Invoice Entry

Invoice Entry is the accounting function used to review, manage, and process event invoices when an organization does not utilize the Pre-Bill workflow. It allows accounting teams to locate events, update billing and accounting statuses, lock or unlock event files, and process customer charges, printing, and email distribution. Proper use of Invoice Entry ensures accurate billing, financial tracking, and event revenue management.

This module is used when:

Events are ready to be billed and an invoice needs to be generated
An event's accounting status needs to be updated (e.g., from Pending to Invoiced)
Billing information on an event needs a last-minute correction before invoicing
Event files need to be locked to prevent further modifications
A charge needs to be processed directly from the invoicing workflow

Navigation

Steps to access:

On the left side panel, go to Finance & Accounting.
Click on Accounting Tools
Select Invoice Entry

Field Definitions:

Invoice Processing Tab — Filters & Controls

Filter panel (top of window)

Field / Control	Type	Description
Event Status	Dropdown	Filters the event list to show only events in the selected status (e.g., Pending, Completed, Ready to Invoice, Invoiced). Select the status that matches your billing workflow stage.
Start Date	Date picker	Beginning of the date range for events to include in the filtered list.
End Date	Date picker	End of the date range for events to include.
[Refresh]	Button	Loads the event list based on the selected Event Status and date range. Must be clicked after changing filters to update the list.

Event list (mid-section)

Column	Description
Event	Event name or ID
Customer	Customer name associated with the event
Date	Event date
Status	Current accounting status of the event
(additional columns may vary by configuration)

Bottom controls (per selected event)

Control	Type	Description
Status dropdown	Dropdown	Changes the accounting status of the selected event. Combined with [Update Status] to apply the change.
[Update Status]	Button	Saves the new accounting status selected in the dropdown above.
[Event Billing]	Button	Opens the Event Billing window for the selected event — used to review or correct billing details before invoicing.
Lock Event Files / Unlock Event Files	Toggle button	Locks the event to prevent further edits, or unlocks a previously locked event.
[Charge]	Button	Opens the payment processing window — integrates with Global Payments to collect a credit card payment.
[Print]	Button	Generates and prints the invoice for the selected event.
[Email]	Button	Sends the invoice to the customer's email address on file.