Managing an Invoice

Invoices in Member Wizard can be created either by Member Wizard itself to balance a member's receipt or or they can be created manually to reflect a debtor transaction such as hiring out facilities, selling advertising in newsletters etc .

Automatic system created invoices

Member Wizard automatically creates an invoice in your system whenever a receipt is created or when sending out Membership Invoices. This invoice amount will show as outstanding against the member record until a matching receipt is created to zero it out.

If the member only part-pays the Invoice the outstanding remainder will show against the member record until the balance is receipted. This means that if the organisation decides to reduce the amount owning by a member or accept a lesser payment for an invoice then not only the receipt needs to show this new amount but the invoice must be edited to reflect the changed amount also.

Full or part-payment of membership fees

When you receipt a membership payment, Member Wizard automatically creates an invoice for the amount of their membership payment. You can also create an invoice for membership by clicking Email Membership Invoices.

If the member only part-pays their membership then the invoice will reflect the outstanding amount and When you issue a receipt for a member with an outstanding invoice the system will ask you if you wish to use the money being paid be deducted from the invoice.

If you do not then simply dismiss the message and delete the line on the invoice which refers to membership payment and add whatever detail you wish to the receipt. The outstanding amount will still appear next time you issue a receipt for this member and it will show show up adjacent to the member record in the Member List.

Manually Creating an Invoice for a Debtor

If you wish to create an invoice for a debtor payment select Money, Invoice, Add Invoice then click the field showing the invoice is for a Member and change this to Debtor

If your Debtor does not appear as a drop down in the Debtor field click the green + button and enter the details in the Add Debtor form. The only mandatory detail is the Surname field into which, if your debtor is a Company, you can enter the Company name.

You can see a list of your debtors by selecting Money/Debtors from the left hand navigation.

Adding or Including GST onto an Invoice

If your organisation is registered for GST and wishes to either add or include GST within an invoiced item you can do this by entering the item and saving the item then highlighting it in the Item List and either clicking the Add GST or Inc GST button below the Item List on the Invoice

Deleting or Editing Invoices

To delete an invoice go to Money/Invoice and use the search function to search for the member name. For Debtor invoices change the filter at the top of the page from Member to Debtor. If the invoice is from a different financial period change the filter at the top of the page. To delete a line item on an invoice highlight the line and press the Delete button below the Item List box.

When you locate the relevant invoice highlight and click Delete in the page menu. You can not delete an invoice with a matching receipt. You need to delete the receipt first. A record of this deletion will be maintained in the Transaction Log.

To edit the invoice open it and double click on whichever item you wish to edit then click Save on the Item page and Save again on the Invoice page.

Suggested knowledgebase articles:

Managing an Invoice

Automatic system created invoices

Manually Creating an Invoice for a Debtor

Adding or Including GST onto an Invoice

Deleting or Editing Invoices

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