FAQ Number : S8                                       Latest Update: 10/07/08

  Please download invoice layout by clicking here

The invoicing module allows invoices to be produced quickly and easily to both students and other parties.  The invoice amount can be added to the individuals contribution for a specified short code, and then payment received and reports produced as usual within PFM.

1.   SHORT CODE PRODUCTS  - Create products / services to include in invoices

Select short code that this product/service will feed into, in the main accounts

Enter a Product Code

SINGLE INVOICE -  eg HALLHIRE
MULTIPLE – eg VIOLIN

Enter any required notes – anything entered here appears on the invoice.

SINGLE INVOICE -  eg Mr Jones Hall Hire Sat 1^st May 2008 – 6pm – 2am
MULTIPLE – eg Violin lessons Spring Term 2008.

Enter the charge for this item – there are up to 5 different options here.

Tick or untick if this item updates the individuals contribution.

Click on ADD NEW to add more items.

To see what products have been created, click on the BUILD INVOICES tab.

2.    STUDENTS - Change 'Invoice To' details

By default the Invoice To person will be Ms SURNAME, taking the surname of the pupil.  You can select The Parent/Guardian of… or you can change the Invoice to Name.    The address can also be changed.

3.    OTHERS – Create other parties to invoice to

All responsible persons on the system are automatically showing as OTHERS you could raise invoices to.

To add others, Click on ADD NEW and enter a name and address.

4.   BUILD GROUPS – Group individuals for mass invoicing.

This powerful feature, enables you to build groups of people that you can invoice as one operation rather than having to create individual invoices.

It is however optional – you may choose to invoice individually and not use groups.

Groups can be made up of students or others, or other groups.  So you could have a group called VIOLIN A for those who pay rate A, VIOLIN B etc.

EVERYONE IN THE GROUP IS CHARGED THE SAME AMOUNT FOR A PRODUCT

Type in a group name then tick on Students / Others . Groups and use the arrow > buttons to add people or groups to this group.

       BUILD INVOICES

Select the Product to include on invoices. 

In the top right hand corner, select the charging rate.

In the middle list, select individuals or groups to be charged at this rate using the arrow > key.

Repeat for rates B, C etc.

 CREATE INVOICES

 Click on this tab and a list of all products appears. Tick items to include in this invoice run and click either to create and print now, or create and print later. 

 At this point, the individuals contribution will be updated with the invoice amount, if this option was ticked in Short Code Products.

7.    PRINT INVOICES

Use this option if you did not print invoices at the in previous tab.

DELETE PRODUCTS – once printed satisfactorily you may wish to delete product so you do not risk raising duplicates, or you may ‘unlink’ the person/persons from being linked to the code.