Create and print invoice

Introductie

Within e-Captain there are two ways in which the debtor can pay their invoice. It is possible to set up direct debits (SEPA, only available in The Netherlands), and to create and send invoices which the contact pays manually.

Create and print invoice

Create and print invoice

• In the main menu select Invoicing.
• In the submenu select Create invoices.

In Create invoices lines are linked to members and merged into one invoice. Here you have several choices, to create an invoice for one contact, or for all members.

• Select Execute to create a pro forma overview of invoices.

When all the members invoices have been created, a list with invoices ready to print will appear. This may take some time, depending on how many members there are. For example, with 300 members this may take 20 seconds; with 1000 members it will take at least a minute for all the invoices to be created.

• The following overview shows the list of compiled invoices.

• A search box at the top can be used to find specific invoices. Below you can see the compiled invoices. These lines consist of a number of fields.

• Select What do I invoice? for an overview of total billed items.

• Select the   icon to edit the invoice in the membership or items screen.

• Select Create invoices to finalise and create the invoices. A confirmation box will appear. If you are not ready to print at this stage you can leave the invoicing.

• The next time you log in, all the invoice items will be recompiled into new invoices.

In the following example, the first eight invoices have been checked and finalised.

Members who have selected to receive invoices via email will receive these automatically. A PDF will be created for members who choose to receive invoices via mail. Click on the link PDF-series to open these PDFs ready for printing.

Please note: Once the invoices are printed the _ underscores will be removed from the end of the invoice number and only the invoice number will remain. This invoice is then finalised. 

• Once invoices are printed they will be removed from this list but can still be viewed under Reprint invoices, in case someone has not received it.

Re-print invoices

This section allows you to call up and re-print invoices for a particular year. This will print an additional invoice. You’ll see the same list as you used when creating invoices.

• In the main menu select Invoicing.
• In the submenu select Re-print invoice.
• Select the relevant invoice using the checkbox.
• At the bottom of the page click on Print PDF file.

Using the filter criteria above you can quickly select particular individuals, bill sets or combinations to print. This makes it easier if you have a large series of invoices.

Another way to select invoices is using the checkboxes in front of the invoice number. For example, if you only want to reprint particular invoices, check those members’ invoices and scroll to the bottom of the page to print. Only the selected invoices will be printed.

 If the invoices are printed the _underscores are deleted and you will only see the debitnumber. The invoice is then definite.  You can find the invoices in the menu-item Reprint invoice, in case someone hasn't received the invoice.

Reprint invoices

This section allows you to call up and re-print invoices for a particular year. This will print an additional invoice. You’ll see the same list as you used when creating invoices.

• In the main menu select Invoicing.
• In the submenu select Re-print invoice.
• Select the relevant invoice using the checkbox.
• At the bottom of the page click on Print PDF file.

Using the filter criteria above you can quickly select particular individuals, bill sets or combinations to print. This makes it easier if you have a large series of invoices.

Another way to select invoices is using the checkboxes in front of the invoice number. For example, if you only want to reprint particular invoices, check those members’ invoices and scroll to the bottom of the page to print. Only the selected invoices will be printed.