Generate Invoices

Generate Invoices

Create student fee invoices from assigned fee structures.

Time Required: 5-15 minutes Module: Fees, Invoicing User Role: Fees Admin, Accountant

---

Table of Contents

1. Overview
2. Prerequisites
3. Generate Single Invoice
4. Bulk Invoice Generation
5. Invoice Configuration
6. Send Invoices
7. Field Reference
8. Troubleshooting

---

Overview

Invoice generation converts fee assignments into formal invoices:

• Creates accounting entries
• Enables payment tracking
• Generates printable documents
• Integrates with payment gateways

---

Prerequisites

Before generating invoices:

• Fees assigned to students
• Invoice templates configured
• Accounting journal set up
• Email templates ready (for sending)

---

Generate Single Invoice

Step 1: Open Student Fees

1. Go to OpenEduCat > Fees > Student Fees
2. Find the fee record
3. Click to open

Step 2: Review Fee Details

Verify before invoicing:

Section	Check
Student	Correct student
Amount	Expected total
Due Date	Correct deadline
Adjustments	Discounts applied

Step 3: Generate Invoice

1. Click Create Invoice button
2. System creates invoice draft
3. Review invoice details

Step 4: Confirm Invoice

1. Open the generated invoice
2. Click Confirm
3. Invoice becomes final
4. Accounting entries created

---

Bulk Invoice Generation

From Student Fees List

1. Go to OpenEduCat > Fees > Student Fees
2. Filter by:
   • Status: Confirmed (not invoiced)
   • Course/Batch
   • Due Date range
3. Select records (checkboxes)
4. Click Action > Create Invoices
5. Confirm generation

From Batch

1. Go to OpenEduCat > Course > Batches
2. Open batch record
3. Click Generate Fee Invoices
4. Configure:

Option	Description
Academic Year	Fee year
Due Date	Invoice due date
Auto-Confirm	Confirm immediately

5. Click Generate

From Fee Structure

1. Go to OpenEduCat > Fees > Fee Structures
2. Open structure
3. Click Generate Invoices for Assigned Students
4. Confirm generation

---

Invoice Configuration

Invoice Template

Configure invoice appearance:

1. Go to Settings > Invoicing > Invoice Templates
2. Customize:

Element	Configuration
Header	Institution logo, name
Body	Fee breakdown
Footer	Payment instructions
Terms	Due date, late fees

Invoice Numbering

1. Go to Settings > Invoicing > Sequences
2. Configure student fee invoice sequence:

Field	Value
Prefix	INV/FEE/
Padding	5
Next Number	00001

Journal Configuration

1. Go to Invoicing > Configuration > Journals
2. Find or create “Student Fees” journal
3. Configure:

Field	Value
Name	Student Fees
Type	Sales
Account	Fee Income

---

Send Invoices

Send Single Invoice

1. Open the invoice
2. Click Send by Email
3. Review email preview
4. Click Send

Bulk Email Invoices

1. Go to Invoicing > Customers > Invoices
2. Filter by student fee invoices
3. Select unpaid invoices
4. Click Action > Send by Email
5. System sends to each student

Email Template

Configure email content:

1. Go to Settings > Email > Templates
2. Find “Invoice: Send by Email”
3. Customize:

Subject: Fee Invoice ${object.name}

Dear ${object.partner_id.name},

Please find attached your fee invoice for ${object.invoice_origin}.

Amount Due: ${object.amount_total}
Due Date: ${object.invoice_date_due}

Click here to pay online: ${object.get_portal_url()}

Thank you.

---

Field Reference

Invoice Fields

Field	Type	Description
name	Char	Invoice number
partner_id	Many2one	Student/Parent
invoice_date	Date	Invoice date
invoice_date_due	Date	Due date
amount_total	Float	Total amount
state	Selection	Draft/Posted/Paid
payment_state	Selection	Not paid/Partial/Paid

Invoice Line Fields

Field	Type	Description
product_id	Many2one	Fee product
name	Char	Description
quantity	Float	Quantity
price_unit	Float	Unit price
price_subtotal	Float	Line total

Fee Record Fields

Field	Type	Description
invoice_id	Many2one	Generated invoice
invoice_state	Selection	Invoice status
payment_state	Selection	Payment status

---

Troubleshooting

Invoice not generating

Problem: Create Invoice button not working.

Solutions:

1. Verify fee record is confirmed
2. Check no existing invoice
3. Verify accounting configuration
4. Check user has invoicing rights

Missing fee components

Problem: Invoice missing some fee lines.

Solutions:

1. Review fee structure components
2. Check component amounts > 0
3. Verify all components active
4. Regenerate invoice

Wrong amount on invoice

Problem: Invoice total incorrect.

Solutions:

1. Review fee assignment
2. Check applied discounts
3. Verify no duplicate lines
4. Check tax configuration

Email not sending

Problem: Invoice email fails.

Solutions:

1. Check email server configuration
2. Verify student email address
3. Check outgoing mail queue
4. Review email template

Cannot confirm invoice

Problem: Confirm button fails.

Solutions:

1. Check all required fields filled
2. Verify journal configuration
3. Check accounting period open
4. Review validation errors

---

Related

• Assign Fees to Students
• Fee Plans
• Online Payment
• Fee Reports