Send Invoices

Bulk Invoices has been created to allow you to send an invoice with the same details but individual amounts to multiple recipients. For example, invoices for payment for breakfast clubs, after-school clubs, etc.

A payment item is automatically created with the category Invoice, so the payments can be tracked, refunded, marked as complete, etc.

The invoices are compulsory to pay and therefore, once produced, the invoice is displayed to the person A parent, legal guardian, carer, or someone responsible for a student. who needs to make payment in To Pay in the IRIS ParentMail app.

  1. Select Payments > Bulk Invoicing.
  2. The Create New Invoice window is displayed. Enter an Item Name, which is displayed to recipients on the invoice and a Description.
  3. Select the Bank Account into which payments are to be made.
  4. Select Allow Part Pay if the item can be paid in installments.
  5. Select the required Settings (Detailed) for the invoice, then enter the required Settings details. The following options are available:

    • Billing Period — to set start and end dates for which the person is to be billed.
    • Due Date — to set the date by which the invoice must be paid.
    • Accounting Codes — to enter the Cost Centre, Department, Nominal Code, and SKU details.
    • VAT Rate — to apply and display the VAT details for the item.
  6. Select Add Users.

  7. The Add Users window is displayed. Select the recipients to which the invoice needs to be sent.

    1. If the name is known, use the search bar to locate them immediately.

      If the name is not known, use the Categories tree to drill down to the required user.

      To choose all members of a category, select the relevant category.

       

    2. Select all required contacts, then select Confirm.
  1. The selected recipients are displayed (separated on pages if more than 15 recipients were selected). Enter the Amount(£) to be invoiced adjacent to each user.

    You are unable to change the amount of the invoice if the user has made a payment.

    Select the X in Remove adjacent to the the First Name if a recipient was incorrectly selected.

  2. When you have entered all the required details, select Save.

    A warning message is displayed if you have not entered an amount for all selected users.

  1. A success message is displayed. Select OK to display the Payment Items details.

Edit or View Invoices

To edit or view and invoice, find the required Payment Item. For more information, go to Manage Sales Items.