# Create new invoice

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](https://manual.converia.de/en/attendees/manage-persons-and-attendees/managing-bookings-and-invoices/create-new-bookings).

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.

{% hint style="success" %}
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*.
{% endhint %}

* Set the payment method. Affects the invoice text.

{% hint style="info" %}
This article explains how the invoice recipient can make the payment independently in the frontend: Payment in the frontend.
{% endhint %}

<figure><img src="https://3664324957-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFHhRMg6uphOg3wLL7zym%2Fuploads%2FGFQFoa24ghD33NPTaVkx%2F2024-11-26_12h04_51.png?alt=media&#x26;token=5df82bb7-98a8-4f8d-b3a5-e2834243d943" alt="Fig. 1: Create new invoice"><figcaption><p>Fig. 1: Create new invoice</p></figcaption></figure>

* 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.

<figure><img src="https://3664324957-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFHhRMg6uphOg3wLL7zym%2Fuploads%2FYBomupT6Qc8w03PLDOaF%2F2024-11-26_12h14_43.png?alt=media&#x26;token=b11c78cf-a123-4862-95e0-0aa77157ed9d" alt="Fig. 2: Add attendees to the new invoice"><figcaption><p>Fig. 2: Add attendees to the new invoice</p></figcaption></figure>

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).

<figure><img src="https://3664324957-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFHhRMg6uphOg3wLL7zym%2Fuploads%2FbD4vOtnj6WcQ8wfYtTzg%2Fimage.png?alt=media&#x26;token=8d89fde8-c843-4459-a91b-33af34fe2f41" alt="Fig. 3: Transfer existing booking to the new invoice"><figcaption><p>Fig. 3: Transfer existing booking to the new invoice</p></figcaption></figure>

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

{% hint style="success" %}
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](https://manual.converia.de/en/attendees/manage-persons-and-attendees/managing-bookings-and-invoices/create-new-bookings) in order to make the work processes clearer.
{% endhint %}

## 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*.

<figure><img src="https://3664324957-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFHhRMg6uphOg3wLL7zym%2Fuploads%2FYYA73PkHsjUWWuXzUUpT%2Fimage.png?alt=media&#x26;token=745552ee-7bae-4b82-b374-7a2f11cdb185" alt=""><figcaption><p>Fig. 4: Filter invoices by status</p></figcaption></figure>

### Scenario A: The old invoice contains several postings, at least one of which remains&#x20;

* 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](https://manual.converia.de/teilnehmende/personen-und-teilnehmende-verwalten/zahlungen-in-converia-verwalten/zahlung-oder-gutschrift-fur-eine-rechnung-hinterlegen).
* 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](https://manual.converia.de/teilnehmende/personen-und-teilnehmende-verwalten/zahlungen-in-converia-verwalten/zahlung-oder-gutschrift-fur-eine-rechnung-hinterlegen).
* 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).

{% hint style="info" %}
Attendees are not automatically informed by email when new bookings and invoices are created or changed in the backend.
{% endhint %}

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!

<figure><img src="https://3664324957-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFHhRMg6uphOg3wLL7zym%2Fuploads%2FvsNwnCJpqtS3OaTdjzyz%2Fimage.png?alt=media&#x26;token=46ddbfa8-bd41-4daf-a4f0-2f31734c956e" alt="Fig. 5: Sending the invoice info mail"><figcaption><p>Fig. 5: Sending the invoice info mail</p></figcaption></figure>

#### Additional information

* [Update invoices](https://manual.converia.de/teilnehmende/personen-und-teilnehmende-verwalten/buchungen-und-rechnungen-verwalten/rechnungen-aktualisieren)
* [Change payment method](https://manual.converia.de/teilnehmende/personen-und-teilnehmende-verwalten/zahlungen-in-converia-verwalten/zahlungsart-von-teilnehmenden-andern)
* [Change invoice address](https://manual.converia.de/teilnehmende/personen-und-teilnehmende-verwalten/buchungen-und-rechnungen-verwalten/rechnungsempfanger-in-oder-rechnungsadresse-andern)
* [Display additional information on the invoice](https://manual.converia.de/teilnehmende/personen-und-teilnehmende-verwalten/buchungen-und-rechnungen-verwalten/zusatzliche-informationen-auf-einzelnen-rechnungen-einfugen)
* [Add payments](https://manual.converia.de/teilnehmende/personen-und-teilnehmende-verwalten/zahlungen-in-converia-verwalten/zahlung-oder-gutschrift-fur-eine-rechnung-hinterlegen)
* [Change attendee/booking of an invoice](https://manual.converia.de/ticketing-zahlungsabwicklung-mit-converia/umbuchungen-and-stornierungen)