Creating an Automatic Invoice for an Event

1.	Find the event in the Event Maintenance screen.

2.	Click on the Finance tab and select the Invoices sub-tab.

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3.	Click the Create button.

4.	If the event is not yet set to a Confirmed status, a Confirm box will appear, asking if you want to continue making the invoice. Click Yes to continue.

5.	The Invoice Wizard will open.

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1.	Invoice Creation: Under Invoice Creation, select the dot next to Create an invoice automatically from all chargeable items.

2.	Cutoff Date: Select a Cutoff Date from the drop-down calendar.

a.	The invoice will include all un-invoiced items up to and including this date.

b.	If, for example, a setup item is booked to be used at an event on September 26, 2006, that item’s “date” will be Sept. 26, 2006. To include that item in the invoice, the date of the invoice must be September 26 or later.

Options:

a.	Description: Enter a Description of the invoice, if required. Check the Append to Event Name box if you want the invoice description to appear as Event Name: Your Description.

Invoice %: If you only want to invoice a percentage of the total price of the item types you select to be included in the invoice, enter the percentage in the Invoice % field. For example, you may have two different companies paying for a joint event, and they want to split the total event costs 50/50. Or, perhaps you want to invoice a customer for 75% of all costs before the event, and invoice the other 25% after the event occurs.

Include No Charge Items: Check the Include No Charge Items box if you want no-charge items to appear on the invoice. You will later have the option to exclude no-charge items from the actual printed invoice. Note that non-billable items (with the Billable box unchecked) will not appear in the invoice at all.

4.	Select Items to Invoice By: Under Select Items to Invoice By, choose the Groups and SubGroups you want included in the invoice. By default, all of the boxes will be checked.

For example, you may have two different parties paying for the same event, such as a wedding. Perhaps one party agrees to pay for all location, setup and staffing costs and the other will pay for all catering and beverage costs. Or perhaps one party will pay for decoration setup items, and another party will pay for outsourced setup items. You would create two different invoices with the appropriate checkboxes selected for each invoice.

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b.	When you return later to invoice the remainder of the event charges, select Create Invoice Automatically from All Chargeable Items, and EventPro will automatically calculate the remainder to be invoiced, including any new items added after the first invoice.

5.	When you have selected all of your invoice options, click Next.

If payments have been made, you can select payments to Deduct from the invoice.

Check the Sel box in front of the applicable payment(s) and click Next.

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If there are no payments, you will skip this page.

If there are any deposit invoices, you can select deposit invoices to Deduct from the invoice.

Check the Sel box in front of the applicable deposit invoice(s) and click Next.

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If no deposit invoices have been made yet or if they have been assigned to other invoices, the wizard will skip this page and proceed directly to the Invoice Review page.

In the Invoice Review page, the wizard summarizes the information that will be included in the invoice.

There are three sections to this page of the wizard:

1.	Bill To: The Bill To fields display the contact information for the customer who will be billed.

2.	Invoice Summary: The Invoice Summary fields display a summary of the invoice, including invoice number, invoice date, due date and totals.

3.	Line Items: At the bottom of the invoice page, there is a selection grid containing all of the event items and prices, which are automatically entered from the Detail tab of the event.

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The customer information will automatically default to the company and contact you entered in the Customer | Billing tab of the Event Maintenance screen, but you can change it here.

1.	Click the Edit button in the upper right corner of the Invoice Wizard page.

2.	The Invoice [Edit] window appears.

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NOTE: When creating an invoice here, you will not be able to select a different option than Company/Contact from the Bill To drop-down list. However, if you later create invoices from other screens, e.g. for Attendees or Exhibitors, you will be able to choose other options from the Bill To drop-down list. Refer to the instructions on creating Attendees in Chapter 5 and Exhibitors in Chapter 6 for more information.

4.	To select a new company or contact, click the ellipsis next to the Company Name field or the Contact Name field.

The Find COMPANY/CONTACT window will appear. Search for the company and contact, or create new ones. To review how to search in a Find window, see Introduction: Common Functions, Finding a Record. To review how to create a new company or contact, refer to the instructions at Chapter 1: Setting Up EventPro, Step 6: Company/Contact.

6.	Select the appropriate Company or Contact in the Find window and click OK.

7.	Click Save in the bottom right corner of the Invoice [Edit] window. The new company and/or contact will now appear in the Invoice.

The Invoice Summary fields display a summary of the invoice, including invoice number, invoice date, due date and totals. Most of the information in the Invoice Summary has been automatically entered from other fields.

•	The Invoice Date defaults to today’s date. The invoice Due Date automatically calculates from the default number of days you set in your System Settings.

•	The Description of the invoice will be the event name, your description or both, depending on the choice you made in the Invoice Creation page, above.

•	The Cost Center defaults to the one saved in the Event tab of the Event Maintenance screen.

•	The Sub-Total, Payments/Credits and Balance will depend on the charges and the payments already made, if any.

If you want to change any information in the Invoice Summary, click the Edit button in the upper right corner of the Invoice Wizard page.

1.	The Invoice [Edit] window appears:

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2.	You can change the Invoice Date and/or the Due Date by selecting a date from the drop-down calendars.

3.	You can also type a new description in the Description field.

If you know that the customer intends to use a payment method that will incur a surcharge and you want to bill that surcharge to the customer, select the appropriate Payment Type from the drop-down list. The surcharge should automatically appear as a new detail item when you return to the invoice. If it does not, it is probably because you did not set up a surcharge on this payment type in your General Lookup Tables. To review how you set up payment types, refer back to Chapter 1: Setting Up EventPro, Step 4: General Lookup Tables, Payment Types.

5.	Click Save in the bottom right corner of the Invoice [Edit] window.

6.	The new information will now appear in the upper right corner of the Invoice.

At the bottom of the invoice page, there is a selection grid containing all of the event items and prices, which are automatically entered from the Detail tab of the event.

HINT: If no items appear in your invoice, ensure that there are billable items assigned to this event and, if you know there are, ensure that you chose the correct Cutoff Date above.

You can add a new item or comment to the invoice by clicking the New button next to the selection grid.

1.	The Invoice Detail [New] window appears.

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2.	The Date will default to the current date, but can be changed.

3.	Select an Item Type from the drop-down list and type in an Item Description.

4.	If you are adding a Comment to the invoice, you will only need to select the item type and enter a description. For any other type of item, you can enter the Quantity of items and the Amount charged.

5.	Select the applicable taxes from the Taxes tab and choose the correct Account and Department, if applicable, from the Accounts tab.

6.	Click Save in the bottom right corner of the Invoice Detail [New] window.

7.	In the Confirm box, click Yes if you want to add another item or No to just add the one you created.

You will not be able to edit or delete automatically calculated invoice items. You can, however, edit or delete any new items you added.

1.	Click to highlight the appropriate item and click the Edit or Delete button to the right of the bottom selection grid.

2.	To view details about an item in the invoice selection grid, click to highlight the item and click the View button.

3.	The Invoice Detail [View Only] window will appear.

4.	Click Close to return to the invoice.

In the first page of the Invoice Wizard, you could choose which item types to include in the invoice, and you had the option to invoice for a percentage of the total amount.

Here, you can again adjust the percentages invoiced, but you now have the option to invoice a percentage of an individual item, as well as for all items or all items of a certain type.

1.	From the drop-down list located to the right of the line item selection grid, select the item type(s) for which you want to invoice a certain percentage.

2.	Choose <All>, or a specific type, like Setup or Catering.

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3.	If you choose <Selected> from the drop-down list, choose one or more items in the selection grid (to multi-select, hold down the Ctrl key).

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4.	Enter a percentage in the % field and click the Apply Percentage button. The percentage for each item will appear in the % column of the selection grid, and the Amounts will recalculate.

a.	For example, if you choose SETUP from the drop-down list, enter 50 in the % field and click the Apply Percentage button, all Setup line items in the invoice will be set to 50% of the original amount and you will see 50 in the % column for those items.

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b.	This percentage will be applied to the total amount for the item(s). Therefore, if the item costs $50 and you set the % as 25, the amount will be calculated as $12.50. If you change the % to 100, the amount will return to the full $50.

5.	When you later return to create another automatically calculated invoice for this customer, the invoice will fill in the remaining amounts to be charged for the item(s).

a.	For example, if you invoiced 50% of the charge for a certain item in the first invoice, the second invoice will pull in 50% of the original amount as the total for that item. If you apply 50% to the item in the second invoice, it will actually be 25% of the original item amount.

For further illustration, if the item charge is $50 in total, and you invoiced 50% of it in the first invoice, the second invoice will pull in the remaining $25 as the total amount owing for that item. If you again invoice 50% of that item in the second invoice, the item amount will be $12.50 (i.e. 25% of the original amount).

When you have finished reviewing the invoice and have made your desired changes, click Finish. In the Confirm box, click Yes to continue creating the invoice.

If any catering items are not marked as completed, a Confirm box will ask whether you want to continue with the invoice. Click Yes to continue with invoicing or click no to stop the invoicing process and return to the event.

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The next Confirm box will ask whether you want to print the invoice. If you click Yes, choose the printed invoice format from the Run Report window.

For further instructions about printing the invoice, refer to Printing or Sending an Invoice below.

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6.	Note that when you return to the event in the Event Maintenance screen, any items that have been invoiced (or partially invoiced) will be highlighted in red.

7.	After items have been invoiced, you will not be able to edit many of the information fields, such as price, quantity, taxes, etc.

8.	Also, after you have invoiced resource items for a booked location, you will not be able to delete that location.

Help URL: http://www.eventpro.net/Manual/HTML/index.html?ch4_creating_auto_invoice_event.htm

Creating an Automatic Invoice for an Event						CH4_Creating_Auto_Invoice_Event Dear EventPro Documentation Department,
Creating an Automatic Invoice for an Event