Invoice Items

Invoice items are reusable line item definitions that can be selected when creating or editing an invoice. Each item has a unique code and a display name that appears on the student’s invoice. Managing a library of items ensures consistent naming and coding across all invoices and simplifies reporting by grouping charges under standardised codes.

How Invoice Items Work

When a finance officer creates an invoice and adds line items, they select from the list of active invoice items. The item’s code and name are copied into the invoice line. The officer then enters the quantity and unit price for that line.

Invoice items are shared across all invoices in your organisation. Changing an item’s name or code does not retroactively update line items on existing invoices — the name and code are copied at the time the line is added.

Note: Invoice items are distinct from fee plan items. Invoice items are the master list of charge types available for manual invoice creation. Fee plan items define the specific charges and amounts within a fee plan configuration. The same item code can appear in both contexts.

Create an Invoice Item

1. Go to Settings → Finance → Invoice Items, or go to Finance → Invoice Items if your navigation includes it directly.
2. Click New Invoice Item.
3. Fill in the item details:
   • Code: A short, unique identifier for this charge type (e.g., TUI for Tuition, REG for Registration Fee, LIB for Library Fee). Codes must be unique across all invoice items. This code appears in exports and reports.
   • Name: The display name that appears on invoices (e.g., “Tuition Fee”, “Registration Fee”, “Library Fee”). Keep names clear and student-facing.
   • Description: Optional. An internal description of what this charge covers. Not shown on invoices.
   • Status: Set to Active to make the item available for selection when creating invoices. Set to Inactive to hide it from the selector without deleting it.
4. Click Save.

The item is immediately available in the line item selector when creating or editing an invoice.

Edit an Invoice Item

You can update the name, description, and status of an existing invoice item at any time.

1. Go to Settings → Finance → Invoice Items.
2. Find the item and click Edit.
3. Update the fields as required.
4. Click Save.

Important: Editing an item’s name or code affects only future invoice lines created using this item. Existing invoice lines are not updated — they retain the name and code that was in effect when the line was added. If you need to correct an existing invoice line, edit the invoice directly.

Note: Item codes must remain unique. If you try to save a code that already belongs to another item, the system will return a validation error.

Deactivate an Invoice Item

When an invoice item is no longer in use, deactivate it rather than deleting it. Deactivating removes the item from the line item selector so finance officers cannot add it to new invoices, while preserving the historical record on any existing invoices that already use it.

1. Go to Settings → Finance → Invoice Items.
2. Find the item you want to deactivate.
3. Click Edit and change the Status to Inactive.
4. Click Save.

To reactivate an item later, follow the same steps and change the status back to Active.

Pro Tip: Before deactivating an item, search for it in the active invoices list to confirm it is not being used on any open invoices that may still need editing.

Permissions

Permissions are assigned to roles under Settings → Users & Roles.

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