Purpose Statement

The Invoice List provides a centralized location to search, filter, organize, and manage invoices within the Invoicing module. It allows users to quickly locate invoices, customize their workspace, perform bulk actions, and access individual invoice actions, improving efficiency when managing large numbers of invoices.

Background Information

The Invoice List is designed to help users efficiently manage invoice records using search tools, advanced filters, customizable views, and bulk actions. Users can save frequently used filter combinations as Saved Views, allowing them to quickly return to commonly used invoice lists without reapplying filters each time.

The Invoice List also includes individual invoice actions, export capabilities, and bulk processing options for common administrative tasks.

Required Permissions

Users must have access to the Invoicing module to view the Invoice List.

Additional permissions may be required depending on the action performed, including:

• View invoices
• Edit invoices
• Delete invoices
• Apply electronic payments
• Void invoices
• Perform bulk actions
• Create and manage Saved Views

Note: The transcript references permission-based functionality but does not identify the specific First Due permission names. Verify the required permission names within the First Due Permissions documentation before publishing.

Video

Step-by-Step Guide

1. Open the Invoice List

1. Select the Module Stack.
2. Navigate to Invoicing.
3. Select Invoice List.

2. Search for Invoices

1. Use the Global Search field.
2. Enter information such as:
   • Business name
   • Partial business name
   • Address
   • Partial address
3. Matching invoices are displayed automatically.

3. Apply Filters

1. Select the Down Chevron to expand all available filters.
2. Choose the desired filter.
3. Depending on the selected filter, choose a comparison operator such as:

Numeric Filter Operators

Several filters within the Invoice List support comparison operators, allowing you to refine your search results based on numeric values. The available operators include:

Note: The meaning of the value entered depends on the filter being used. For example, when using the Overdue filter, the value represents the number of days relative to the invoice due date. Other numeric filters, such as Invoice Balance or Refund Amount, interpret the value according to their respective field.

1. Enter the appropriate value.
2. Select Apply.

Examples include filtering by:

1. Overdue invoices
2. Invoice balance
3. Refund amount
4. Money status
5. Email status
6. Mail status
7. Late fee status

4. Customize the Invoice List

Users can personalize the list by:

1. Showing or hiding columns
2. Reordering columns
3. Resizing column widths
4. Sorting columns in ascending or descending order
5. Grouping similar values together

5. Create a Saved View

1. Configure filters and columns.
2. Select the Save View icon.
3. Enter a descriptive name.
4. Select Save.

Saved Views preserve:

• Applied filters
• Visible columns
• Column order
• Sorting preferences

6. Update a Saved View

1. Modify the existing view.
2. Select the Save View icon.
3. Choose to overwrite the existing Saved View or create a new one.

7. Reset the Invoice List

Select Reset to return the Invoice List to its default configuration.

8. Adjust Pagination

Use the page controls to:

• Navigate between pages
• Increase the number of displayed records (for example, display up to 100 records)

9. Export the Invoice List

Select the Download CSV icon to export the current list to a CSV file.

10. Perform Bulk Actions

After selecting one or more invoices, available bulk actions include:

• Delete invoices (permission dependent)
• Print invoices
• Mark invoices as sent to collections
• Mark invoices as mailed
• Print and mark invoices as mailed
• Add attachments
• Send emails
• Run a Contacts Report
• Add late fees

11. Use Individual Invoice Actions

Each invoice includes additional actions, such as:

1. Edit an invoice
2. View an invoice
3. Apply an electronic payment (Stripe-enabled agencies)
4. Delete an invoice (permission dependent)
5. View invoice history
6. View email status
7. Void an invoice

Note: Paid or partially paid invoices must be refunded before they can be voided. Additionally, invoices typically must have been mailed or emailed before they can be voided.

 Special Note for Reopened Invoice: While in the status of ‘Reopen,’ the user can change the date to a previous date, today’s date, or a future date.

Best Practices

• Use Global Search for quick invoice lookups.
• Create Saved Views for frequently used filter combinations.
• Name Saved Views based on the filters they contain (for example, "Invoices 60 Days or Greater Overdue").
• Remove unnecessary columns to simplify the workspace.
• Sort invoices to prioritize the records requiring attention.
• Export filtered results when additional reporting or analysis is needed.
• Review invoices before performing bulk actions.
• Verify invoice status before attempting to void an invoice.

Troubleshooting & FAQs

Why don't I see the Saved Views section?

If no Saved Views have been created, the Saved View list may be blank. Users with permission to create Saved Views can create their first view using the Save View icon.

Why can't I delete an invoice?

Deleting invoices is permission-based. If the delete option is unavailable, contact your system administrator to verify your permissions.

Why can't I void an invoice?

Paid or partially paid invoices must first be refunded before they can be voided. Some invoices must also have been mailed or emailed before the void option is available.

Why don't my filters stay applied?

Create and save a Saved View to preserve your filters, column layout, and sorting preferences.

Can I export only filtered invoices?

Yes. The CSV export downloads the invoices currently displayed in the Invoice List after filters have been applied.