Converia Manual
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  • 🚧Under Construction
  • Converia at a glance
  • Glossary
  • General
    • A new event in Converia
      • Create a new conference
      • Central settings and individualization
        • Conference name, location and date
        • Header, logo and visibility
        • Contact information
          • General contact
          • Registration contact
          • Contact person for submission and review of papers
        • Central form settings for entering personal data
        • Mandatory information (General terms and conditions, Imprint, Privacy policy)
          • Add and link terms and conditions (GTC)
          • Add and link a privacy policy
          • Add and link imprint
    • Your own Converia website
      • Article
        • Add and edit article categories
        • Add and edit articles
          • Types of articles
            • Create articles with Rich Text Editor (RTE)
          • Article languages
      • Page structure
        • Create and edit folders
        • Create and edit pages
          • Page templates
          • Action names
          • Page content and modules
            • Restrict the visibility of page content
          • Page link
      • Structured data
      • Media
      • Link the organizer's external website
    • Email communication from Converia
      • Create and send emails
        • Send vouchers by email
        • Send link for password reset
        • Send link to participation confirmation
        • Send account information for (imported) persons
      • Send emails from the booking list
    • Archiving conference data after an event
  • Attendees
    • Setting up the registration
      • Checklist: Have you considered everything before starting the registration?
      • Activation of the registration
      • Inquiry of interest before the start of registration: Pre-registration
      • Basic setup of the registration
        • Request of attendee-data in the registration process
          • Standard form fields
          • Custom fields for all persons
          • Custom fields for certain groups of persons
        • C3 - The login area for attendees
        • Methods of payment
          • Simple customization of existing payment methods
          • Creating new payment methods
          • Special case: Free participation as a payment method
          • Enable and restrict payment methods for persons and countries
          • QR-Invoice
        • Free events without invoices
        • Providing the booking confirmation before or after receipt of payment
          • Providing the booking confirmation: Only for paid invoices
          • Providing the booking confirmation: Never
          • Providing the booking confirmation: Upon confirmation
        • Individual information texts and additional information in the registration process
          • Customized content on the final page
      • Create the offer overview
        • Tips for working in the offer wizard
        • Create offers and their structure in the offer wizard
          • Extended configuration options for categories
          • Extended configuration options for offers
            • Additional mail attachments and mail texts for certain offers
          • Define dependencies between offers
        • Price groups (types of participation)
        • Extended configuration of price groups
          • Mail attachments for certain price groups
        • Define registration periods
        • Questions and answers
          • Overview of answer links
          • Hide/deactivate offers automatically
          • Additional queries within offers
          • Editing questions, answers and links
          • Clean up answers
        • Setting quotas
          • Set quotas for offers
          • Set quotas for booking options (answers) within offers
          • Display utilization of contingent offers in the frontend
          • Deposit total quotas across all offers
          • Deposit contingent for early bird discounts
          • Set up waiting list for fully booked offers
        • Restrict the visibility of offers
        • Map offers for accompanying persons
        • Hotel bookings for attendees
        • Mapping tax rates
          • Create new tax rates
          • Mapping different tax rates within one offer
        • Reverse charge in the booking process
          • Reverse charge setup
          • Reverse charge procedure in the front end
          • Reverse charge procedure in the backend
      • Create templates for invoice, booking, participation and payment confirmation
        • Set up invoice document
        • Set up booking confirmation
        • Set up confirmation of participation
        • Update attendance confirmation
        • Set up payment confirmation
      • Cancellation terms
      • Vouchers
        • Configure types of vouchers
        • Create and manage vouchers
      • Lists of participants for organization and information
      • Create surveys for participants
    • Manage people and participants
      • Language of a person
      • Find and synchronize duplicate personal entries (duplicate synchronization)
      • Persons in papers – author addresses vs. main address
      • Import people into Converia
        • Reviewer Import
        • Members
          • Configure matching criteria for member lists
      • Optimal overview of the registration status: customize the dashboard display
      • Managing bookings and invoices
        • Create new bookings
        • Create new invoice
        • Update invoices
        • Cancellation at a glance
          • Cancel an invoice
          • Cancel a booking
          • Editing or canceling booking options
            • Edit an offer
            • Charge a handling fee and show it on the invoice
        • Change invoice recipient or billing address
        • Insert additional information on individual invoices
        • Complete incomplete booking in the backend
        • Add to or edit booked offers
          • Adjust price group retroactively
          • Adjust payment method retroactively
          • Add a voucher retroactively
        • Exchange participants in a booking
        • Export invoices
        • Extended statistics
      • Managing payments in Converia
        • Send payment reminders (dunning letters)
        • Change payment method of participants
        • Make backdated payments
        • Make a credit card payment in the backend
        • Enter payment or credit memo for an invoice
        • Payment exports
        • Accounting interface
      • Import bookings into Converia
        • Create predefined shopping cart
        • The booking assistant
    • 👨‍💻Speaker Mangement
    • 👨‍💻Check-In on site
      • Payments on site for ticketing customers
      • Set up self-service
      • Configuring the scanner for on-site use
  • Papers
    • Configuration of paper submission
      • Configuration of abstract submission
      • Custom frontend submission text
      • Paper topics
      • Forms of presentation
    • Configuration of reviewing process
      • Activation, phases and deadlines
      • Define review criteria
      • Revision of the paper by the submitter
      • Test of the review in the frontend
      • Create reviewers and assign topics
      • Assign papers to reviewers for review
  • Tips for reviewers: How to review many papers faster
  • Ticketing-Processing with Converia
    • General information
      • Distribution of attendees' funds
      • Who is responsible for cancelations or rebookings?
      • Cancellation or rebooking costs
      • Test bookings
      • Send payment information for (subsequent) payment
      • Contact details
  • ADMINISTRATION
    • Rights management for Backendusers
    • Data cleansing in Converia
    • Create subsequent subportal (language)
    • Adding Custom Fields
    • Adding new Payment processors
    • Converia APIs
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On this page
  • Invoice view for participants during processing
  • Mass updating of invoices
  • Traceability of invoice changes

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  1. Attendees
  2. Manage people and participants
  3. Managing bookings and invoices

Update invoices

Management -> Attendee Registration -> Invoices

PreviousCreate new invoiceNextCancellation at a glance

Last updated 5 months ago

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To guarantee seamless invoice documentation with consecutive numbers, there are mechanisms such as the invoice update process in Converia.

As soon as a change is made to a booking or invoice, the system automatically generates a cancelation document for the previous invoice version and the new invoice version is in processing status, i.e. it has not yet been generated. You can recognize this either by the update symbol (Fig. 2) or the message This booking has been changed. Please update the invoice document upon completion (Fig. 1) in the booking or invoice details.

If the invoice is in editing status, any number of changes can be made, e.g. changing the billing address, adding or canceling booking options, etc.

The invoice only needs to be updated once all changes have been made so that a new version is created. The invoice number is then given an additional version number according to the pattern invoice area code/invoice number/version number: CDC24/001/2.

Invoice view for participants during processing

Participants generally have access to their curraent invoice document both via links to the invoice document received by email and via the C3 login area. If the invoice is in processing status, the cancellation document is the last invoice version. Participants can call up all invoice versions in the Document archive in C3.

Mass updating of invoices

Sometimes it is necessary to update many invoices, e.g. if a correction has been made in the PDF template that should also apply to existing invoices. In this case, the update can be carried out as a mass action:

  • In the invoice overview, filter for invoices that are to be updated. It does not matter whether they are in editing mode or not.

  • Via the selection options: Select visible and select all invoices.

  • If all previous invoices are to be updated, no filter needs to be applied; instead, the selection options can be selected directly: Select all can be selected directly.

  • Execute action: Refresh.

Traceability of invoice changes

All invoice versions and cancelation documents can be viewed in the Document archive in the invoice details. It is also advisable to document the reasons for changes using the comment function to ensure traceability at a later date.

Fig. 1: Note on updating in the invoice or booking details
Fig. 2: Refresh icon in the invoice overview
Fig. 3: Calling up an invoice that is currently in edit status in the backend and has not yet been updated.
Fig. 4: Updating invoices as mass action
Fig. 5: Document archive of an invoice
Fig. 1: Note on updating in the invoice or booking details
Fig. 2: Refresh icon in the invoice overview
Fig. 3: Calling up an invoice that is currently in edit status in the backend and has not yet been updated.
Fig. 4: Updating invoices as mass action
Fig. 5: Document archive of an invoice