Create new invoice

Management -> Attendee Registration -> Invoices

It is usually only very rarely necessary to create a new invoice in the backend. If an attendee needs a booking in or a group booking is to be made, the process should be initiated via Create new booking.

One of the few use cases where it is necessary to first create a new, empty invoice is when splitting group bookings. The procedure is described in this chapter.

1. Create a new invoice

• Click on Add new invoice in the invoice overview.

• Select a contact person.

Is the person you are looking for not displayed, but you are sure that they already exist in the system? Please check the search settings. A filter may still be active, which you can reset with Reset search.

• Set the payment method. Affects the invoice text.

This article explains how the invoice recipient can make the payment independently in the frontend: Payment in the frontend.

Fig. 1: Create new invoice

• The Separate invoice address checkbox can be used to enter an invoice address that differs from the previously defined personal data.

In this step, the invoice is still incomplete. The invoice is only created and an invoice number assigned when you click on the Create invoice button.

2. Add bookings to the invoice

The newly created invoice is still “empty” at this point, as it contains no booking and therefore no invoice items.

Fig. 2: Add attendees to the new invoice

In the Attendee (0) tab (Fig. 2), the invoice is supplemented with a booking via Add attendee. The button takes you to the booking overview. The desired booking can be posted to the new invoice here (Fig. 3).

Fig. 3: Transfer existing booking to the new invoice

If further bookings are to be added to this invoice, the process (add attendee) can be repeated (group booking).

If no existing booking is to be transferred to the new invoice, but a new booking is to be created first, it is advisable to proceed from here as described in the chapter Creating new booking in order to make the work processes clearer.

3. Editing the original invoice

The invoices from which the postings are transferred to the new invoice automatically switch to processing status.

To call up the old invoice, the invoice overview can be searched for old invoices using the Invoice document is up to date: No.

Fig. 4: Filter invoices by status

Scenario A: The old invoice contains several postings, at least one of which remains

• Check whether there was a payment for the booking that was transferred to the new invoice.

• If this is the case, the old invoice is now overpaid and the payment must be transferred to the new invoice.

• If no payment has yet been made, the invoice only needs to be updated.

Scenario B: The old invoice only contained the booking that was transferred to the new invoice

• If there was only one booking on the original invoice, this is now “empty” and can be canceled.

• Check whether there was a payment for the booking that was transferred to the new invoice.

• If this is the case, the old invoice is now overpaid and the payment must be transferred to the new invoice.

• If no payment has been made, the original invoice can be canceled.

4. Finalize processing and inform people

The invoice preview can be used to check the details on the invoice document before the invoice is finally updated:

• Is the payment method correct?

• Are the booking options, prices, price group & tax details correct?

• Are the personal details and billing address correct?

• If everything is correct, then update the invoice document (Fig. 4).

Attendees are not automatically informed by email when new bookings and invoices are created or changed in the backend.

In the Invoice info mail tab, you can trigger an invoice info mail (contains links to the booking confirmation and invoice documents) for the participants or an booking info mail (contains a link to the booking confirmation) for the invoice recipients in the invoice details. The persons receiving the invoice info mail and booking info mail do not have to be identical!

Fig. 5: Sending the invoice info mail

Additional information

• Update invoices

• Change payment method

• Change invoice address

• Display additional information on the invoice

• Add payments

• Change attendee/booking of an invoice