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About invoice management
When you view an individual invoice, you can take actions like paying, refunding, or voiding it directly from the invoice screen. The actions available to financial admins depend on the invoice's type and status. From an invoice or credit memo, admins can also view the Activity Log, print it with or without internal comments, and copy a link to share it. The actions menu is available from any invoice or credit memo screen in the top left corner.
Invoice types
An invoice or credit memo’s type depends on how it was created in your MC Professional account. Invoices and credit memos can be one of the following:
- Ad-hoc invoice: This is an invoice that an admin generates manually from a member's profile.
- Ad-hoc credit memo: This is a refund invoice that an admin generates manually from a member's profile.
- Forms: The system automatically generates this type of invoice when a member or site visitor submits a form that requires payment, such as a membership renewal or event registration form.
- Credit memo: This is a refund invoice that the system generates automatically when a paid invoice is refunded by an admin.
Invoice statuses
The status of the invoice or credit memo is shown in the top left corner. Invoices can have these statuses:
- Open: The invoice has not been paid.
- Partial: The invoice has been paid in part, with more payments to come.
- Paid: The invoice is fully paid.
- Void: The invoice has been cancelled by an administrator.
Credit memos can have these statuses:
- Open: The credit memo is still a credit on the member's account and has not been applied to an invoice.
- Settled: The credit memo has been applied to an invoice, the account is balanced, and the refund has been processed.
- Void: The credit memo has been cancelled by an administrator.
To manage invoices
Find the invoice using one of these methods:
- Go to the Financial module, then select the invoice or credit memo from the Invoice tab.
- Go to a member's profile, then select the invoice or credit memo from the Invoices tab.
- Go to a form's submissions list and select the invoice from the Invoice # column.
Invoice actions
After selecting an individual invoice to view its details, you can perform the following actions.
Action |
Available on |
Description |
Pay |
Open and Partial invoices |
Fully or partially settle the invoice by selecting a payment type. |
Settle |
Credit memos |
Finalizes the refund process by applying an open credit memo to an invoice after payment is returned. |
Credit |
Open and Partial invoices |
Fully or partially credit the invoice by applying a negative amount. Use this option to manually apply discounts before the member has paid. |
Refund |
Paid invoices |
Fully or partially refund the invoice by creating a new credit memo. |
Void |
Open and Partial invoices and credit memos |
Cancels the invoice permanently. This prevents further edits or payments and cannot be undone. |
Edit |
Open ad-hoc invoices and credit memos |
Allows modifications to the document. (See Editing ad-hoc invoices and credit memos for details). |
Download |
Open, Paid, and Partial invoices and credit memos |
Generates a PDF copy of the document for record-keeping. |
From the Actions dropdown on any invoice type, you can:
- View the invoice’s Activity Log where you can track admin actions taken on the invoice.
- Print the invoice, with or without Internal Comments entered by admins.
- Copy a link to the invoice to include in external communications.
Internal comments
Admins can add internal comments to an invoice by following these steps:
- Navigate to the individual invoice.
- Enter comments into the Internal Comments text field.
- Select ADD COMMENT.
- After a comment is added, it displays below the text box, including how long ago it was added.
FAQs
Why can't I see the "Void" action?
The Void action is only available for Open or Partial invoices. If an invoice is marked as Paid, you cannot void it. We recommend refunding the invoice. If you need to permanently delete the invoice, please reach out through our support portal.
Why is the "Edit" button missing?
Editing is currently restricted to Open Ad-hoc invoices and credit memos. If an invoice was automatically generated from a form (like a membership renewal or an event registration), you cannot edit it. This functionality will be added in future releases as we implement more improvements to the Financial module. Keep an eye on our release page for updates.
Can I delete an invoice instead of voiding it?
To maintain a clean log of activities for your organization’s record keeping, invoices cannot be deleted by admins. Voiding is the standard procedure; it keeps the record in your system but removes the balance due and prevents any further financial activity on that invoice. Although we don’t recommend it, if your organization must delete an invoice, please reach out through our support portal.