Invoices

For every payment that will be entered into ClearVantage, an invoice must be created for accounting purposes before payment can be applied. It is not required to print the invoice or to send to the individual or organization.

While an invoice is required for a payment to be applied, a payment is not required for any invoice. Invoices in ClearVantage can be used as a formal estimate or proforma invoice.

Invoices track not only the payee, billing and shipping information but also the invoice date, purchase order number and payment due date. Invoice items are used to track the specific products, dues, donations, and other items being purchased on the invoice as well as any revenue-side adjustments.

Working with Invoices

Invoices have many different fields that impact how orders, accounting and shipping are handled.

Note

The Invoice fields and activities currently available in your system may drive functionality or have been customized per your organization's requirements. Once an invoice is created, changing information on the invoice may impact billing and other functionality.

Please contact your support analyst with any questions.

Invoice Notebook

Invoice Fields

• Invoice #: The invoice number is automatically assigned when the invoice is saved and cannot be changed.

• Invoice Date: The invoice date will default to the date the invoice was created.

• Company: Indicates the financial company for the invoice items.

• Payee Type: Select the correct radio button for whether the payee for the invoice is an individual or an organization.

• Payee Name and Payee CD: Use the Search Ind/Org button to select the payee based on the Payee Type. Search for the payee and select the name.

  • Press the Select button to close the Select Individuals or Select Organizations.
  • The Clear Ind/Org button can be used to clear the fields.

• No Web?: Select Yes to hide this invoice on the invoices list in the member profile online.

• Member?: Indicates if the invoice is for a member. It does not drive functionality.

• Cancelled?: Indicates whether items on the invoice such as dues or registrations have been cancelled. It does not indicate that all items on the invoice have been cancelled and does not drive functionality.

• Cancel Date: This field indicates the date items on the invoice such as dues or registrations were cancelled.

• Paid?: This field will update automatically once the Invoice Balance Due is $0.

• Payment Date: This field updates automatically when payments are applied to the invoice.

• Billing Address: This field displays the billing address for the invoice. You can edit the billing address for this invoice but the changes will not flow to the Individual or Organization Notebook or other invoices.

• Invoice Note: This is a free text field that will update the notes field on the printed invoice report.

• Recipient Type: Select the correct radio button for whether the shipping recipient for the invoice is an individual or an organization.

  • Click on the dropdown to open a Select Individuals or Select Organizations window.
  • Search for the recipient and then click on the recipient name.
  • Press the OK button to close the Select Individuals or Select Organizations.

• Recipient CD: Use the Search Ind/Org button to select the payee based on the Recipient Type. Search for the recipient and select the record.

  • Press the Select button to close the Select Individuals or Select Organizations.
  • The Clear Ind/Org button can be used to clear the fields.

• Label: This field displays the shipping address for the invoice. You can edit the shipping address for this invoice but the changes will not flow to the Individual or Organization Notebook or other invoices.

• Address and Contact Information: The address fields and contact information are populated at the time the invoice is created based on the recipient information. Updating these fields on the invoice will not update the shipping label.

• Taxable?: Indicates if tax can be applied to this invoice.

• Payment Terms: Select the Payment Terms you want to list from the dropdown.

• Due Date: The payment due date will be set based on the type of purchase and the configuration of your system. In general, invoices for products have the payment due date set as the date the invoice is created. For Event invoices, the due date can be either the date the registration is entered or the start date of the event depending on your system configuration.

• Bill Period: This field displays the billing period for the invoice. Because revenue is posted at the invoice item level, this field does not directly control the billing period for posting. If an invoice item is missing a bill period, this can be the default bill period used depending on your system’s configuration.

• Cancelled: This field is manually updated and does not drive functionality.. It does not indicate that all items on the invoice have been cancelled.

• Cancel Date: This field indicates the date items on the invoice such as dues or registrations were cancelled.

• Price: This field displays the invoice sub total.

• Discount Amount: This field displays the total amount of any discounts applied to the invoice.

• Shipping and Handling: This field displays the dollar amount of any shipping and handling items are added to the invoice.

• Invoice Total: This field will display the total dollar amount of the invoice.

• Paid Amount: This field will update to reflect the total dollar amount of payments applied.

• Tax: This field will display the total amount of tax applied to this invoice.

• Balance Due: This field will update as payments, discounts, new items and refunds are applied to the invoice.

• Ship Via: Depending on your shipping configuration, you may want to add a shipping method and cost to the invoice by selecting the appropriate method from the dropdown.

• Tracking Number: Enter the tracking number as needed.

• # of Packages: Enter the number of packages in the shipment if necessary.

• Package Weight: Enter the weight of the package.

• Ship Ref. CD: Enter the Tracking number for the package. This will be automatically populated if your system is integrated with a shipping software package.

• Requested Ship Date: This field can be used to track the requested ship by date.

• Ship Date: This field can be used to track date the package was shipped. The current date will populate when the status is changed to Shipped if using Order Fulfillment.

• Actual Ship Cost: Enter the actual shipping cost for the package. This will be automatically populated if your system is integrated with a shipping software package.

• Shipping Contact Details: Use the Shipping Contact, Shipping Department, Shipping Order fields to track the contact information related to shipping from a warehouse.

• Ship from Warehouse: This field is used to track the warehouse the item is shipped from.

• Order Status: Select the appropriate status for the invoice. These options cannot be modified in ClearVantage.

• Notified By: Select the appropriate option from the dropdown menu.

• Appeal CD: Displays the AppealCD if applied to the whole shopping cart. Appeal CDs can also be set at the invoice item level if different marketing appeals apply to different invoice items.

• Sales Rep: This field is a dropdown for the active users configured in ClearVantage.

• Updated On: This field displays the timestamp for the most recent update to the invoice. Prior to the invoice being updated, this field is used to track the date the invoice was created.

• Updated By: This field displays the USERCD associated with the most recent change. Prior to the invoice being updated, this field is used to track the user that created the invoice.

Note

Options in the Ship Via, Payment Terms, and Notified By dropdowns can be updated in their Reference Table by a system administrator.

Invoice Activities

When viewing an invoice, the Activity Menu on the right hand side can be used to work with the invoice, such as email invoices or process refunds.

The options available for each invoice will change dynamically based on the information on the invoice.

Example: Invoice has a balance due of $0 with at least one payment applied.

Example: Invoice has a balance due of greater than $0 and no payments have been applied.

Example: Invoice has a balance due of less than $0 and has had a check payment applied.

Invoice Activities

• Refresh

  • This will refresh the invoice to display the most recent information. Use this if making changes or working with other staff to see the up to date details.

• Edit Layout

  • Only available to system administrators to edit the notebook fields.

• Edit Note

  • Used to add or edit the internal note for this invoice. This note will not be displayed on the invoice report.

• Print Invoice

  • Opens a new tab in ClearVantage displaying the standard print Invoice report with the information for this invoice.
  • The PDF can be downloaded or saved.

• Email Invoice

  • Opens the Email Editor window to allow you to email an invoice as an attachment. The attachment is the same invoice report used when printing invoices.
    • In the email window that opens, configure a new email message or select an existing template from the Load Template dropdown and modify as necessary.
    • When ready, click “Send Email”.
    • The invoice will be attached as a PDF to the email.
  • Please see the Marketing section for more information about our Email Blast.
  • Please see the Emailing Invoices section for more additional information.

• Add Cart Items

  • Selecting this option will add the contents of the shopping cart to the invoice.
  • After an invoice is created, additional items may be added rather than creating a new invoice each time.
    • This will update the dollar amounts and Balance Due fields so payment can be applied.

• Invoice Adjustment

  • This is used to apply Invoice Adjustments. Please see the Invoice Adjustments section for more information.
  • Please see the Invoice Adjustments section for more information.

• Change Log

  • The Change Log tracks changes made by users in the Profile tab.

• Add Invoice to Cart

  • This only displays when there is a balance due greater than $0 and is used to apply a payment to the invoice.
  • Prior to adding the invoice to the shopping cart, confirm the contents of the shopping cart.
  • Please see the Shopping Cart section for more information.

• View Payments

  • If payments are applied to this invoice, this button can be used to view each payment record. If no payments are applied to the invoice the button will be gray and display as "No Payments".

• Delete Invoice

  • Invoices can only be deleted if no payments are applied and no invoice items have been posted.

Note

Invoices cannot be deleted if there are any posted invoice items, or when payment has been applied. Review your organization's best practices before deleting.

• Email Pay Now Link
  • This button can be used to send a Pay Now Link.
  • Please see the Sending a Pay Now Link section for more information.

Invoice Items

The Invoice notebook also includes the details for each item on the invoice, for any items sold or refunds.

Invoice Items can be viewed by selecting the "Items" tab on the Invoice notebook.

To vew additional details about the item, highlight the row for the item and select "Edit".

Note

As a general rule, it is not recommended that Invoice Items are deleted. Once any invoice item has been posted, it can no longer be deleted.

To return a product, please see the Refunds guide for more information.

• Item Number: The unique identifier is automatically generated and cannot be edited.

• Item CD: This is the unique identifier for the associated record. For registrations, this field lists the registration number. For dues, donations and subscriptions, this field lists the subscription number.

• Item Alt CD: This contains the code of the type of item such as ProductCD, EventCD or DuesCD.

• Item Type: This is automatically assigned based on the item that is added.

  • Event = S
  • Cancellation = C
  • Product or Job Board= P
  • Dues/Sub/Don (Membership Dues, Donations or Subscriptions) = D
  • Other = O
  • Shipping/Handling = H
  • Function = F
  • Discount = Z or Y depending on how the discount is added to the invoice.
  • Booth = B
  • Advertisement = V
  • Referral = J

• Description: Displays the item description and is automatically generated when the invoice is created. After the invoice is created this will not update if any changes are made. This contains information such as the product name, Dues Type, or Event Name as well as related dates.

• Item Date: The date the item was added to the invoice.

• Price: This is the dollar amount of a single item.

• Quantity: This is the quantity selected for this item.

• Item Total: This is the total dollar amount for the items.

• Bill Period: Contains the period where the revenue will generally be recognized.

• Periods: Indicates the number of periods across which the revenue will be recognized. For example, membership dues that defer over one year will have a value of 12.

• GL Link CD: This is the mapped revenue account for the item being sold.

• Posted?: If this invoice item has been posted, it will be marked as Y. If this invoice item has not been posted, it will be marked as N.

• Posted On: Contains the date the item was posted.

• Run Number: If this invoice item has been posted, the run number will be listed here.

• Shipped: The checkbox indicates whether the item has been shipped.

• Shipping & Handling: If charged for the invoice item rather than the whole invoice, this field tracks the amount charged for the invoice item.

• Tax: The checkbox indicates whether tax is charged on the invoice item.

• Taxable?: The amount field tracks the tax amount for this invoice item.

Invoice List

From the Invoice list, users are able to use the query tools and use the activities in the activity menu to interact with selected or all invoices in the result list.

Additional information can be found in the Working With Lists guide.

• Print Invoice

  • This will open a new tab in ClearVantage displaying the standard print Invoice report with the information for this invoice.
  • The PDF can be saved and then provided to the member.

• Email Invoices

  • This will allow you to email all invoices in the result list to the Invoice Payees.
  • Before sending the email, review the results to confirm the recipients are correct.
  • In the email window that opens, create a new email message or select an existing template.
    • When ready, click “Send Emails”.
    • The invoice will be attached as a PDF to the email.
  • Please see the Sending an Email Blast section for more information.

• Send Pay Now Links

  • This will allow you to send the Pay Now Links for all invoices in the result list.

  • Please see the Sending a Pay Now Link section for more information.

• Send Quick Letter

  • This will allow you to send an existing Quick Letter for Invoices to all Invoice Payees.
  • Creating and managing Quick Letters is available in CVPro only.
  • Please see the Quick Letter section for more information.

• Add Invoice to Cart

  • Selecting an invoice from the Invoice list will allow you to add items from the shopping cart to that invoice.
  • Please see the Shopping Cart section for more information.

• Bulk Billing

  • Using this option will allow you to use the bulk billing functionality.
  • Please see the Bulk Billing section for more information.

• Export

  • Invoice details can be exported using the Export option in the activity menu.
    • Only fields available on the Invoice Profile tab can be exported.
  • Please see the Exporting Lists section for more information.

Querying Invoices

Invoices can be found in many places in ClearVantage. Knowing what type of invoice can be helpful when searching for invoices. Invoices can be found using the Dues/Sub/Don List, the Event notebook or by using the Invoice query tools.

Note

If the customer is known, invoices can be viewed by going to the notebook of the individual or organization, or by the type of invoice.

1. Select Financials in the Main Menu and click Invoices.

2. The Find Invoices pop up window will open allowing you to search by fields on the invoice Notebook. such payment status, invoice or payment date, balance due, paid status and invoice items.

   1. Enter the criteria for the invoices you are looking for such as payment status, invoice or payment date, balance due, paid status and invoice items.
   2. For example, use the Paid and Invoice Date range fields to find all unpaid invoices for a specific date range.
      1. Paid? = No
      2. Provide the Start and End dates for the Invoice Date range.

1. The Invoice Item Criteria section will return results for invoices that contain at least one invoice item that meets the criteria provided.
   1. For example, to find all invoices that contain an invoice item for a specific product can be found by entering the PRODUCTCD into the Item Codes field. This is a comma separated list so additional product codes can be added as well.

• Closing the Find Invoices window will display the Invoice List with no results.

• The Find Invoices query tool can be opened at anytime by selecting the magnifying glass in the toolbar.

• The Reset button in the Find Invoices window will clear any criteria allowing you to enter all new criteria to search by.

• Search by the Invoice Number, Payee ID or Payee Name from the Invoice list.

• Save the list by using the "Save List" in the toolbar.

Event Registration Invoices

Invoices associated to a specific event can be found in the Event Notebook.

1. Select Services in the Main Menu and click Events.

2. Use the search for field to find an event either by event code or event name.

3. Open the Event notebook, and select the Registrations Tab to view a list of registered individuals.

   1. The invoice column displays a hyperlink to view an invoice for a specific registration.

   2. The List Actions dropdown can be used to see all invoices for the current list.

Product Invoices

Use the Customer or Organization notebook Invoice tab to view a list of invoices with product sales. Select the hyperlink to the corresponding Invoice Number to view the invoice.

Note

The customer or organization notebooks will display all types of invoices in addition to the product sales invoices.

Dues and Donation Invoices

Invoices for Membership, Subscriptions and Donations can be found via the Dues/Subs/Don List Tab.

1. Select Membership in Main Menu and click Dues/Sub/Don List. This will open a tab where to access to the Quick Find Search.

2. Select the Quick Find button and a search window will appear. If searching for a particular type of dues, the Category drop down field will help filter the search.

3. Once the search has returned, one of the columns will have a hyperlink to the corresponding invoice for that due or subscription record.

4. The "View All Invoices" activity button can be used to see all corresponding invoices.

Note

These are also available on the customer or organization notebook on the Invoices or Dues/Sub/Don tabs.

Invoice Adjustments

Adjust the balance of an invoice using pre-defined adjustment amounts. Any Invoice Adjustments that are added will be applied to the invoice at the time of the edit.

User Permissions

You must be logged in as a user with the Financial Administrator Role to view this menu item.

1. Select Financials in the Main Menu and click Invoice Adjustments.

   

2. This will open a new tab in ClearVantage titled Invoice Adjustments where you can add, update, and delete adjustments.

   

Add an Invoice Adjustment record

1. Select the Add Record button.

2. This opens an Invoice Adjustment window.

   

3. Fill in the following fields.

   • Company: Select the appropriate company from the dropdown.

   • Code: Enter a unique identifier for the invoice adjustment.

   • Name: Enter a name for the invoice adjustment.

   • Description: Enter a description for the invoice adjustment.

   • Standard Price: Enter a standard price. The standard price is the default that will be presented for a particular invoice adjustment. This price can be changed when applying it.

   • Member Price: Enter a member price. The standard price is the default that will be presented for a particular invoice adjustment. This price can be changed when applying it.

   • Accounting CD: Find the correct accounting code to link.

4. Click Add Invoice Adjustment.

Apply the Invoice Adjustment

Please skip this step if the invoice that the invoice adjustment will be applied to is already open. Otherwise, locate the invoice to be adjusted and open the notebook.

1. Select Financials in the Main Menu and click Invoices.

2. The Find Invoices window will open automatically.

   • Use the search tools from the power query to search bar to locate the invoice.

   • Select Search to view results.

3. Select the Invoice to highlight it in the list of results.

4. With the invoice selected, click Invoice Adjustment from the Activity Panel on the right.

   

5. This will bring up the list of available invoice adjustment records.

6. Use the checkbox to select the appropriate invoice adjustment.

7. To adjust the price, Select the Price for Invoice box and enter to correct amount.

8. Select Adjust Invoice.

   

9. The adjustments are now added to the invoice as new invoice items and the balance will be adjusted accordingly.

Note

If you do not see your changes immediately, please refresh the notebook to see the most recent information from the Activity Panel.

Emailing Invoices

Both paid and unpaid Invoices can be easily emailed with pre-built email templates or by creating a message using the Email Blast tool in ClearVantage.

The invoice will be sent as a PDF attachment to the email.

Please see the Marketing guide for more information about our Email Blast tool.

From Invoice Notebook

Email a single Invoice by selecting Email Invoice in the Activity menu to the Invoice Payee.

• Search for and open the Invoice if it is not already open. Click Email Invoice.
• Use the Email Invoice window to tailor your message or select from an existing template.

• Click "Recipient" to view the email address and optionally add an additional recipient if the customer record exists in ClearVantage.

• To send a secure link for paying an open invoice without requiring the recipient to log in to pay If the balance due is greater than $0, use the Email Pay Now Link.

From the Invoice List

Email a single or multiple invoices from the Invoice List.

• To send multiple invoices, click Email Invoices to send an an email to each Invoice Payee in the result list.
  • Use the Email Invoice window to tailor your message or select from an existing template.
  • Click the number of recipients to review the email addresses and optionally add an additional recipient.

• To send a single invoice, highlight the invoice first then select "Email Invoices" in the Activity Panel.

• Send multiple secure Pay Now Links for all invoices in the result list that have a balance due greater than $0, use the Email Pay Now Link.

Checkout Confirmation

After creating an invoice in ClearVantage, the Checkout Confirmation window allows staff to send the invoice or Pay Now link.

• Please see the Shopping Cart section for more information.

• Use "Email Invoice" to send the invoice as an attachment.

• Use "Email Pay Now Link" when there is a balance owed on the invoice to send the pay now link to complete payment.

Pay Now Link

Requires Configuration

This feature requires additional configuration. For more information, please contact your Euclid Support Analyst.

CV Online Settings

INV_PAYNOW_SUBJECT allows configuration of a default subject line for Pay Now emails. INV_PAYNOW_TEMPLATE allows configuration of a default email template for Pay Now emails. INV_PAYNOW_EXPDAYS allows configuration of the number of days that the Pay Now link will remain valid after delivery.

You can easily send an email to a payee with a secure link for paying an open invoice without requiring them to log in. This link can be forwarded and shared, allowing anyone with the link to complete the payment.

Customization Options:

• Email Subject: Personalize the subject line of the Pay Now email to suit your needs. Set CV Online setting INV_PAYNOW_SUBJECT.

• Email Content: Customize the body of the email to include specific instructions or additional information about the invoice as well as the look and feel to match your company's image. Set CV Online setting INV_PAYNOW_TEMPLATE to the "Template CD" of the email template you have created.

• Link Expiration: Set an expiration time for the payment link to control how long it remains active. By default, the link remains active for 3 days. Set INV_PAYNOW_EXPDAYS to the number of days that the link should be valid for after delivery. The default is 3 days.

Creating a Custom Email Template for Pay Now

To create a custom email template for the Pay Now emails, you will need to create a new mail template. Follow the Email Editor guide to create a new template.

There are two functions that you can use to create a Pay Now email template. The Pay Now Link function is required and must be in the email content.

• Pay Now Link: @emailblastdbfunction("V","[[INVOICENUM]]","GetPayNowLink")

• Invoice Details: @emailblastdbfunction("V","[[INVOICENUM]]","GetInvoiceDetails")

When creating the content of the email, you will need to include the function that will create the "Invoice Pay Now Link" when the email is sent.We suggest that you place the function in a call to action button. Follow the steps below to add the link function in an email template.

1. Once you have created your template and have added content to the email, add a call to action button for the user to click to pay the invoice.

2. Click on the button and add the Pay Now link function (@emailblastdbfunction("V","[[INVOICENUM]]","GetPayNowLink")) to the button URL and save the template.

   

   Note

   Don't forget to set the CV Online setting INV_PAYNOW_TEMPLATE to the "Template CD" of the email template you just created.

Sending a Pay Now Link

The "Email Pay Now Link" button in the Invoice Notebook allows users to send an email which includes a secure link that can be used by the recipient to access and pay the invoice on the public website without logging in. The link will expire, by default, in 3 days. The expiration time can be configured if necessary (see setting information above).

1. Find and open the unpaid invoice you wish to send and click the "Email Pay Now Link" button from the Activity Panel. A new tab with the Email Blast interface will open.

   

2. Fill out the subject line and content of the email. The content of the email will show the default template for the "Pay Now Email", which includes the link to pay the invoice. A custom template can be set if desired (see setting information above).

   

3. Click Send Emails to send the link.

Pay now emails can also be sent to a list of unpaid invoices from the Invoice List. This will send an email to all the payees of the invoices that are in the invoice list.

To send Pay Now emails to the invoice payees follow the steps below:

1. Navigate to Financials > Invoices and search for the invoices you want to send Pay Now emails to. Once you have the list of invoices, select the "Send Pay Now Links". A new tab with the Email Blast interface will open.

   

2. You can see who will receive the emails by clicking on the link that list the number of recipients. Fill out the subject line and content of the email. The content of the email will show the default template for the "Pay Now Email", which includes the link to pay the invoice. A custom template can be set if desired (see setting information above).

   

3. Click "Send Emails" to send the link.

After creating an Invoice in the Shopping Cart, the Pay Now link can be sent directly from the Checkout Confirmation screen without opening the Invoice notebook when there is a balance due.