EventPro User Manual

Creating a Deposit - Detailed Invoice as a % of Total Chargeable Items

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Creating a Deposit - Detailed Invoice as a % of Total Chargeable Items

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Creating a Deposit - Detailed Invoice as a % of Total Chargeable Items

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1.Find the event in the Event Maintenance screen. Click on the Finance tab and select the Invoices sub-tab.
2.Click the Create button.
3.If the event is not yet set to a Confirmed status, a Confirm box will appear, asking if you want to continue making the invoice.  Click Yes to continue.
4.The Invoice Wizard will open.
Click to Expand/Collapse TextSelect the Type of Invoice You Want to Create

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1.Under Invoice Creation, select the dot next to Create a DEPOSIT – DETAILED invoice as a % of total chargeable items.
2.Select a Cutoff Date from the drop-down calendar.  The invoice will calculate the total charges from all items up to and including this date.  
3.Options:
a.Enter a Description for the invoice.  Check the Append to Event Name box if you want the invoice description to appear as Event Name: Your Description.
b.If you only want to invoice for a percentage of the total price of the item types you select, enter the percentage in the Invoice % field.
c.Check the Include No Charge Items checkbox if you want to see no-charge items included in the invoice breakdown.
d.Check the Exclude Taxes from Event Charges box if you want the percentage calculated on pre-tax amounts.
e.When creating a detailed deposit invoice, you may choose to direct all item amounts to one deposit account or each item amount to the individual detail item accounts.  Your default deposit account is set up in your System Settings (review Chapter 1: Setting Up EventPro, Step 1: System Settings, Accounting).  The individual accounts for detail items, such as setup items, catering, beverages, locations, accommodations, attendees, etc., are defined when you first enter these items into EventPro during setup or when adding these items to an event.
f.In this invoice, if you want to use individual detail item accounts for invoice items, check the Use Detail Items Accounts for Deposit/Credit Detailed Invoice Items.  If you want to use the main deposit account for the invoice items, leave the box unchecked.
4.Select Items to Invoice By:  Under Select items to invoice by, check the boxes next to the Groups and SubGroups of items you want to use in calculating the deposit amount.  By default, all of the boxes will be checked.

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5.When you have selected all the options you require, click Next.
Click to expand/collapse textDeduct Payments

If there are any payments already made, you can select payments to Deduct from the deposit invoice.

Check the Sel box in front of the applicable payment(s) and click Next.

If there are no payments or they have already been assigned to another invoice, you will skip this page.

Click to Expand/Collapse TextInvoice Review

In the Invoice Review page, the wizard summarizes the information that will be included in the invoice.

You can change the information in the Bill To and Invoice Summary fields, as usual, by clicking the Edit button and opening the Invoice [Edit] window.

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Click to Expand/Collapse TextLine Items

The selection grid at the bottom of the invoice contains line items for the types of items you chose in the first page of the Invoice Wizard, indicating the percentage charged.

You cannot edit or delete these calculated invoice items.

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Click to Expand/Collapse TextAdd Line Items

As with other kinds of deposit invoices, you can add deposit items to your invoice by clicking the New button next to the selection grid.

See the instructions above under Creating a Deposit – Manual Invoice: Add Deposit Invoice Items.

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Click to Expand/Collapse TextEdit, View or Delete Line Items

To edit, view or delete any items in your invoice, see Edit, Delete or View Deposit Invoice Items above.
Click to Expand/Collapse TextFinish

When you have finished reviewing the invoice information and have made your desired changes, click Finish.

In the Confirm dialog, click Yes to continue creating the invoice.

The next Confirm box will ask whether you want to print the invoice.  If you click Yes, choose an invoice format from the Run Report window.  For further instructions about printing the invoice, refer to Printing or Sending an Invoice below.