Invoicing and Credit Note Finance Journey

Invoicing is an add on. Please contact us if you would like a demo of CourseCo invoicing feature.

New booking | Generate an invoice when a booking is made

This is a really popular process as this will happen automatically on CourseCo without human intervention.

A confirmation email with a invoice with your business details can be sent to the booker straight away

See user guide here for suggested template invoice and credit note tags

Test cases to automatically send an Invoice

1. When a website booking occurs, send an invoice

2. When a backoffice booking occurs and a PO has been entered, send an invoice

3. Other options on sending invoices might depend on the organisation who made the booking. We have rules built to satisfy ‘if’ & ‘and’ instances eg, Amazon should receive their invoice on the start date of the course but Tesco can receive at the time of booking

See user guide here for suggested custom rules that can be configured

Cancelled Booking | change in Invoice value / Credit note required

When a booking is made, an invoice is created with a transaction value. This is the original invoice value

When an admin cancels a delegate, they need to decide are they creating a credit note i.e. giving the money back for the cancelled space or will they still charge the original invoice amount.

IF admin decides to ‘give money back’ / reduce the price of the original tx due to the place being cancelled, they will need to create a Journal Transaction and generate a credit note and attach to the Invoice

If an invoice value changes eg is reduced after the booking is initially made, you will need to send a credit note along with the original invoice so that the accounts team can make to appropriate payments

An Invoice will generate the original transaction value at the time of booking and will not update if the admin edits the transaction. A credit note is required in this instance.

Create a Journal Transaction - i.e. the original invoice value needs to change due to a change in price so a credit note is required.

For example - You may have already cancelled the delegate but opted to not create a journal transaction and the invoice value is still the original, you need to change this

1. Login as Admin

2. Search and select the contact or booking you need to update

3. While on the contact/booking, navigate to the accounts tab for the contact

4. Select the original booking transaction (the journal will be against this booking/tx)

5. Select Actions > Create a transactions Journal

6. On the popup, you will be presented with the same window as above.

7. Like above, you will see the original booking tx information

8. Within the journal details section, it will pre populate the original transaction amount

9. Edit the Journal details to the applicable amount and tick the box.

10. Review the read only section to ensure the breakdown is correct, add a note

11. Select Create Transaction

Outcome:

• The Journal Transaction is created

• The original outstanding balance is updated

Generate and download a Credit Note document

Once you have completed the above steps, you now have a transaction type ‘Journal Cancel Booking’ - you can now generate a Credit Note document

1. While on the contact, navigate to the documents tab

2. Select generate document

3. Select template = Credit note

4. Select the transaction that you want to generate for

5. Select Generate and download

Outcome:

• Credit note is generated

• The credit note is saved to the credit note tx and can be downloaded at any stage.