As an administrator, when you list the invoices outstanding from your site, you will see a list similar to the one below. Note that your most recent invoices (those with the highest unique invoice ID) will always appear at the top of the list. You can view, edit or delete any invoice on the list at any time.
The invoice list tracks the total invoice amount due, whether the invoice has been sent be e-mail (and when) the amount of the invoice paid to date, and when the (last) payment against the invoice was made. As invoices become fully paid, a check mark will appear beside the invoice line item.
Note that it is possible for someone to deliberately over-pay through the PayPal interface. Also, in some cases the amount paid may appear slightly higher than the amount due. This is because NeatClubs.COM in the payment setup can optionally levy a convenience fee to help business owners offset the transaction costs for electronic payment. You can configure a system-side setup fee in the Payment Setup in the web-site System Setup. (Please note that un-like registration events, where the site-wide fee can be enabled or disabled on a "per--event" basis, payment convenience fees are always assumed to apply to invoices if they are enabled for the site)
If you choose to View the invoice we've just created (on the top row), you'll see a printable invoice similar to the one below. The invoice date and the invoice number are of course generated by the system. (the invoice dated will always be the date the invoice was created as opposed to the date it was first sent by e-mail).
The address information for the "invoicee" is automatically extracted from the member database - The "From" address information comes from the System setup screens in the Organization Information section.
Note that the comment is included in the invoice along with each of the line items that you entered.
Let's now look at how we mail this invoice to the recipient. Simply return to the invoice listing and select the mail icon beside the invoice that you want to send by e-mail.
Once you select the e-mail icon, you'll see the screen below. On this screen you confirm the e-mail address that you want to send the invoice to, the subject that will appear in the e-mail and the comments or instructions that will be sent along with your e-mail. Please note that while these defaults all come from the invoice record itself, being able to change them on the fly provides the flexibility to re-direct and invoice to someone else in the organization.
When you click "Send Invoice" you'll see the confirmation message below:
When we return to our invoice listing, we now see that the status has changed and that the date sent is present in the "Last Sent" column.
Now let's look at things from the perspective of the person paying the invoice in the next section.