Invoices: Exporting data

[JackTapestrySupport]

In this tutorial, we’re going to be looking at the Invoice Data Export screen.

This screen compiles data from the invoicing part of our Management System into a CSV file. There’s a few different options and formats which we’ll go through now.

Firstly, to find this screen just click “Management System” (1) ->  “Exports” (2) -> and select "Invoice CSV Export" in the "Invoices" section (3).

Here you will see the data export screen; it has 3 sections you can use to customise what data is included on your CSV.

 

 

 

The first section is the Date Range.

There are two options in the date range section which decide what invoices are included in the export. 

1. Invoice date - only invoices that have an invoice date within the month or custom period selected will be included in the export. 
2. Period invoiced for - any invoices that include the period which you select when exporting.

For example, if you had an invoice that was generated in August and covered the period 1st August-31st October, if you choose the first option (invoice date), this invoice would only show up if you selected the export month as August. If you select the second option (period invoiced for), this invoice would be included if you selected the export month as August, September or October. 

By default the month selected will be the month you’re currently in, but you can change the month simply by clicking it (3). You can also set your own custom date range by clicking the “Use Custom Date Range” button (4).

 

 

The second section is Children.

Here you can choose to export data for all children:

 

 

Or for children in a specific room:

 

 

And finally, for one specific child.

 

 

The last section is Format.

You have two options here; “Invoices” (1) and “Invoice Summary Lines” (2).

 

 

The first option gives you one line per invoice on your CSV. It will show the following data for invoices within date range you have chosen, for the child(ren) you have chosen.

1. Invoice number
2. Invoice date
3. Due date
4. Period from
5. Period to
6. Child’s name
7. Amount
8. Invoice status
9. Payment Status
10. Notes

It will look something like this:

 

 

The second option, “Invoice Summary Lines”, will give you more detail on the specific charges within the invoice; it will show you the individual charges within the same invoice.

For example, if an invoice has charges for Regular Schedule Bookings, Extra Charges, Extra Bookings or Refunds this will be shown on the Summary Line Item column.

It will look something like this:

 

 

Once you're happy with all the format options, just click "Generate CSV" at the bottom.

 

 

So that’s how you export your invoice data. If you have any questions, please email us at customer.service@eyfs.info.

 

 

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