Create/Edit Invoices and Credit Notes

In this documentation, we explain the process for creating, updating, and canceling invoices in edoobox. You will receive a step-by-step guide demonstrating how to manage invoices efficiently and accurately, from initial issuance to recording payments and, if necessary, cancellation. This covers both manual processes and the use of automation features to ensure your invoice management runs smoothly and without errors.

Create Invoice

Invoices can be created automatically and manually. The global invoice settings can be found in the App Menu at the top right, under the "Settings" menu item, by clicking "Payment Systems". More information on this can be found in the documentation Invoice for Offline Payment, Bank Transfer.

Create Invoice Automatically

When invoices are created automatically, edoobox generates a new invoice upon a participant booking (regardless of the chosen payment method or invoice amount) and sends it via email to the booking person along with the booking confirmation.

Manually Create Invoice (as Admin)

To manually create an invoice, you have two options:

• Option 1: To create an invoice for a participant, first open the participant’s account. You can do this either via the participant list for a course or using the global search. Once you’ve opened the participant’s account, you’ll be on the participant dashboard. There you’ll find the “New Invoice ” button. Click it to create an invoice for the selected participant. A window will open showing all transactions (only negative transactions) associated with the participant for which an invoice has not yet been created. From this list, you can select one or more transactions to create an invoice for them.
  

  

  
  

• Option 2: Click the “Invoices” menu item in the app menu to open the global invoice table . Here, too, you will find the "New Invoice" button B. When you click this button, a small window will open where you can select the participant for whom the invoice is to be created. Then, as described in Option 1, select the transaction for which you want to create an invoice.
  

  

  
  

Dispatch Invoices to Participants

After creating an invoice, you can select what you want to do with it under the " More" menu. If you want to send it, you can choose between email or regular mail.

Record Incoming Payments

Incoming payments via bank transfer can be recorded in the respective invoice by clicking on 'Record Deposit' CC. This action directly links the payment to the open invoice, and the invoice is marked as paid once the outstanding amount is settled. If an amount exceeding the outstanding balance is transferred, the surplus will be credited to the participant's account as a balance.

Manually Record Participant Payment

Alternatively, you can create a manual transaction via the 'Transactions' menu item in the app menu. To do this, click the 'New Transaction' button within the open transaction table. During this process, you can directly assign the transaction to a participant. However, it is important to note that the entered amount will not be linked to an open invoice; instead, it will only affect the participant's overall balance. The manually recorded transaction will be added to the table displayed when generating an invoice. From this list, you can then create an invoice for the specific transaction, if required.

Modified Invoices

If a price category, additional service or module is modified after an invoice has been generated, edoobox will not automatically create a new invoice. This system configuration allows you to implement multiple changes concurrently without generating a new invoice each time.

The system will indicate when an invoice deviates from the booking total, thus requiring the invoice to be updated D.

Update Invoices After a Modified Booking

When the system indicates that an invoice requires an update, you can click the 'Update' button within the open invoice view.

As a result of an update, the system generates a cancellation invoice based on the original invoice, retaining the same invoice number with the alias S. Concurrently, a new invoice with a distinct invoice number is created. All cancellation invoices can be accessed within the Documents section of the corresponding invoice.

Refunding a Payment

If you wish to issue a refund to a participant, you can do so within the relevant invoice.

• Bank Transfer Refund: In the Participant Dashboard, open the corresponding invoice and click the «Refund» button. This option is for recording bank transfer refunds within edoobox and is solely intended to document refund transactions in your system. Please note that the actual refund must be manually processed by you via bank transfer. Edoobox provides the functionality to track and manage these transactions, but the financial settlement is handled directly through your bank.

• Refund via payment system (PayPal or Stripe): In the app menu, click on “Transactions” to open the transaction table. Here, you can filter for the specific transaction you want to refund. Once you’ve found the transaction, click on the payment system used for the payment, such as PayPal or Stripe. A sidebar will appear on the table page to process the desired refund.
  
  

  

  
  

Cancellation of a Booking

If you wish to completely cancel a booking, the booking's invoice must be cancelled beforehand. Open the corresponding invoice and click the «Cancel» button. A cancellation invoice will be generated. If the participant has already made a payment, the refund will be processed directly or, depending on the chosen payment method, must be initiated within the payment system .

You can find the template for cancellation invoice J in the system templates I .

Export of Bookings and Invoices

Instructions for various export options can be found in the guide Export Options.

Related Guides

• Export Options

• Invoice for Offline Payments, Bank Transfer

• Email Templates

Keywords for this guide

Invoices ¦ PDF Invoice ¦ Update Invoice ¦ Cancellation Invoice