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How to Manage Invoices

This article will walk you through the process of managing invoices through the Accounting option of a Customer Record. Note: You may also manage Invoices through the Order option. To see details on how to manage Invoices on the Order option, please see Order: How to Manage Invoices

 

Navigate to Invoices

  1. While on a customer record, click Accounting.
  2. Navigate to the Invoices section. 
  3. The following are steps to be taken while on the Accounting option in the Invoices section.

 

To Create an Invoice

  1. On the Quotes & Invoices section, click Add on the top right corner.

Note: This will open up a stepped process to add an Invoice, Recurring Invoice, Quote, or Credit Memo. 

Get Started

  1. On the Get Started tab, select Invoice.

Pre-Populate: If set, the Monthly Charge and the Activation Fee can be pre-populated in the Invoice.

  1. Select the desired Equipment Package.
  2. Click Next.

Details

  1. On the Details tab, fill out all the required fields. 
  2. Make other changes if needed.
  3. Click Save. Optionally, the Save dropdown menu allows you to Save & Close, Save & Download/Preview, or Save & Send the newly created Invoice. Choosing one of these options will complete the selection and close the window. Clicking Save, only, leaves the window open to Add Payment, view Payments, or Send the Invoice with a customized subject line and message (see explanations, below).

 

 

To view/edit an Invoice 

  1. Click the Edit icon Edit_Icon.jpg on the invoice row. 
  2. Edit the fields as needed.
  3. Click Save.

 

 

To delete an invoice 

  1. Click the Delete icon delete_icon.png on the invoice row.
  2. A confirmation window will appear. To confirm delete, click Delete.

 

 

To email an invoice

  1. Click the Edit icon Edit_Icon.jpg on the invoice row.
  2. Click Send.
  3. Confirm all the information is correct. You may also add a Message here. 
    1. Note: To preview the email before sending, click Preview.
  4. Click Send to email the invoice.

 

 

To collect/record payment on an invoice

  1. Click the Edit icon Edit_Icon.jpg on the invoice row to collect/record a payment.
  2. Click Add Payment.
  3. Edit the fields as needed.
  4. Select a payment method or Select a Type of payment, if no payment method has been set.
  5. Fill out all required fields.
    1. Note: You may add a payment type and make it the default if none have been set on the customer record.
  6. Click Save.

 

 

To view a history of payments on an invoice

  1. Click the Edit icon Edit_Icon.jpg on the invoice row.
  2. Click Payments.

 

 

To view the processing information on a customer payment

  1. Click the Edit icon Edit_Icon.jpg on the invoice row.
  2. Click Payments.
  3. Click the More icon More_Button.jpg under Actions and select View Processing Information.
  4. When finished viewing the processing information click Return.  

 

 

To void a customer payment

  1. Click the Edit icon Edit_Icon.jpg on the invoice row.
  2. Click Payments.
  3. Click the More icon More_Button.jpg under Actions and select Void.
  4. A confirmation window will appear. To confirm, click Void.

 

 

To refund a customer payment

  1. Click the Edit icon Edit_Icon.jpg on the invoice row. 
  2. Click Payments.
  3. Click the More icon More_Button.jpg under Actions.
  4. A confirmation window will appear. To confirm, click Refund.

 

 

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