Update invoices

Management -> Attendee Registration -> Invoices

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.

Fig. 1: Note on updating in the invoice or booking 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.

Fig. 2: Refresh icon in the invoice overview

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.

Fig. 3: Calling up an invoice that is currently in edit status in the backend and has not yet been updated.

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.

Fig. 4: Updating invoices as mass action

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. 5: Document archive of an invoice