Create a Damage Deposit invoice
This article will explain the quick and easy way to create a Damage Deposit invoice. Once an invoice is created you can then update its status to track the progression from being a draft right up to it being paid. There are also controls to print or download an invoice as a PDF.
For you to have access to the Invoice tab the [event status]https://help.geteventworks.com/en/article/about-statuses-1k8107l/?1599045275866) must be set to a status that includes the Contracted status. Once the event is considered contracted, several tabs and features then become available for the event, including the ability to create invoices.
Select the Invoices tab along the tab toolbar at the top.
Here you can see the five different types of invoices : Client invoices, Supplier invoices, Commission receivable invoices, Commission payable invoices, and Damage deposits - each with their own respective panels.
Under the Damage Deposit invoices panel select Create damage deposit.
Complete each field on the template. You can also select a pre-made template to use via the Template field.
Once each field has been completed select Create invoice at the bottom of the page.
Once the invoice has been completed you will be directed to the invoice overview page. This displays all relevant information including details about the event, the invoice addresses, each individual cost, and the total amount of the invoice. From here you can manually edit each cost by selecting the green pencil icon on each row. You can also remove specific costs from the invoice by selecting the red X.
Along the top of the invoice you can see the status (defaults to Draft), the Authorise and Delete invoice buttons, as well as the two options to either Download or Print.
Once the invoice has been amended (if necessary) you can select the Authorise button. A dialogue appears that asks if you'd like to set a reminder for a later date. This can be useful as it can prompt you to follow up when an invoice is due, or when it is overdue. Simply select Set a reminder for and the assign the appropriate date, then select Mark as Sent. This will then amend the status to Authorised.
Finally, to change the status of this invoice to Paid, there must be a corresponding payment added for the total amount of the invoice. Once a payment for the full amount of the invoice is added the status is automatically updated to paid.
To add a payment, select Add payment from the Payments panel at the bottom right of the page. Enter in the amount that you have received as payment and the date it was paid and select Add payment. If the amount is for the full outstanding amount you will see the status update to Paid.
Note : You must ensure that the Invoice has the status of Authorised prior to entering in any payment details. You cannot change the status of an invoice from Draft to Paid.
Once an invoice has the status of Authorised or Paid the option to Refund appears along the top toolbar. Select this button to enter in the amount to be refunded. This figure will be excluding VAT.
At any point you are able to Void the invoice by selecting the Void invoice button along the top toolbar.
Note : Once an invoice is voided it cannot be changed to any other status. There is a dialogue box which confirms that you want to void an invoice to prevent users from accidentally voiding invoices.
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How to create a Damage Deposit invoice
For you to have access to the Invoice tab the [event status]https://help.geteventworks.com/en/article/about-statuses-1k8107l/?1599045275866) must be set to a status that includes the Contracted status. Once the event is considered contracted, several tabs and features then become available for the event, including the ability to create invoices.
Select the Invoices tab along the tab toolbar at the top.
Here you can see the five different types of invoices : Client invoices, Supplier invoices, Commission receivable invoices, Commission payable invoices, and Damage deposits - each with their own respective panels.
Under the Damage Deposit invoices panel select Create damage deposit.
Complete each field on the template. You can also select a pre-made template to use via the Template field.
Once each field has been completed select Create invoice at the bottom of the page.
Once the invoice has been completed you will be directed to the invoice overview page. This displays all relevant information including details about the event, the invoice addresses, each individual cost, and the total amount of the invoice. From here you can manually edit each cost by selecting the green pencil icon on each row. You can also remove specific costs from the invoice by selecting the red X.
Along the top of the invoice you can see the status (defaults to Draft), the Authorise and Delete invoice buttons, as well as the two options to either Download or Print.
Authorise an invoice
Once the invoice has been amended (if necessary) you can select the Authorise button. A dialogue appears that asks if you'd like to set a reminder for a later date. This can be useful as it can prompt you to follow up when an invoice is due, or when it is overdue. Simply select Set a reminder for and the assign the appropriate date, then select Mark as Sent. This will then amend the status to Authorised.
Marking an invoice as paid
Finally, to change the status of this invoice to Paid, there must be a corresponding payment added for the total amount of the invoice. Once a payment for the full amount of the invoice is added the status is automatically updated to paid.
Add a payment
To add a payment, select Add payment from the Payments panel at the bottom right of the page. Enter in the amount that you have received as payment and the date it was paid and select Add payment. If the amount is for the full outstanding amount you will see the status update to Paid.
Note : You must ensure that the Invoice has the status of Authorised prior to entering in any payment details. You cannot change the status of an invoice from Draft to Paid.
Refund an invoice
Once an invoice has the status of Authorised or Paid the option to Refund appears along the top toolbar. Select this button to enter in the amount to be refunded. This figure will be excluding VAT.
Voiding an invoice
At any point you are able to Void the invoice by selecting the Void invoice button along the top toolbar.
Note : Once an invoice is voided it cannot be changed to any other status. There is a dialogue box which confirms that you want to void an invoice to prevent users from accidentally voiding invoices.
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Updated on: 02/09/2020
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