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ComPay - How to create a new invoice

Updated

Invoices can be created and sent to ComPay registered and non-registered parties.

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Go to 'Invoicing' in the Main Menu. Click on the 'Create Invoice' link.

Client selection

Select the invoice recipient. To send an invoice to a ComPay registered party, select the invoice recipient from the Quick List, Show All Clients or Client Search section displayed. To create an invoice for a non-registered user, select the 'Adhoc' button.

Note that ad hoc invoice recipients can only pay the invoice via credit card. ComPay registered invoice recipients can pay the invoice via direct debit or credit card.

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The ECN and the client will automatically populate when you select a registered user. If you select 'Ad Hoc', you'll need to enter the client name and number.

Invoice information

The Create Invoice screen has the following sections.

  • Customer Invoice Number: this is a required field.
  • Invoice Date: this defaults to the current day's date but the date can be adjusted depending on your requirements.
  • Invoice Term: this drop down list offers a range of options. Select the appropriate invoice term.
  • Due Date: is the date the invoice is due to be paid.
  • Invoice term days: this allows you to manually enter the term days.
  • Currency: the currency displayed is Australian dollars.
  • Description: allows up to 1000 characters in free text.

NOTE: The maximum amount for an invoice to be created is $500K.

Add line item

The invoice creation process requires the invoice creator to 'Add Line Items'.

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Click on 'Add Line Item' then choose the item you wish to raise an invoice for.
There is no limit to the number of line items that can be added.

Select a charge code. A generic list of charge codes is displayed in a drop-down list. This list can be adjusted for your own organisation. This can be managed in the Admin section under 'Charge Code management'.

Enter the Job number or Reference. Select Console or Job Type. Input the invoice total amount, including tax. The description field allows for free text.

Submit the invoice

Select 'Submit' to authorise the invoice generation.

A confirmation screen will appear.

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Select 'Submit' again. An invoice receipt will be generated.

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An email will be sent to the invoice recipient confirming a new invoice has been received.

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