SAM allows users to send invoices and receipts to Families or Organizations.
Family Invoices
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In SAM, open a Family record > click Fees-Expenses (sidebar) > Invoices In SAM, click Settings > View all Invoices or View all Receipts This is a full list of invoices/receipts sorted by the most recent invoice created. |
Create an Invoice
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In SAM, open a Family record > click Fees-Expenses (sidebar) > click Add AR (sidebar) > enter desired details > Save > Click Invoices (sidebar) > click Create New Invoice (sidebar) > Select Fees for Invoice by adding a check on desired fees to include > set Due Date > Save |
Invoice Setup Options
- Invoices can only be created if Adoption Fees with a net amount > $0 are entered.
- Include Pay Online link is shown when Credit Card Processing is enabled, which allows recipients to pay via a credit card online. Unselect as needed.
- Enter a single due date or select individual due dates for each fee posted on the invoice. Individual Fee Due Dates are pulled from each Fee (A/R) record.
- Use Check All and Uncheck All (under Save) for fast selection.
Create a Receipt
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In SAM, open a Family record > click Fees-Expenses (sidebar) > click Receipts (sidebar) > click Create New Receipt (sidebar) > Select Fees for Receipt by adding a check on desired fees to include > Save |
Fees which have a zero net amount or a partial payment are shown by default. Fees with a Receipt Sent Date, (fees previously sent a receipt), are excluded by default. Click Show All Fees (below Save) to select from all fees.
Send an Invoice/Receipt
Users can distribute an invoice or receipt via email or print for snail mail.
Email Invoice
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In SAM, open a Family record > click Fees-Expenses (sidebar) > click Invoices or Receipts (sidebar) > click Create New Invoices or Receipt (sidebar) > Select Fees by adding a check on desired fees to include > Save > Click Email Invoice (sidebar) > select and/or enter email addresses > Review the To and From email addresses listed > Save > click Confirm and Send Email |
When an invoice is printed, click Mark as Sent to enter the Invoice/Receipt Sent Date.
A communication record will be entered when an email is sent or the invoice/receipt is marked as sent.
Cancel will stop the process of sending of the Invoice. The invoice will be created and available on the Unpaid Invoice screen.
Receive Payments
Pay on Invoices
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In SAM, open a Family record > click Fees-Expenses (sidebar) > Invoices or Receipts (sidebar) > click on the checkmark next to an unpaid invoice This will mark the entire invoice as paid. Data set with this action:
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Individual fees can also be paid via the checkmark corresponding to each fee.
End Users Pay Online
With Credit Card Processing, invoice recipients can pay for an invoice online with a credit card. They can click a 'Pay Online' link will be taken to a form that presents the fees and space to enter their credit card.
SAM will enter Amount Received, Received Date and Credit Card Transaction IDs on the A/R record.
Style Invoices & Receipts
SAM Leads can style Invoices & Receipts by customizing the header and/or footer. SAM Leads can adjust the Top/bottom margins for print and the Header and Footer layout to style both Invoices and Receipts.
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In SAM, click Settings > Accounting Settings > Invoice/Receipt Letterhead (sidebar) > click Edit Header or Edit Footer > make desired changes > Save > Save, again on Invoice/Receipt Letterhead screen Clicking Edit Header or Edit Footer opens Template Designer to add text and images. |
Add Template to Invoice/Receipt
Add a template to the bottom of an Invoice to append messaging for the recipient.
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In SAM, open a Family record > click Fees-Expenses (sidebar) > click Invoices or Receipts (sidebar) > click Create New Invoices or Receipt (sidebar) > Select Fees by adding a check on desired fees to include > click Select Template to Append (under Save) > select desired Template and set Page-Break Before Template and/or Template Shown Before Footer (optional) > Save |
Delete an Invoice/Receipt
| In SAM, open a Family record > click Fees-Expenses (sidebar) > click Invoices or Receipts (sidebar) > click on the Detail icon (magnifying glass) for desired Invoice > click Advanced Options (sidebar) > click Delete this Invoice > confirm deletion > click Ok |
Organization Invoice/Receipts
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In SAM, open an Organization record > click Accounting (sidebar) |
To include details about payments received relating to Organizations, click Accounting from the Organization Cover Page sidebar, then click the Details link for the AR record to pay.
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