting systems without a finalised status will automatically set the invoice as finalised.

 

Tip: To Add Surcharge to the invoice for credit card payments, hover over the More icon and click Add Surcharge.

 

Note: Click the Update icon and then the Delete icon next to line items to remove them from an invoice. This cannot be done once line items are locked, payment has been recorded against an invoice with a number issued or if the invoice has been finalised.

 

Warning: Locked invoices can be unlocked by those with the Master Finance Permission. Please be aware that making changes to locked invoices may compromise the integrity of your financial data.

Update line items

  1. View an invoice
  2. Click the Update icon next to a line item
  3. Make changes to the line item as required
  4. Click the Tick icon to apply the changes
  5. Click Save

Tip: Click the Plus icon to add another line item to the invoice. Click the delete icon when updating a line item to remove it from the invoice.

 

Note: Line Items cannot be added once an invoice number has been issued. Line items cannot be updated or removed after a refund has been recorded or if the invoice has been finalised.

Send an invoice

Invoices are able to be manually sent to contacts in the system via templates.

  1. View an invoice
  2. Click the Send icon
  3. Select a template Category
  4. Select a Template
  5. Edit the template as required
  6. Click Email
  7. Set the sender and recipients of the email
  8. Select the Email Content template
  9. Click Send

 

 

Tip: Please refer to our Template Communication help article for further information.

Void an invoice

Invoices that have been issued an invoice number can no longer be deleted but can instead be voided. An invoice number is required before an invoice can be voided.

  1. View an invoice
  2. Hover over the More icon
  3. Click Void Invoice
  4. Click Yes to confirm

 

Unvoid an invoice

Voided invoices can be unvoided by users with the Finance Master User permission.

  1. View a voided invoice
  2. Hover over the More icon
  3. Click Unvoid Invoice
  4. Click Yes to confirm
 

Warning: Unvoiding invoices may cause inconsistencies with your financial data.

Delete an invoice

Invoices cannot be deleted if an invoice number has been set, the invoice line items have been locked, or the invoice has been finalised.

  1. View an invoice
  2. Hover over the More icon
  3. Click Delete Invoice

Record a Payment

To record a payment against an invoice, the invoice must have an invoice number already issued.
  1. View an invoice
  2. Hover over the Payments icon from the menu on the left
  3. Click Record Payment
  4. Select the Payment Method
  5. Enter the Amount for this payment
  6. Click Record Payment
 

Tip: Recording a payment is also possible by clicking the Payments tab by selecting the appropriate contact, payment method and amount and then clicking on the corresponding invoice to apply the payment.

 

Note: When viewing an invoice, to view payments already set against the invoice, hover over the Payments icon in the menu on the left and click Show Applied Amounts.

Amend a Payment

A Payment that has been applied can not be amended until it has been un-applied. After amending, the amended Payment must then be applied again. 

    1. View the invoice
    2. Hover over the Payments icon in the menu on the left
    3. Click Show Applied Amounts from the options
    4. Click the magnifying glass icon to view the appropriate payment
    5. On the Transactions window that opens, there are two panels; the payment is in the left panel, and the invoices available to apply the payment to are listed in the right panel Screen_Shot_2022-09-08_at_12.13.45_pm.png
       
    6. In the Payments panel, click the red cross icon to Unapply this payment
    7. Click the edit pen icon to amend the payment detail
    8. Click Update Payment
    9. In the Invoice panel, click Apply against the appropriate invoice

Delete a Payment

A Payment that has been applied can not be deleted until it has been un-applied.

  1. View the invoice
  2. Hover over the Payments icon in the menu on the left
  3. Click Show Applied Amounts from the options
  4. Click the magnifying glass icon to view the appropriate payment
  5. In the Payments panel, click the red cross icon to Unapply this payment
  6. Click the More icon from the menu on the left
  7. Select Delete
  8. In the Delete window that pops up, click Yes

Record a credit card payment

If you have a compatible payment gateway configured in aXcelerate, you can process credit card payments. The available payment gateways that aXcelerate integrates with are eWay, Ezypay, and Stripe. To record a payment against an invoice, the invoice must have an invoice number already issued.

  1. View an Invoice
  2. Hover over the Payments icon in the menu on the left
  3. Click Process Credit Card Payment
  4. Enter the personal details of the Payer
  5. Enter the credit card credentials of the payer
  6. Click Process Transaction
 

Tip: This function enables the processing of credit card payments through the Online Enrolment Form. Please refer to our aXcelerate system requirements help article for further information.

 

Note: Payment Gateway details must be configured in the Web & Other Integrations tab of your system settings for this function to work.

 

Warning: If there is an issue processing this payment, the credentials entered into your system settings may be invalid or there may be an issue with your payment gateway account. Please contact your payment gateway provider for assistance with these issues.

Send a Direct Payment Form

A payment URL is able to be generated from an invoice so that you can send a direct payment form to a student or payer for their outstanding fees. No login is required to access the payment form, the payer will just need to be provided with the unique link generated from the invoice. The credit card payment will be processed through the Payment Gateway that has been configured in your system settings.

  1. View an invoice with an Invoice Number
  2. Hover over the Payments icon in the menu on the left
  3. Click Copy Credit Card Payment URL
  4. Send the link to the payer associated with the invoice
 

Tip: This function is helpful to follow-up outstanding invoices in the system and allows you to capture payments after enrolment has taken place.

 

Note: You will need to have Payment Gateway details set in the Web & Other Integrations tab of your system settings for this function to work. 

Invoicing Webinar

This webinar demonstrates:

Managing Invoices

Raising a Manual Invoice from Finance Management

Raising a Manual Invoice from the Contact Page

Raising an Invoice for Public Workshop enrolments

Raising an Invoice for Client Contacts for In-house Workshops

Sending Invoices

Recording Payments Webinar

This webinar demonstrates:

Recording Payments

Applying Payments to Invoices

Issuing a Receipt

Invoices & Payments FAQs

Q.

Can I edit an invoice or payment after it has been exported?

A.

To ensure that the financial records between aXcelerate and the external financial system are aligned, it is not possible to edit or delete an invoice or payment from aXcelerate once it has been exported.

 
Q.

Where can I enter data in an aXcelerate invoice so the Reference field in Xero is populated?

A.

The Purchase Order field against an aXcelerate invoice will push through to the Xero Reference field.

Q.

Why does my invoice show InHouseInvoices as my Item Code?

A.
Due to the number of possible item codes that could be populated for in-house invoices, this is used as a placeholder to then be manually changed to the required item codes.  Some example codes are:
  1. Purchase Order (if the organisation required this)
  2. Workshop Type Code
  3. Qualification Code
Q.

What is the difference between Voiding and Canceling an invoice?

A.

Void will set the invoice balance to zero without applying a payment. The invoice amount will also no longer be considered in Reports, however you are able to find Voided invoices by using the Filter "Invoice is Reportable". It also is not available to be exported to your Finance system. Void is an available option when the invoice has no payments.
Cancel will create a credit note for the full amount of the invoice and apply the credit note amount against the invoice. The will export along with the credit note which has been created.

Q.

I have a fully Paid invoice. How do I process a full refund in aXcelerate?

A.
Follow these steps:

  1. Open the invoice and, under the More menu item, click on Create Credit Note

  2. Ensure the Credit Note value is equivalent to the entire invoice value (this should include all line items).

  3. Enter a comment if necessary, but finalise the Credit Note and click Save, then click Yes to proceed with saving these changes.

  4. Under the Refunds menu item, record the refund for the full Credit Note value

Q.

I have a fully Paid invoice. How do I process a partial refund in aXcelerate?

A.
Follow these steps.

  1. Open the invoice and, under the More menu item, click on Create Credit Note

  2. Enter a relevant credit note comment and click Create Credit Note. This will be to the full invoice value.

  3. Update the line item value to the refund amount and Finalise and Save the Credit Note. Click Yes to proceed with saving these changes.

  4. Under the Refunds menu item, record the refund for the full Credit Note value

Q.

I have a partially Paid invoice. How do I refund the deposit, and write off the remaining balance on the invoice?

A.
Follow these steps:

  1. There are two steps to this process in aXcelerate; the first step is to partially offset the paid invoice with a Credit Note and the second step is to refund the amount paid.

Partial Offset

  1. Hover over More Options and click Create Credit Note

  2. Click Submit on Popup

  3. Adjust Credit Note Line Item with the remaining invoice balance 

  4. Tick Issue Credit Note Number, Lock and Finalise 

  5. Click Save

  6. Hover over Refunds 

  7. Click Offset Invoice(s)

  8. Click Record Invoice Payment

  9. Click Yes 

  10. Click Apply against the Invoice with an outstanding balance

Partial Refund

  1. Hover over More Options and click Create Credit Note

  2. Click Submit on Popup

  3. Adjust Credit Note Line Item with value being refunded

  4. Tick Issue Credit Note Number

  5. Click Save

  6. Hover over Refunds 

  7. Click Record Refund

Q.

How can I add a Pay Online link to a ‘Tax Invoice’ template for one-off transactions?

A.

Please see our Template Builder FAQs for more information on how to embed a dynamic payment link for each Invoice.

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