An invoice is not fixed once created: as long as its lines have not been posted, you can change the amounts, add an item or a discount, change its sending method or its due dates. You can also cancel it, then restore it if necessary.

In Invoices → Manage invoices, choose the group, then click the pencil at the end of the invoice line. The same pencil exists in Open invoices & reminders and in the tab Invoice record of the member's record.

At the top of the window, cards summarise the invoice: Amount and Amount already paid, plus Difference when the amount paid does not match the amount (and VAT if your club has a VAT number).

The invoice edit window

In Invoice lines, the name and amount of each line can be edited directly; the change is saved as soon as you leave the field. The switch Paid and the date Paid on marquent une ligne comme payée. La corbeille retire une ligne. Si la ligne correspond à un cours, une cotisation ou une heure fixe, Plugin.ch vous demande ce que vous voulez faire : Delete l'élément (désinscription, cotisation retirée, heure fixe supprimée) ou Remettre à facturer (l'élément reste, la ligne quitte cette facture et repartira à la prochaine facturation). Une ligne déjà payée peut aussi être retirée : le montant reste en trop-payé sur la facture, sans remboursement automatique. Une ligne comptabilisée (exportée en comptabilité) n'est plus modifiable.

Payments received, refunds and overpayments are handled in the Payment: see Process a manual payment and Carry an overpayment over to the next invoice.

The section Add an item to the invoice contains the following fields: Person, Item, Quantity, Price, Label. For a family invoice, choose the family member concerned. Fill in the fields, then click the button of the same name. The price follows the age of the chosen person but can still be changed; a negative price creates a discount. This line is added to this invoice only.

Adding an item or a discount to an invoice

In Sending and reminders, the icons of Invoice type show how the document will be printed or sent: paper invoice, printed invoice, e-mail invoice, sent invoice, then the same four states for a reminder (orange icons). To switch an invoice from paper to e-mail, choose the e-mail icon and check the address Email. For a reminder, the field Reminder N° shows its level. The field Invoice address can be changed for this invoice only.

The invoice type, e-mail address and invoice address

Further down, Invoice texts contains the messages printed before and after the table and the e-mail text; Dates contains the document date and the due dates. Remark keeps a note that is not printed on the invoice. Invoice history lists the previous versions, archived at each change.

The document date and due dates of the invoice

Click Modify invoice at the bottom of the window to save the sending type, texts and dates. Show invoice opens the PDF as it will be printed or sent. To change the document date or due date of several invoices at once, tick them in the group's list and use Change document date or Extend due date in the selection bar. What happens to the dates when you edit an invoice that has already been sent: see How invoice dates are calculated.

Cliquez sur la corbeille au bout de la ligne de la facture : la fenêtre indique ce qu'elle contient (cours, cotisations, heures fixes) et vous choisissez :

• Remettre à facturer : tout reste en place et repasse « à facturer » ;
• Offert : tout reste en place et il n'y a rien à payer ;
• Tout retirer : les élèves sont désinscrits, les cotisations et les heures fixes supprimées.

Si la facture ne contient rien de tout cela, une simple confirmation suffit. Pour plusieurs factures, cochez-les et cliquez sur Cancel invoices dans la barre de sélection : seuls Remettre à facturer and Offert sont proposés. Pour retirer une seule personne d'une facture familiale, supprimez sa ligne. Dans Open invoices & reminders, you can enter a reason and, for more than 5 invoices, you must type their number to confirm.

The selection bar with “Cancel invoices”

A cancelled invoice is not erased: it leaves the open invoices and reminders, but remains visible, struck through, in its group. An invoice with a line already posted to the accounts cannot be cancelled directly: see Cancel an invoice or a line already posted to the accounts. Une facture qui contient un paiement ne peut pas être annulée : retirez d'abord le paiement. Restaurer plus tard une facture « remise à facturer » redonne une facture sans ces lignes : elles ont repris leur place dans ce qui reste à facturer.

In the group, click Group → Show / Hide deleted invoices: cancelled invoices appear struck through. Click Restore invoice on the line concerned. The invoice returns to the “invoice” level: any reminder will have to be created again.