The Financials module in Nova allows you to create new invoices or orders, view their details including the status and amount, search with filters and export the results.

Creating a new invoice/order

1. Log in to your club's website by following the steps in this article.

2. Navigate to Financials tab, then go to the Orders tab.

   

3. Click on the +Add button on the right-hand side, just above the Invoices/Orders list.

   

4. You will be taken to the Create Order page, where you can set up initial information about the invoice:

• Customer - Select a member or contact that will be billed.

• Linked To - This field is optional and used if the bill is related to someone else also listed in your club's records.

• Status - You can select Quotation if the invoice will be finalized after the customer reviews it, otherwise you can select Active. 

• Date - This is the date of the invoce/order.

• Order Number - This is generated by the system and cannot be edited.

Viewing and editing order/invoice details

Once you click Save, you will be taken to the Order page that holds all the information about the invoice in separate sections that can be easily edited and updated with additional information.

1. At the top, you can see the order details such as its number, total and balance amounts, status, as well as the link to the individual's profile on the club's website. Above these details at the top right-hand side corner, you'll find several actions available for this order such as the option to email the order to the person being billed, print, cancel or delete, or the option to activate the order if you are viewing a quotation.

2. The Billing Information, Details and Invoice Settings sections will pull the details from the individual's profile, but this can be updated in case the billing address is different from the address in the database. This section allows you to add a Shipping address, too. 
   

3. The Details section can be updated with a bit more information, such as tags, purchase number, or memo. Tags added for invoices are separate from member and contacts tags.

4. Invoice Settings allows updating the invoice date and the due date, which can be either based on payment terms (certain time since the invoice was created) or based on a fixed date.

   

5. The Active Items section allows you to perform several actions while adding lines to your order/invoice.

Adding items and generating the invoice/order

+Add Item - Click this to add items that will be part of this invoice/order, which are added to the system and modified from the Financials -> Products tab on the left-hand side menu. Adding an item allows you to select a type, add a custom description, input price and quantity. Once items are added, a total amount will be calculated in this section, and each of them will have a drop-down action arrow on the right-hand side that allows you to either Edit or Delete them.

Apply Promotion - This button opens a window with a field where a promotion code can be entered. Once you click Save, the promotion will be applied to the order/invoice.

Generate Invoice - When you have completed creating the invoice, click the Generate Invoice button. The page will refresh after a few seconds and your order/invoice will be generated, with the status automatically changed from Quotation to Active. A new section called Payment Details will appear at the bottom of the page. Here you can use the right-hand side actions drop-down arrow to view the invoice, export it as PDF, email it, and pay it online, as an administrator, or by manually logging the transaction. After the invoice has been generated, the button Generate Invoice will now be replaced with View Invoice, which will pop-up a preview of Invoice Details.