Creating and Managing Invoices

this guide explains how to create, post, update, and correct invoices from the student profile invoices begin in draft and move through a structured lifecycle to protect financial history and reporting accuracy creating a new invoice to create a new invoice open the student profile go to account → invoices click the green new invoice button the invoice will open in draft status, allowing you to build and review it before posting invoice details the top section of the invoice contains the primary billing and configuration information this section includes invoice to displays the student’s billing information invoice id a system generated unique identifier for the invoice status indicates whether the invoice is draft, posted, paid, or cancelled invoice date & due date defines when the invoice is issued and when payment is due auto post when an invoice is in draft status, you can optionally schedule it to be automatically posted on a future date this allows you to prepare invoices in advance while controlling exactly when they are finalized in the invoice modal, you’ll see the following options while the invoice is in draft auto post enables automatic posting for the invoice when checked, the invoice will be posted automatically on the selected date auto post date (required when auto post is enabled) the date the system will automatically post the invoice a daily process runs to post all draft invoices scheduled for that date once the auto post date is reached, the invoice will be posted automatically become finalized and locked follow the standard invoice lifecycle rules this feature is especially useful when creating invoices ahead of time during enrollment or billing workflows, while ensuring they are posted at the correct time for accounting and reporting 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 adding an agent if the student is connected to an agency, you can associate the agent directly on the invoice while it is in draft to add or update the agent click the edit (pencil) icon next to the agent field select the appropriate agency choose the specific agent save commission deduct from payment once an agent is selected, the deduct from payment option becomes available if you check deduct from payment the student still pays the full invoice amount the agent retains their commission from that payment a commission offset is applied internally to the invoice this does not change what the student sees it affects internal settlement between the institution and the agent for detailed information on commission lifecycle, advance status, settlements, and commission payments, see docid\ yp34ihvjupbjnu675yw t adding invoice items there are two ways to add charges to an invoice you can either create a custom item manually, or you can select a predefined fee both options are available at the top of the invoice item section adding a custom invoice item to manually create a charge, click the + add new item button a new section will appear where you can enter the description, rate, quantity, and taxes when you click into the item area, additional fields expand underneath, allowing you to select the revenue account, associate the item to a program or course, and review the tax deductible settings after entering the item details, click the green checkmark button to save the line item the item must be saved before you can add another line item or see the final tax deductible evaluation adding a predefined fee if a fee has already been configured in your system, you can add it using the dropdown arrow (▾) this ensures consistency and saves time when adding commonly used tuition or course related fees the fees available in this dropdown are pulled from areas where fees have been configured, including enrolled courses and programs course templates programs course marketplace sessions forms other institutional fees configured under docid\ g45y abj k7dlmw lx8j (such as transcript fees, application fees, etc ) each predefined fee may contain one or multiple line items this means selecting a single fee can automatically add several related charges to the invoice at once when you select a predefined fee, the system automatically populates the description the rate the associated revenue account any linked program or course tax deductible settings (if applicable) this helps maintain consistency across invoices and reduces manual entry errors, particularly for tuition structures or bundled program fees after the fee is added, you can review the populated items before saving the invoice revenue account every invoice item must be linked to a revenue account the revenue account determines how the charge is categorized for financial and accounting reporting when adding an item manually, select the appropriate revenue account from the dropdown before saving if you are using a predefined fee, the revenue account will be filled in automatically based on how the fee was configured revenue accounts can be created and managed under docid\ d19vog1usfxnu8p8ymb2z invoice association each invoice item can be associated with academic components of your institution when applicable, select the appropriate program, course, and session these associations connect the charge to the student’s academic enrollment and are used for reporting, enrollment tracking, and tuition calculations the program field allows you to select from several categories enrolled – programs the student is currently enrolled in expected – programs the student is expected to enroll in other – other programs available in the system that the student may not yet be enrolled in this allows you to associate invoice items with programs even if the student has not yet enrolled , which can be useful when invoicing for upcoming programs or planned enrollments the marketplace field is used only for courses that were enrolled through the course marketplace for internal reporting purposes if the charge is not tied to a specific academic component, these fields may be left as “none ” tax deductible source and policy each invoice item is automatically evaluated to determine whether it is eligible for tuition reporting and tax purposes tax eligibility is based on your institution’s configuration under docid\ rouigzumxkecharsfjt n the system evaluates the item using the selected revenue account program or course session because of this, it is very important that tuition related items are associated correctly before saving when you first enter a line item, the tax deductible section will display auto determined , but the final eligibility result is not confirmed until the item is saved click the save item icon (green checkmark) to save the line item once saved, you can press the edit icon to expand the item and view the full tax deductible policy details, including policy version source (auto or user override) evaluation date result (eligible or not eligible) reason if you update the revenue account or change the program, course, or session, the item must be saved again for the system to re evaluate tax eligibility overriding tax deductible if necessary, you can manually override the tax deductible setting when switching from auto determined to user override, a reason must be entered overrides are logged for audit purposes tax deductible amounts contribute to totals under student profile → account → tax deductions earned these totals are then used when generating tuition statements such as the t2202 and 1098t adding deposits to an invoice deposits can be added directly to an invoice to apply funds toward a student’s account balance to add a deposit, open the invoice and click the add new deposit icon enter a deposit title and amount , then click the green checkmark to confirm and apply it once posted and paid, deposits will automatically reduce any outstanding invoice balance, and any remaining funds will stay on the student’s account to be applied toward future invoices or charges adding discounts to an invoice before you can apply a discount, the invoice must include at least one invoice item once your invoice is ready, click the add new discount icon to create and apply a discount to the total a new discount entry row will appear, allowing you to enter the discount name, amount, and select the appropriate docid\ d19vog1usfxnu8p8ymb2z if your invoice contains multiple line items assigned to different accounts, you can also choose which specific account the discount should apply to using the apply to account field you may also calculate a percentage automatically if needed the discount will be reflected in the invoice total once you save and post the invoice convert invoice to estimated when an invoice is in draft , you have the option to convert it to an estimated invoice estimated invoices allow you to share upcoming charges with students before finalizing them once converted, the invoice becomes visible in the student portal and is included in the student’s projected balance (current balance + estimated charges) the invoice can still be edited, but payments, deposits, or credits cannot be applied , and it cannot be converted back to draft to convert an invoice to estimated, locate the draft invoice in the invoice list, then click the convert invoice to estimated icon a confirmation window will appear with details about the change click “convert to estimated” to confirm once converted, the invoice will display with a blue estimated status when viewed (including the pdf), a disclaimer will indicate that it is an estimate and not a final invoice posting an invoice after creating and saving your invoice, it remains in draft status while an invoice is in draft status, you can freely edit or delete it this includes modifying line items, revenue accounts, academic associations, dates, agents, discounts, and deposits if the invoice was created in error, it can simply be deleted while still in draft when you are ready to finalize the invoice, click the post invoice icon from the invoice list clicking this icon opens a post invoice confirmation window the confirmation window explains what will happen when the invoice is posted financial details (amounts, items, taxes) will be locked the invoice becomes part of your official financial records payments can now be applied commission rules begin (if an agent is attached) some non financial details (such as due date or notes) may still be editable after posting to proceed, click post invoice in the confirmation window once you confirm the posting, the invoice status changes from draft to pending you will see this update immediately in the invoices list , where the status badge now displays pending instead of draft at this point, the invoice is officially posted financial details are locked, the balance becomes active on the student’s account, and payments can now be applied correcting a posted invoice once an invoice has been posted, its financial details are protected to preserve reporting accuracy and audit history if a correction is required, there are three ways to fix it depending on what needs to change you can reverse an invoice item when a specific line item needs to be undone, but the rest of the invoice is correct cancel the invoice when it should not exist at all cancel & reissue the invoice when the invoice itself needs structural or financial changes after posting the sections below explain how each option works reversing an invoice item use reverse invoice item when a specific charge on a posted invoice needs to be removed (for example, when a student drops a course or a single fee was added in error) reversing applies only to the selected line item the invoice remains posted, associated payments are unapplied, tax deductions (if applicable) are reversed, and a credit is applied to offset the item the action is one way and cannot be undone this allows institutions to reverse individual invoice line items without cancelling the entire invoice the invoice must be within the open transaction period a reason for reversal is required the action is one way and cannot be undone when an item is reversed all associated payments, deposits, credits, and adjustments are unapplied any related tax deductions earned are automatically reversed a credit is applied to bring the item balance to $0 the credit is locked and cannot be edited or deleted the invoice line is marked as reversed and greyed out the edit option becomes view only a warning banner appears when viewing the reversed item this provides a controlled and auditable way to correct individual invoice items while preserving financial history cancelling or reissuing an invoice if a posted invoice needs to be removed or corrected, you’ll use the cancel invoice icon from the invoice list this opens the cancel invoice confirmation window in this window, you must enter a cancellation reason from here, you have two choices if you simply confirm cancel invoice , the invoice will be marked as cancelled all payments, deposits, and adjustments tied to the invoice will be reversed, the invoice balance will be set to zero, and the invoice will remain visible for historical records if you select reissue invoice before confirming, the system will cancel the original invoice and automatically create a new invoice in draft status with the same line items and details the reissued invoice opens immediately, allowing you to freely edit amounts, revenue accounts, program or course associations, tax deductible setup, agent/commission details, or any other financial information once cancelled, the invoice status updates to cancelled in the invoice list the invoice remains visible for audit history but no longer represents an active balance once your corrections are complete, you can post the updated invoice again this workflow preserves the full audit trail while giving you a clean draft to correct and repost reapplying payments, credits, and deposits when an invoice that already has payments, credits, or deposits applied is cancelled and reissued, ampeducator can automatically attempt to apply those items to the new invoice after cancelling and reissuing the invoice, make any necessary updates to the reissued invoice when you are ready to finalize it, click the post icon if the original invoice had payments, credits, or deposits applied, the post invoice window will display any previously applied items from here, you can choose whether to reapply those items to the reissued invoice when it is posted enable the reapply option if you want ampeducator to automatically apply the previously used payments, credits, or deposits to the new invoice then click post invoice to complete the process after posting, the previously applied payment will appear on the reissued invoice and will be applied toward the new invoice balance applying payments to an invoice once an invoice has been posted and shows a pending status, it is ready to receive payment online payments if your institution has online payments enabled in ampeducator , students can pay their invoice directly through the student portal when a student completes an online payment, the system automatically records the payment applies it to the correct invoice updates the invoice balance changes the invoice status to paid once the balance reaches zero no manual action is required when payments are made online manually applying a payment if you are recording a payment manually (for example, cash, cheque, e transfer, wire, or an offline credit card transaction), you can do so from the student’s account to apply a payment, click on the new payment icon enter the payment details, including payment method, date, amount, and any relevant reference information when selecting which invoice the payment should apply to, choose the appropriate invoice from the list of open balances once saved, the payment is applied to the invoice and the balance updates automatically if the payment only covers part of the balance, the invoice will remain in pending status until the full amount has been paid if the payment covers the full remaining balance, the invoice status will update from pending to paid if a payment exceeds the remaining balance of the invoice, the excess amount is automatically recorded as a credit on the student’s account this credit can later be applied to another invoice payments that are applied incorrectly can be reversed from the payments section, which will update the invoice balance accordingly