An invoice is not fixed once created: as long as its lines have not been posted, you can change the amounts, add an item or a discount, change its sending method or its due dates. You can also cancel it, then restore it if necessary.

In Invoices → Manage invoices, choose the group, then click the pencil at the end of the invoice line. The same pencil exists in Open invoices & reminders and in the tab Invoice record of the member's record.

At the top of the window, cards summarise the invoice: Amount and Amount already paid, plus Difference when the amount paid does not match the amount (and VAT if your club has a VAT number).

The invoice edit window

In Invoice lines, the name and amount of each line can be edited directly; the change is saved as soon as you leave the field. The switch Paid and the date Paid on mark a line as paid. The bin removes a line. If the line is a course, a membership fee or a fixed hour, Plugin.ch asks what you want to do: Delete the item (unenrolment, fee removed, fixed hour deleted) or Put back to invoice (the item stays, the line leaves this invoice and comes back at the next invoicing). A line already paid can also be removed: the amount stays on the invoice as an overpayment, with no automatic refund. A posted line (exported to accounting) can no longer be edited.

Payments received, refunds and overpayments are handled in the Payment: see Process a manual payment and Carry an overpayment over to the next invoice.

The section Add an item to the invoice contains the following fields: Person, Item, Quantity, Price, Label. For a family invoice, choose the family member concerned. Fill in the fields, then click the button of the same name. The price follows the age of the chosen person but can still be changed; a negative price creates a discount. This line is added to this invoice only.

Adding an item or a discount to an invoice

In Sending and reminders, the icons of Invoice type show how the document will be printed or sent: paper invoice, printed invoice, e-mail invoice, sent invoice, then the same four states for a reminder (orange icons). To switch an invoice from paper to e-mail, choose the e-mail icon and check the address Email. For a reminder, the field Reminder N° shows its level. The field Invoice address can be changed for this invoice only.

The invoice type, e-mail address and invoice address

Further down, Invoice texts contains the messages printed before and after the table and the e-mail text; Dates contains the document date and the due dates. Remark keeps a note that is not printed on the invoice. Invoice history lists the previous versions, archived at each change.

The document date and due dates of the invoice

Click Modify invoice at the bottom of the window to save the sending type, texts and dates. Show invoice opens the PDF as it will be printed or sent. To change the document date or due date of several invoices at once, tick them in the group's list and use Change document date or Extend due date in the selection bar. What happens to the dates when you edit an invoice that has already been sent: see How invoice dates are calculated.

Click the bin at the end of the invoice line: the window shows what the invoice contains (courses, membership fees, fixed hours) and you choose:

• Put back to invoice: everything stays in place and goes back to “to invoice”;
• Free of charge: everything stays in place and there is nothing to pay;
• Remove everything: pupils are unenrolled, membership fees and fixed hours deleted.

If the invoice contains none of these, a simple confirmation is enough. For several invoices, tick them and click Cancel invoices in the selection bar: only Put back to invoice and Free of charge are offered. To remove one person from a family invoice, delete their line. In Open invoices & reminders, you can enter a reason and, for more than 5 invoices, you must type their number to confirm.

The selection bar with “Cancel invoices”

A cancelled invoice is not erased: it leaves the open invoices and reminders, but remains visible, struck through, in its group. An invoice with a line already posted to the accounts cannot be cancelled directly: see Cancel an invoice or a line already posted to the accounts. An invoice containing a payment cannot be cancelled: remove the payment first. Restoring an invoice “put back to invoice” later gives an invoice without those lines: they are back among what remains to be invoiced.

In the group, click Group → Show / Hide deleted invoices: cancelled invoices appear struck through. Click Restore invoice on the line concerned. The invoice returns to the “invoice” level: any reminder will have to be created again.