General Invoice

About General Invoice

You can generate a General Invoice only for Clients with a “Matter” created as “General.”

When generating a General Invoice, the following conditions have to be met:

Pending Matter:

The Client Matter for which you want to generate an invoice for must not have a “Pending” status, else the Matter will not display for selection under the Matter dropdown field for selection.

No Activity Created:

If a Client and its adjoined Matter have no Activity created, the Client and adjoined Matter will not be listed for selection in the Client and Matter field dropdown list for selection.

Activity Created but not Validated:

If a Client and its adjoined Matter has an Activity created but the “Activity is not Validated” the Activity will not be listed for selection in the “Activities” field dropdown list for selection.

It is recommended that you Validate your Activity beforehand.

You can generate an invoice for a Client with the following options:

• A Client can have one or more Matters be generated on the same invoice

See example screenshot below with two Matters on the same invoice.

• All or each respective Matter (s) can have one or more of its Activities generated on the same invoice.

See example screenshot of two Matters having their respective Activities on the same invoice.

See example screenshot of one Matter having one or more Activities on the same invoice.

Invoice Generation Draft Status

When you first generate an invoice the following take place :

• The invoice is displayed on the Billing & Invoicing Summary screen under the “Draft” and “All” sub-tabs with a “Draft” status.

• Under the Billing & Invoicing tab > Draft sub-tab >Actions menu of the invoice, you will have to move the invoice from Draft to “Awaiting approval”

• Each invoice when created is automatically assigned an Invoice number.

• You are able to perform the following tasks with the invoice: Move to Awaiting Approval, Edit Invoice, Delete Invoice, and View Invoice.

• If you’ve generated the invoice for more than one Matter, this will be indicated as such on the summary screen. The amount and balance will reflect that of one or more Activities.

Invoicing & Matters

When an invoice is generated, whether it has a draft status or not, the “billing amount” reflected is under the Matters function on the Matters Summary screen.

Invoicing & Client

When an invoice is first generated, the “total billing amount” of the invoice for the Client is reflected on the Client Summary screen.

Note: This information will not display if you have not yet generated an invoice for the Client.

Invoicing & Tax Report

When an invoice is first generated as draft, the “total taxes” collected from the Client is reflected under the Invoice Tax Report function within the following sub-tabs:

• “Total Tax Billed”,
• ‘Invoice Tax Outstanding, and
• “Summary.”

See example screenshot below

How to Move a General Invoice from “Draft” to “Awaiting Approval”

To move the Invoice from “Draft” to “Awaiting Approval,” go to:

Activities & Billing sidebar menu > Billing & Invoicing tab > find the Client > Actions menu > Move to Awaiting Approval > click “ok” when prompted, asking whether you want to change the invoice status.

Once the invoice has been moved from “Draft” to “Awaiting Approval”:

• Its status will change to “Awaiting Approval”

• It will be removed from the “Draft” sub-tab and now displayed under the “Awaiting
Approval” sub-tab

• A notification is sent to Danalix Notification Centre to let you know “you have received a request to approve an invoice for John Doe Client with draft invoice #234 from Jane Sprat.”

When your invoice is in Awaiting Approval status as seen in the provided example screenshot, you will have to approve it to move it to “Approved & Awaiting Payment.”

How to Move a General Invoice from “Awaiting Approval” to “Approved & Waiting Payment”

To move the Invoice from “Awaiting Approval,” to “Approved & Waiting Payment”, go to:

Activities & Billing sidebar menu > Billing & Invoicing tab > find the Client > Actions menu > Move to Approved &Awaiting Payment> click “ok” when prompted to whether you want to change the invoice status.

When the General Invoice is moved from “Awaiting Approval” to “Approved & Waiting Payment,” the following will happen:

The Client will get an email indicating payment is required. The Invoice status the Client gets will indicate: “Awaiting Payment.”

You will be notified in the notification centre that the invoice has been approved.

Under the Activities tab, all the activities relative to the invoice will be moved from the “Not Billed” sub-tab to the “Billed” sub-tab with a new status of “Billed.”

The Invoice will be moved to the “Awaiting Payment” and “All” sub-tabs with a new status of “Awaiting Payment.”

An exclamation icon under the actions menu is displayed to alert you to “Record Payment.”

How to Record Payment for a General Invoice

To record a payment for a general invoice, go to:

Activities & Billing > Billing & Invoices tab > find the Client > Actions menu > Record Payment > Add Invoice Payment screen.

On the Add Invoice Payment screen, enter all the information and save the invoice payment.

Making partial payments of the general invoice total payment

When you generate a General Invoice, Danalix allows for multiple partial payments of the full invoice amount. See screenshot example below.

Making additional partial payments towards a general invoice total payment

When making an additional partial payment towards the full payment amount, you are informed of the:

• Total partial payments already made toward the total payment amount,

• Balance remaining, and

• Individual partial payments that have already been made.

How general invoice partial payments are reflected throughout Danalix

When a partial payment is made, the partial payment amount is reflected on the “Awaiting Payment” and “All “summary screens by going to:

Activities & Billings sidebar menu > Billing & Invoicing > Awaiting Payment

Or

All sub-tab > find the Client and Matter. You will notice the total invoice “Amount,” partial “Payment Made,” and remaining “Balance.”

Note: The invoice status will remain “Awaiting Payment” until you pay the remaining/entire Balance.

See example screenshot below.

Helpful Tips:
You can make as many partial payments as you like until the full invoice amount is paid.

You can also use different payment methods for each partial payment.

The screenshot below demonstrates a second partial payment with a different payment method made on the general invoice

General Invoice Payment Options

You can make payments using several payment options such as:

• Cash
• Cheque
• EFT
• Certified Cheque
• Bank Draft
• Money Order
• LVTS
• Credit Card
• Transaction Fees

Invoice Payment with Cash

When making an invoice payment, if the payment option is “Cash,” you are required to sign off on the payment and send an email to the Client.

The Client will have to approve the Cash receipt as demonstrated in the example screenshots below.

Step 1

You sign & send receipt to Client to sign

Step 2

Client receives payment receipt with your signature to add their signature

When the Client signs the receipt, it automatically gets reflected in Danalix system.

The Clients does not need to take any action to send back the copy signed by both parties – once the Clients signs it, it will automatically get reflected in Danalix system.

Step 3

Client signs the receipt and a copy of the payment receipt with both parties’ signature is generated.

The Client also receives a copy of the updated invoice signed by both parties.

Client notification of payment receipt via email

When the payment is made, the Client will receive another email indicating:

• That you (the firm) have received their payment
• The amount received
• The date received
• A link to the invoice

The attached invoice to the email will outline all relevant information including:

• Whether it is a partial or full payment made, and all the matters and activities associated with the invoice.

If partial payments are made, each time an additional payment is made; the Client will receive an email of the updated invoice reflecting the payment changes.

Making payments directly from email sent to Client

If partial payment is made, the Client is also able to make full payment using their credit card directly from the invoice issued.

See example screenshot below.

Paying the General Invoice payment in full

When the invoice amount is paid in full, on the Billing & Invoicing summary screen (“All” and “Paid” sub-tabs), the status will change to from “Awaiting Payment” to “Paid,” the payment amount is displayed, and the balance will be $0.00.

Note that the invoice will also be moved from the “Awaiting Payment” sub-tab to the “All” and “Paid” sub-tabs.

How General Invoice Payment affects Bank Transaction> General Receipt

When a payment is first made, it is reflected in the “General Receipt” with a “Pending” status, which indicates that the transaction has not yet been confirmed.

To confirm the transaction, click the “Pending,” button, which will display a popup window for you to:

• Confirm that a deposit has been made.

o Note that you can easily perform this action at the time you are making the invoice payment. If this is done at the time you are making the invoice payment, it will already reflect here.

• The account the deposit is made from.

• Indicate whether the transaction is reflected in the bank account.

When you save your selections, the “Pending” status will change to “Transaction Confirmed” status.

How General Invoice Payment affects Bank Transaction Confirmation > General Disbursement

When a payment is made, it is reflected in the “General Disbursement” with a “Pending” status, which indicates that it has not yet been confirmed that a Withdrawal has been made.

To confirm the withdrawal transaction, click the “Pending,” button, which will display a popup window for you to confirm:

• That a withdrawal has been made
• The account the withdrawal is made from
• The date of the withdrawal
• Whether the withdrawal transaction is reflected in the bank account

When you save your selections, the “Pending” status will change to a “Transaction Confirmed” status.

How General Invoice Payment affects General Report > General Account Deposit Slip

When a General Invoice payment is made, this gets reflected on the “General Account Deposit Slip” showing the:

• Transaction date, client, payment method and amount, and the payee.

How General Invoice Payment affects General Receipt Journal

When a General Invoice payment is made, it gets reflected in the “General Receipt Journal” showing the:

• Transaction date, client, payment method and amount, and an assigned document number.

How General Invoice Payment affects Invoice Tax Report> General Tax Paid

When a General Invoice payment is made, the taxes associated with the invoice payment amount gets reflected in the invoice tax report relative to general taxes paid.

The tax information reflected includes:

• The firm members the taxes are paid to, the invoice or expense associated with the taxes, and the tax amount. The total tax amount is also provided.

How General Invoice Payment affects Invoice Tax Report > Invoice Tax Outstanding

When an invoice is first generated as draft, the total taxes collected from the Client is reflected under the Invoice Tax Report >Invoice Tax Outstanding.

When an invoice is fully paid, the outstanding taxes amount is removed from the list of “Invoice Tax Outstanding”.