Invoice Module

Purpose

The Invoice Module allows users to create invoices, assign placements, calculate placement costs, and communicate with stakeholders linked to an invoice. Invoices must be associated with a site before placements can be assigned.

Prerequisites and Initial Setup

Placement Request Invoice Status

The Invoice Module requires a Placement Request Invoice Status to assign placements to an invoice.

• Go to School Options > Lists

• Open Placement Request Invoice Status

• 

• Ensure at least one status exists

If this list cannot be found, check School Options > Terminology, as the Placement Request term may be aliased.

Cost of Placement

To use the auto calculation feature, the cost of placement must be configured at the site level.

• Go to Sites

• Open a site record

• Select Details

• Enter or update the Cost of Placement

• Save

• 

Creating an Invoice

• Open the Invoice Module

• Click New

• Select a Site

• Complete the invoice details

• Click Save

An invoice must be created and linked to a site before placements can be assigned.

Assigning Placements Using Bulk Assign

Accessing Bulk Assign

• Open the Invoice Module

• Click Bulk Assign

• 

Finding Placement Requests

• Set the From and To date range

• Placement requests within this range will display

• 

• Use the Field Picker to show relevant columns

• 

• Apply column filters to locate placements

• 

Assigning Placements

• Select a placement request

• 

• Click Assign

• Select an invoice

• Select the placements to assign

• 

• Choose a Placement Request Invoice Status

• Click Assign

• 

Once assigned, placements will display an invoice number.

Unassigning Placements

• In Bulk Assign, select placement requests containing placements to remove

• Click Assign

• 

• Select the placements

• Click Unassign

• Click Save

The invoice number will be removed from the placements.

Removing Placement Requests from an Invoice

If placement requests are linked to an invoice but contain no placements:

• Open the invoice

• Select the placement request rows

• 

• Click Delete

• Click Save

• 

This removes the placement requests from the invoice without affecting placements elsewhere.

 

Using the Payment Calculator

Auto Calculation Settings

• Open the Invoice Module

• Go to Settings

Placement Status
Determines whether charges are calculated per placement or per allocated student.
Example: If a site charges for confirmed placements regardless of allocation, use confirmed placements rather than allocated students.

Placement Duration
Determines whether charges are based on estimated placement hours or actual placement hours.

Excluded placements that were not assigned to the invoice are ignored by auto calculation.

Tax Settings

• Open the invoice

• In Details, set tax as Inclusive or Exclusive

• 

• Enter the tax percentage

• Click Save

Auto Calculate Invoice Amount

• Open the invoice

• Click the calculator icon

• 

• Review the recalculated invoice amount

• 

• Click Save

Invoice amounts can be edited manually. Re-running auto calculate will reset the amount to the calculated value.

Creating Invoice Custom Fields

• Go to File > School Options > Custom Fields

• 
• 

• Select Invoice

• Click the green plus icon

Custom field options include:

• Name

• Active status

• Importance - If "Is Important" is enabled, the custom field will display in the Details section. Otherwise, it will display under Other.

  • 

• Field type

• Minimum and maximum values

• Description - shown in Sonia online

• Permissions - who can see the descripiton and custom field information

• List values (if applicable)

• Categories - from School options->List

Click Save when complete.

Communicating Through an Invoice

• Open an invoice

• Select Communicate

• Choose a recipient group

Available recipient groups:

• Students allocated to placements linked to the invoice

• Site contacts associated with placement requests

• Supervisors assigned to placement requests or positions

• Mentors assigned to linked positions

• The assigned Invoice Contact

Additional Notes

• Invoices must be linked to a site before placements can be assigned

• Site cost of placement must be set for accurate calculations

• Always save after assigning, unassigning, deleting, or recalculating

• Auto calculation can be re-run at any time to reset values