Invoicing Equipment Charges
Sales, hire fees and charged repairs never reach an invoice on their own. Each one becomes a charge that waits on the Waiting to be invoiced tab until an admin adds it to an invoice. Only admins see and use that tab. A c
Where Charges Come From
A charge is created when:
- you sell an item to a student
- you lend an instrument with a hire charge (one charge for each time the hire is billed, all created when you lend it)
- you charge a student for a repair
Give-aways and loans of counted items never create a charge.
The Waiting to Be Invoiced Tab
Admins see this tab on the Equipment page. Charges are grouped by student, with what each one is for, the quantity, the amount and the date. Use the search box to find a student, or what a charge is for.
For each student:
- Tick the charges to invoice.
- Choose where they go: Create a new invoice, or Add to one of that student's draft invoices.
- Choose Create invoice for or Add, with the number you ticked.
The charges become ordinary custom lines on the invoice, and you can then send the invoice as usual. If you remove a line from a draft, its charge goes back to waiting.
If Octavia cannot add a charge it says why: it may already be on an invoice, belong to another student, or be in a different currency from the invoice.
From an Invoice
When you open a draft invoice for a student who has charges waiting, a banner says so: "1 equipment charge is waiting to be invoiced for this student", with a Review button to add them without leaving the invoice.
Waiving a Charge
If you do not want to bill a charge, choose Waive. You can give a reason. A waived charge is closed and does not appear again. You can only waive a charge that is not on an invoice.
If an Invoice Changes
- A line is deleted from a draft. The charge returns to the waiting list.
- A draft is regenerated. Its equipment lines are dropped and the charges go back to the waiting list.
- An invoice is voided. Its charges return to the waiting list, ready to go on another invoice.
You cannot cancel a sale while its charge is on an invoice. Remove the line first.
Hire Charges
When you lend an instrument, all of its hire charges are created at once, with their dates. Admins can see them waiting even though some are dated in the future. If the instrument comes back early, you can cancel the charges still to come that are not on an invoice yet. See Lending and returning an instrument.
Xero
If your school exports invoices to Xero, an item's Xero category is used for its lines. If the category is not one your school has set up, Octavia skips the charge and says so. Edit the item, or check your Xero settings. See Xero exports.
Back to: Equipment overview · Related: Custom invoices and line items