Invoices

invoices overview invoices provide a record of all charges billed to students, including tuition, fees, commissions, discounts, credits, and payments invoices follow a defined lifecycle to ensure billing accuracy and consistent accounting within the invoices section, you can view a complete list of all invoices for an individual student, including draft, pending, paid, cancelled, and reissued invoices this allows for clear tracking of balances, applied funds, and invoice history invoices in ampeducator follow a strict lifecycle draft – the invoice can be fully edited or deleted pending the invoice has been posted and is awaiting payment paid the invoice balance has been fully settled cancelled the invoice has been cancelled and replaced for audit and accounting purposes once an invoice is posted , it becomes finalized and cannot be edited or deleted posted invoices can only be cancelled to preserve a complete audit trail and ensure billing, commission, and accounting records remain consistent creating a new invoice to create a new invoice, click the green new invoice button this will open a new invoice modal, where you can enter and customize all invoice details while the invoice is in draft status while an invoice remains in draft , it can be freely edited once an invoice is posted, it becomes finalized and can no longer be modified to ensure billing and accounting consistency manually adding items to an invoice you can manually add items by clicking the add item (+) icon once clicked, you'll be prompted to enter the description, rate, quantity, and taxes, which will automatically calculate the total for each line item when you confirm you can also select the appropriate account for tax purposes and associate the item with any relevant programs, courses, or sessions once you're done, click the save item arrow icon to add the item to the invoice you can then continue adding more items by clicking the add item (+) icon as needed adding predefined fees to an invoice if you've configured any fees, you can select them from the dropdown menu on the right this will auto fill the information based on your preconfigured fees in ampeducator preconfigured fees can include multiple line items, making invoice creation faster and more efficient when set up in advance adding discounts to invoices you can add discounts to invoices by clicking on the 'add new discount' button within a new invoice enter the discount name and amount, then choose the appropriate sales discount account (configured under institution config / accounts / accounts ) there is also the option to use the auto calculation button to input the discount percentage, and it will automatically calculate the discount amount for you press save discount to save the discount to the invoice bill organization option if an employer or third party organization is responsible for payment, select yes next to bill organization and choose the organization from your configured list organizations can be managed under docid\ ahyavur81olboyaxsljqm agents, commissions, and invoices associating an agent with an invoice in ampeducator serves two key functions reporting it enables you to track which invoices are linked to specific agencies, making it easier to calculate the total revenue generated by each agency agent access by associating an invoice with an agent, they gain access to view the invoice in their portal, allowing them to review or process payments directly students will not see any agent or commission details on their invoice commission lifecycle and invoice status commissions follow the lifecycle of the invoice they are attached to this determines when commissions appear in reports and when they become payable it’s important to note that commission details are never visible to students references to visibility below apply only to school and agency users , not students invoice draft → commission is in draft status the commission is saved on the invoice but is not included in commission reports and is not payable invoice posted → commission is posted the commission becomes visible to school and agency users for reporting purposes, but it is still not payable invoice paid → commission becomes payable once the invoice balance is fully paid, the commission becomes eligible for payment to the agent if payments are later unapplied or reversed after a commission has been paid, the commission may move into an overpaid state and will need to be reconciled by the institution adding an agent to an invoice to associate an agent with an invoice, click the edit icon next to the agent field this will allow you to select the agent you want to associate with the invoice once the invoice is associated with an agent, it will appear in the agent's portal for them to view deducting commission from an invoice when an agent is associated with an invoice, you can control how the commission is settled using the deduct from payment checkbox this setting determines how funds are distributed between the school and the agent — it does not change what the student is charged when deduct from payment is not selected the student is charged and pays the full invoice amount the school receives the full payment the agent’s commission is paid separately by the school no commission offset appears on the invoice when deduct from payment is selected and the invoice is posted the student is still charged and pays the full invoice amount the agent retains their commission from the payment the school receives the invoice amount minus the commission an invoice commission offset appears on the invoice to record this difference the offset ensures the invoice can be marked as paid while accurately reflecting how funds were settled between the school and the agent adding commissions to an invoice when an agent is associated with an invoice, you can add one or more commissions directly to the invoice while it is in draft status to add a commission, use the add (+) option in the agent commissions section any preconfigured commission for the selected agent will be added automatically you can review the percentage and amount, and make adjustments if needed before saving commissions added to a draft invoice remain editable until the invoice is posted once a commission has been added, no further action is required the commission will automatically move through its lifecycle as the invoice is posted and paid posting an invoice when you save a new invoice, it is created in draft status draft invoices allow you to review and adjust details such as items, discounts, agents, and commissions if the invoice is no longer needed, it can also be deleted while it remains in draft when you are ready to finalize the invoice, click post invoice once posted, the invoice status changes from draft to pending , and all invoice details are finalized and locked the invoice then becomes available in the student portal if online payments are enabled, the student can immediately view and pay the invoice through the portal posting an invoice also activates the commission lifecycle associated with the invoice after an invoice has been posted, it can no longer be edited or deleted if changes are required, the invoice must be cancelled instead to preserve a complete and accurate financial record cancelling a posted invoice once an invoice is posted, it can no longer be edited or deleted if an invoice is no longer valid, it must be cancelled to cancel an invoice, click the cancel invoice icon from the invoice list or invoice view a confirmation window will open, prompting you to enter a cancelled reason , which is required when an invoice is cancelled all related journal entries, payments, adjustments, and deposits are automatically reversed the invoice total remains visible for reference the invoice balance is set to $0 00 the invoice status changes to cancelled cancelled invoices cannot be uncancelled reissuing a cancelled invoice after an invoice has been cancelled, a reissue icon becomes available clicking reissue creates a new invoice in draft status with the same details as the cancelled invoice this allows you to make changes before posting a corrected version when you reissue an invoice a new draft invoice is created all invoice details are copied from the cancelled invoice you can edit the draft as needed the new invoice can be saved and posted as usual the reissued invoice receives a new invoice number, while the original invoice remains cancelled for audit and reporting purposes invoice quick actions quick action icons appear beside each invoice and provide convenient access to common invoice actions the availability of each action depends on the invoice’s current status post invoice – available for draft invoices only finalizes the invoice and changes its status from draft to pending edit invoice – available for draft invoices only allows you to update invoice details, items, discounts, agents, and commissions delete invoice – available for draft invoices only permanently removes the invoice new payment – available for pending invoices allows you to apply a payment to the invoice view invoice – available for all invoice statuses opens the invoice for review email invoice – available for pending and paid invoices sends the invoice to the student or payer by email download invoice – available for all invoice statuses downloads a pdf copy of the invoice cancel invoice – available for posted invoices cancels the invoice and reverses related financial records reissue invoice – available for cancelled invoices creates a new draft invoice with the same details as the cancelled invoice, allowing you to make changes and post a corrected version updating the associated program on an invoice as mentioned earlier, when creating an invoice, you can associate each line item with a student’s program, course, or session you can also update the associated program on existing invoices—either one at a time or in bulk this can be done from two places home / accounts / invoices — for updating multiple invoices at once student profile / account / invoices — for updating invoices tied to one student after selecting the invoices, click more actions , then choose update associated program you’ll have the option to automatically assign the student’s primary program , or select from a list of programs the student is enrolled in each item in the invoice will be updated, and the program column in the invoice list will reflect the new association keeping program links up to date is especially helpful when generating tuition documents for tax purposes, as it ensures each invoice is aligned correctly with a student’s academic program invoice history when viewing an invoice, the history off and history on options are available at the top right with history off , you'll see all current payments associated with the invoice when you switch to history on , it reveals any deleted payments, giving you a full view of the invoice's payment history, including those that were removed this feature is useful for tracking changes and maintaining a clear record of any adjustments made to the invoice, ensuring transparency in the payment process