When you bill clients in advance, additional calendar modifications, such as changing a lesson's duration, cost or deleting it entirely, creates a mismatch between your schedule and what was already invoiced. To alert you to this discrepancy, Teachworks automatically displays a red flag icon next to the invoice number in your Invoices table.
Viewing the Changes
When you view a flagged invoice, you will see tags that indicate lessons that have changed or been deleted. You will also see a tag above the invoice "Total" field that indicates the change in the invoice total and how to account for it.
Accounting for the Changes
There are two different types of changes that can be made depending on the status of the invoice:
Invoice Not Yet Paid: If the invoice has not yet been paid and is "Approved", you will be prompted to update the invoice to use the current lesson details and costs. You can click on the link provided in the tag, which will open the "Edit Invoice" form and will refresh the lessons.
Invoice Already Paid: If the invoice status is "Paid" and the invoice total has decreased, then you will be prompted to issue a credit note. Clicking the link provided on the tag will open the form for creating a credit note and will automatically add a line item to the credit note for the correct amount.
If the invoice total has increased, then you will be prompted to create a new invoice for the additional cost. The link provided in the tag will open the "Create Invoice" form with the a line item for the required adjustment.
NOTE: It's best to process flagged invoices once at the end of a billing period so that all changes can be handled at the same time before the invoice is set to hide flags. If you adjust a flagged invoice and hide the flags before the end of the billing period, and then other lessons on the invoice are subsequently changed on the calendar, the invoice won't be flagged for these changes because you've already hidden flags for that invoice.
Hiding Flags
Flags will can be hidden by either following the prompts for "Paid" invoices, or manually hiding flags. The two methods for hiding flags are:
If a "Paid" invoice has been flagged and you click the link in the prompt to "Issue Credit & Hide Flags" or "Create Invoice & Hide Flags" (see image below), then flags will be hidden from the invoice going forward.
If an invoice has been flagged, use the "Invoice Options" menu on the invoice to manually apply the “Hide Flag” option (see image below), then flags will be hidden from the invoice going forward.
Viewing Hidden Flags
When viewing the invoices table, any invoices that have hidden invoice flags can be seen displaying a Grey flag icon next to the invoice number:
If you would like to show flags that have been "Hidden", you can follow the steps below:
Click on "Billing" and then click on "Invoices".
Click on the "View" icon next to the invoice that you'd like to show the flags on.
Click on the "Invoice Options" menu and click "Show Flags".
