Overview of invoices

Training course

This article explains the various fields that appear on an invoice. This article also demonstrates how to print, export, and email an invoice.

Staff users with a Finance: 2 module authorization level or higher are able to search for and review specific invoice details.

Reviewing invoices

To review invoice details, do the following:

1. Go to Finance > Invoices.
2. Search for the invoice using the Select a query drop-down (All invoices or All open invoices) and enter invoice-specific information in the search fields.

Note: Additional queries added to the $/Accounting/DefaultSystem/Queries/Invoices folder will be displayed in the Select a query drop-down. Always use the InvoiceLineData business object (rather than the InvoiceLines business object) when creating invoice data queries.

3. Click Find.
4. Click the Invoice Number to review more detailed information related to the invoice.

You are taken to the Invoice Summary tab, where the following fields are displayed:

• Invoice
  • Invoice number - The number associated with the invoice.
  • Invoice date - The date the invoice was initially created.
  • Invoice type - There are many different invoice types. Review the list below.
  Invoice types and descriptions

  • Regular – An invoice created from product orders and event registrations, and for charitable donations.
  • Gift – An invoice created as part of a charitable donation transaction

  Note: In general, a Gift invoice should not have open balances.

  • Pledge – An invoice created as part of a charitable donation that is to be paid later.
  • AutoPayPledge – An invoice created by the Process recurring donations procedure.
  • MembershipJoin – An invoice created when initially joining a membership group where the membership fees were not paid.
  • MembershipRenewal – An invoice created by the Generate renewals procedure for a membership group.
  • PastDueMembershipRenewal – An invoice created by the Generate renewals procedure for a membership renewal where the billing term is not the member’s current (most recently billed) term.

  When a membership is billed on an accrual basis, the invoice is generated and any subscriptions for that membership refer to that invoice. If that same membership is billed again, the subscriptions will refer to a new invoice (current invoice). The old invoice, if unpaid, is projected with the PastDueMembershipRenewal invoice type and has no subscriptions pointing to it. The membership has been subsequently billed and has a more recently billed invoice.

  • AutoPayBilling – An invoice created when initially joining a membership group using an ACH payment method where the member enrolled in automatic renewals. The payment is delayed to allow the generation of an AutoPayAccount and the invoice which must be submitted to Pay Central to be processed.
  • AutoPayRenewalBilling – An invoice created by the Generate renewals procedure for a membership group where the member is enrolled in automatic renewals.
  • AutoPaySubscriptionFees - Not available for selection through the Open Invoice List Display content item but appears by default any time SubscriptionFees is configured to be shown. This invoice purpose is similar to AutoPayRenewalBilling, except it is generated by a non-membership billing cycle.
  • InstallmentPledge – An invoice created as part of a charitable donation that is to be paid in multiple installments over a specified term.
  • SubscriptionFees – An invoice created by the Generate renewals procedure for a non-membership group.
  • MembershipAdjustment - Not available for selection through the Open Invoice List Display content item but appears by default any time a billing or membership invoice type is configured to display. This invoice purpose is used when an adjustment is made to a cash dues invoice after it has already been paid in full.

  Note: The ability to adjust a cash dues invoice after it has already been paid in full is not yet available in iMIS EMS but was available in iMIS Desktop. There may be some invoices with this purpose, if the cash dues invoice was adjusted in iMIS Desktop before an upgrade to iMIS EMS.

  • AdditionalMembershipFees - Displays invoices created through the following scenarios:
    • A staff user updates a member’s customer type while the member has an open cash-based membership invoice. The open invoice is converted to the AdditionalMembershipFees type and remains available for payment on the member’s account page.
    • A member has an outstanding balance for some membership fees. They are billed for the next term, but those fees are not included in the renewal (e.g., the items were removed from the billing cycle). The older membership fees are now available to be paid or reversed in an invoice with an AdditionalMembershipFees type.
    • A member adds optional items during renewal, but the payment must be reversed or refunded. The optional items are then available to pay or be reversed separately from the renewal invoice, in an invoice with an AdditionalMembershipFees type.

  Note: When an AdditionalMembershipFee invoice is paid in full or reversed, it no longer appears in iMIS.

  • Source system - The system or module that generates the invoice:
    • AR – Accounts Receivable
    • DUES – Membership fees
    • EXPO – Exposition
    • FR – Fundraising
    • MEETING – Events
    • ORDER – Commerce products
    • SC – Service central
  • Description - Description of the invoice. Accrual dues invoices display the term dates of the invoice in the Description field. To change the date formatting, go to Settings > Organization, locate the Display dates and numbers using field, and choose Organization default. Choose the Default culture that matches the desired date format.
  • Financial entity - The financial entity for any transactions related to the invoice.
  • Accounting method - Accrual or Cash.
  • Due date - Date the invoice is due.
  • Original order number - If applicable, the associated order number is displayed. The order number appears as a link, enabling you to navigate to the order details and review the original order.
• Billing/Shipping
  • Bill to - The contact responsible for paying the invoice.
  • Ship to - If applicable, the name and address of the customer to whom an invoiced order is shipped. If the invoice was processed as a part of a list billing, then there is no Ship to contact. Instead, there is a Recipient column in the Invoice lines section.
• Invoice lines:
  • Product Code - The product code for the item on that line.
  • Description - The title of the product line item.
  • Recipient - This column is displayed only if the invoice was processed as apart of a list billing (the Bill to recipient will be the company or person that processed their list bill). The Recipient column details the name of the person whom the invoice line items apply to. See List billing for more information.
  • Quantity Shipped - The quantity of the product purchased.
  • Unit Price - The price for one quantity of the specified line item.
  • Ext Price - The extended price (Unit Price multiplied by the Quantity = Ext Price).
  • Adjustment - This column is displayed only when the invoice line has an adjustment. This is the total of all adjustments applied to the invoice line.
  • Payment - This column is displayed only when the invoice line has a payment. This is the total of all payments applied to the invoice line.
  • Balance - This column is displayed only when the invoice line has an adjustment or payment. This is the amount of the invoice line that has not yet been paid and is still owing.
• Invoice Tax Details and Amount - These items are displayed only when tax is applied to the invoice. The tax authority is displayed with its dollar amount.
• Line total - The subtotal, or the sum of the extended amounts.
  This line is not displayed for fundraising, membership or subscription renewal invoices.
• Shipping - Amount of the invoice total dedicated to shipping charges.
  This line is not displayed for fundraising, membership or subscription renewal invoices.
• Handling - Amount of the Invoice total dedicated to handling charges.
  This line is not displayed for fundraising, membership or subscription renewal invoices
• Tax - Amount of the Invoice total dedicated to taxes.
  This line is not displayed for fundraising, membership or subscription renewal invoices
• Invoice total/Original invoice total - The invoice total before any adjustments are applied.
• Adjustments - Total of all adjustments applied to the invoice.
• Adjusted invoice total - The adjusted invoice total after any adjustments are applied.
• Payments - Total of payments applied against the invoice balance.
• Balance - The amount of the invoice that has not been paid and that is still owed.
5. If there are adjustments associated with the invoice, there will be an Adjustments panel at the bottom on the invoice.
6. (History tab) The History tab details the transaction history for the invoice. This tab does not appear for cash dues invoices.

Note: To add additional queries to this tab, add the query to the $/Accounting/DefaultSystem/Queries/Invoice Transactions folder.

7. Select Back to return to the list of invoices.