How to Create an Invoice

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In addition to adding an invoice to a reservation, you can create a new sale from a user's profile or receive a payment for outstanding purchases. From the New Sale screen, you can add products & services, pay multiple invoices, add money to the account, and/or issue a fuel reimbursement with a sale. This section also describes how to complete the payment for a sale.

Adding a New Invoice

You can generate a new sale from the user's profile screen or from the billing hub Sales List.

To generate a new invoice from the users profile:

  1. Open the user's profile.
  2. Select Transactions.
  3. From the Actions button, select New Sale.
    Screenshot 2024-05-13 at 4.25.59 PM.png
    The New Sale screen is prefilled with the customer name and the current date.
  4. You can add products & services, pay multiple invoices, add funds to the account, add a fuel reimbursement or add a package to this sale.
  5. Select Pay to complete the payment.

To generate a new invoice from the billing hub sales list:

  1. Select Billing from the left menu.
  2. This should default you to the Sales List.
  3. From the Actions button, select New Invoice.
    Screenshot 2024-05-13 at 4.26.11 PM.png
    The New Sale screen is prefilled with the current date.
  4. Search the customer you are creating the invoice for.
  5. You can add products & services, pay multiple invoices, add funds to the account, add a fuel reimbursement or add a package to this sale.
  6. Select Pay to complete the payment.

Adding Products & Services to a New Sale

To add one or more products & services to a new sale:

  1. From the New Sale screen, select +Add Item.
    The Products & Services tab is open by default when you add an item.
    Screenshot 2024-05-13 at 4.32.02 PM.png
  2. Start typing the name of the product/equipment (i.e., headsets) or service (i.e., flight instruction) you want to add to the sale.
  3. Select the matching item to add it to the sale.
  4. Once you have added all items to the sale, select Pay to complete the payment.

Receiving a Payment

The Billing screen allows you to search for users by payment status. For invoices that have been billed, but not paid, you can receive a payment.

To receive a payment:

  1. Select Billing from the left navigation area.
  2. Locate the user/invoice.
  3. Select the Actions button to the right of the user's information.
  4. Select Receive Payment.
    Screenshot 2024-05-13 at 4.34.15 PM.png
    The New Sale screen is prefilled with the customer name, the current date and the location, as well as the flight and rate information associated with the outstanding invoice.
  5. You can add products & services, pay multiple invoices, add funds to the account, or add a fuel reimbursement to this sale.
  6. Select Pay to complete the payment.

Paying Multiple Invoices in a New Sale

To pay one or more additional outstanding invoices with a new sale:

  1. From the New Sale screen, select +Add Item.
  2. Select the Invoices tab. The number next to Invoice shows how many open invoices the selected customer has outstanding.
    Screenshot 2024-05-13 at 4.35.29 PM.png
  3. Check the box(es) next to the invoice(s) you want to pay with this sale.
  4. Select Add.
  5. Once you have added all items to the sale, select Pay to complete the payment.

Completing Payment for a New Sale

When completing a new sale, there are several options for payment methods:

  • CC (Key/Stored) - If credit card information is stored for this customer, you can select the stored payment method. Otherwise, enter the credit card details and indicate whether to save the information for future payments. 
    • Note: Card information that is save is tokenized with our payment processor and never stored in FSP. FSP will use the secure and unique token in all future payments processed to that card.
  • CC (Device) - If you have a credit card EMV device, tap, swipe and chip are options to receive payment via the device. Tap includes mobile wallets such as Apple Pay and Google Pay. 
  • e-Check - If bank account information is stored for this customer, you can select the stored bank account. Otherwise, enter the banking details and indicate whether to save the information for future payments. 
    • Note: Bank info that is save is tokenized with our payment processor and never stored in FSP. FSP will use the secure and unique token in all future payments processed to that bank account.
  • Cash - Enter the amount and a note if needed.
  • Check - Enter the amount and a note if needed.
  • Account - Utilize a users account funds or bill the invoice to their account.
  • Wire - Enter the amount and a note if needed.

Once you have selected the payment method, select Complete the Sale.

Screenshot 2024-05-13 at 4.41.31 PM.png

On the Payment Confirmation screen, you can print the receipt or send it via email.

 
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