Invoices

Last Updated: Apr 23, 2019 01:15PM EDT

On Wednesday, April 24, 2019, we are launching an improved invoice page within the LeagueApps Management Console! View the Old & New Invoice pages below.

- Less text and clutter on the page
- ​All actions will be grouped under a new “Actions” dropdown menu
- We're adding new actions including Apply Credit, Disable AutoPay, & Convert to a Payment Plan

 

New Invoice View

 

Old Invoice View


 

 

After an invoice is created, admins can manage the invoice from the LeagueApps Management Console. If a program is pay-based, an invoice is created for each registration.

Getting Started
Invoice Overview
Invoice Actions
Convert to a Payment Plan
Payment Reminders
FAQ

 

Getting Started

You will need to view an in order to take any action on it. An invoice can be located in several ways. 
 

View all invoices

Go to Manage > Invoices.


You can narrow your list by using the filters.

View invoices for a program

From a program's Dashboard, click Invoices on the nav bar.

Click the invoice number or the pencil icon to view the invoice and its available actions.
 



You can also view each program participant's invoice from the People > Players page.

View a member's invoice, or all invoices for a family account

Invoices for Live and Upcoming programs are listed on a member's details page. Click the Payment Status to view the invoice.
On the Family Account details page, all invoices for Live and Upcoming programs are listed for each family member. Click the $ amount under Payment to view the invoice.

Invoice Overview

Every invoice will have indicators that tell you what you need to know. 


 

Invoice #

Each invoice will have a unique eight-number identifier. Users will see the same number on their dashboard. This identifier helps you locate quickly locate an invoice.

Status

  • Paid: the invoice has been fully paid and there is a $0.00 remaining balance
  • Unpaid: no payments have been made towards the invoice
  • Partial: a payment(s) have been made for the invoice, but there is still a remaining balance
  • Refund: a full refund has been issued for this invoice
  • Void: if there were any payments made towards this invoice, a refund has been issued, no further action can be taken on this invoice, and the invoice will not be counted for reporting purposes

Balance due

The remaining $ amount due for the invoice.

Total amount

The total amount of $ invoiced. This is the sum of the payments made and remaining balance.

Invoicing context

The program, product, or other context under which the invoice was created or relates to. 

Invoice Items

A list of billing items. This will include the initial amount billed, and any adjustments that have been to the invoice moving forward. 

Transactions

Payments made towards the invoice. This will include successful and failed attempts. 
 

Invoice Actions

Once an invoice has been created, it can be modified in several ways. This allows for flexibility with each site member based on their specific needs. Modifying a single invoice will only impact that invoice. 


 

Change Amount Billed

Change the total amount billed to the member on this invoice. Additions to the total cost are made by inputting a positive number. Deductions to the total cost are made by inputting a negative number. In the example below, the total amount will
increase from $10 to $20 as the amount billed is changed by $10.


 

Issue Refund

Use this button to issue a refund for an online transaction. You can issue a full refund or a partial refund! Issuing a refund will refund the selected amount to the card used for the transaction. Refunds typically take 3-5 business days to show in the customer's bank account.


 

Issue Site Credit

Instead of issuing a refund, you have the option to issue site credit. Issuing site credit will NOT modify the total amount on the invoice; instead, a note will be added to the invoice to show site credit related to this invoice has been issued. 



 

Add Offline Payment

If you need to apply check, cash or other offline payment then you can do so from the add offline payment invoice action. If you are applying an offline payment to a payment plan invoice, the offline payment amount must be equal to one installment amount or multiple installment amounts combined.

 



 

Apply Site Credit

If a member has a credit balance you have the apply part of or the entire balance to an invoice with an outstanding amount due. Applying site credit will decrease the amount due of the invoice and automatically deduct the amount applied from the member's credit balance.


 

 

Void Invoice

Voiding an invoice will issue a refund for any online payment made towards the invoice. A void will also prohibit future action on the invoice and remove the invoice amount from reporting totals. A voided invoice will still appear on an exported report, but it will not be tallied towards the totals visible in the admin console. 


 

Pay Now

Use this Pay Now to make a payment towards an invoice from the admin console.



 

Disable Auto-Pay

Any invoice that is tied to an auto-pay payment plan has a "Disable Auto-Pay" button on the invoice. Auto-pay can be re-enabled once disabled.



 

Convert to Payment Plan

Unpaid invoices may be converted from a standard invoice to a payment plan. In order to convert a standard invoice to a payment plan invoice:

  • The invoice must be fully unpaid. A partially paid invoice cannot be converted.
  • There must be a payment plan created for the program, designated for the same registration type (i.e. Free Agent or Team Player) 

Click Convert to Payment Plan, then select the payment plan you are converting the invoice. Click Yes, Convert it. The invoice will be converted and a note will be added to the invoice.



​Add Notes

An admin can leave internal notes on an invoice. These notes will NOT show for the user.
 

Bulk Invoice Adjustment

From the Invoices page, use this tool to issue an increase for all invoices that meet the filter criteria. This tool can only be used for a bulk increase; a bulk reduction is not possible. No action will be taken on invoices in a Void or Refund state.

Payment Reminders

Payment reminders can be automated within a program's payment settings. In addition, payment reminders can be sent whenever desired by an admin. 

Send a bulk payment reminder

  1. Go to Manage > Invoicesor go to the Invoices tab from a program dashboard
  2. Click Send Payment Reminders to All
  3. Include a message in the payment reminder (optional)

 

Send an individual payment reminder

  1. Along the same row as the invoice, click the message icon
  2. Include a message in the payment reminder (optional)

Alternatively, you can send an individual payment reminder from the invoice.


 

A payment reminder will include a link to the invoice payment page the invoice's remaining balance, and the custom message sent from the admin. Here's an example:

 

FAQ

Will I be charged for any money I refund to a customer?

No! LeagueApps will refund you any transactions fees incurred on money you refund to a customer. 

What happens to a program participant's invoice if I move them to another program?

The invoice will move with the program participant. If the new program is a higher price, an additional fee will be added to the invoice. 

Will voided invoices be counted towards my Payment Activity?

Voided invoices will NOT be counted towards Payment Activity sections on the program dashboard and main dashboard. Voided invoices will be displayed in exported reports. 



Learn More
Member Invoices


If you have any further questions, please use our support channels:
- Email: support@leagueapps.com
- Voicemail:     1-888-208-0210
- Live Chat (if available)

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