Edit Invoices

Invoices can only be edited if they have not yet been paid. Paid invoices are considered settled, and can be viewed - but not edited or deleted. 

How To Edit An Invoice

Click the text to edit invoice

Edit Invoicing Details

Use the fields on the left-hand side of the page to change branding, issuing company details, recipient details, payment terms, issue & due date and payment instructions

Branding

To change the brand information (the image in the invoice header with logo), select from the drop down box the applicable branding you wish to apply for this invoice. Only sub-brands or corporate clients with invoice branding set up will be available to select here.

Lookup Tool

If editing the issuer or recipient, these details should be "looked up" from the information recorded in the Vasto system.

This ensures the issuer and recipient details are linked correctly - this is imperative particularly for automated workflows so that when an invoice is paid this in turn updates the booking status and access is automatically granted to view student portal.

Lookup Issuer
To change invoice issuer details, click the lookup button. 
A pop-up will list any sub-brands to use as alternate issuers.
Click the select button to use that sub-brand as the issuer on this invoice.

Lookup Recipient 
To change the recipient details, click the lookup button.
A pop-up will ask you to select whether the recipient is a student or a corporate client.
Begin typing the name, and click the magnifying glass icon to run a search.

Any matches for your search will populate into a list. Click the select button for the desired recipient

Edit or Add Invoice Line Item

To add or edit a line item, use the invoice items panel on the right-side of the screen.

• Click the edit icon to edit an existing line item. 
• Click the add item button to add another line item to this invoice. 

When you edit a line item, an additional two fields are available at the bottom. These are only available when editing a line item, they do not appear when you first add a new line item. 

These allow you to define/edit which;

• timetable item the invoice is linked to
• booking ID the invoice is linked to

Click the eyeball icon to open the timetable / booking which is in linked in that field. This is an easy way to confirm that the correct information is linked on the invoice.

Once changes have been made, click the save button.

(If the invoice has been edited, the updated copy should be re-sent to the recipient.)

Activity Log

Also on the right-side of screen below the invoice items panel is an activity log. 
This log records a user, date and time stamp when the invoice is created and edited for audit purporses.