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CRM - Admin Guide

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Marketing And Sales > Invoices > Mass Management Of Invoices
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Mass Management of Invoices

 

You can edit/import to/export/de-duplicate several invoice records at once. This is useful when you are updating or altering details that are common to a set of invoice records. For example, you may have several invoices that are assigned to different staff members but would like to reassign them to a single person.


Tip: If you want to update the details of a single invoice record:

  • Open the 'Invoice List', click the invoice name then click the 'Edit' button.
  • See 'Manage Invoices' for more details.


The interface allows you to:

  • Edit invoice records
  • Delete invoice records
  • Import / export invoice records
  • Find duplicates


Edit common details of several invoices

  • Click 'All' > 'Invoice' (under 'Marketing and Sales') to open the 'invoice List' interface
  • Select the invoices to be edited
  • Click 'Actions' and choose 'Edit'

The 'Mass Editing Invoice' pop-up will appear:




This interface contains four tabs:

  • Invoice Details – Allows you to specify subject, contract name and more. See this table for descriptions of the fields in the 'Invoice Details' tab.
  • Address Details – Allows you to enter the values for billing and shipping addresses. See this table for descriptions of the fields in the 'Address Details' tab.
  • Terms & Conditions – Allows you to provide a common 'Terms & Conditions' for the selected invoices.
  • Description Details – Allows you to enter a common description for the selected invoices.

Click 'Save'.

Delete invoice records


Invoice records that are no longer required can be removed.

  • Click 'All' > 'Invoice' (under 'Marketing and Sales') to open the 'Invoice List' interface
  • Select the invoices to be deleted
  • Click 'Actions' and choose 'Delete' button.




  • Click 'Yes' in the confirmation dialog to remove the record(s)

To import / export Invoice Records


Export:

  • Click 'All' > 'Invoice'
  • (Optional) Select the invoices you wish to export
  • Click 'Actions' > 'Export'
  • Choose whether to export selected records, all visible records or all records
  • Click 'Export Invoice'.
  • Invoices are exported in .csv format

Import:

  • Click 'All' > 'Invoice'
  • Click 'Actions' > 'Import'
  • Browse to the file containing your invoice records
  • Specify the format of your file
  • Click 'Next' to begin the import.

See 'Import and Export Records' for more information.


To find duplicates


You can find duplicates from multiple invoice records at once.

  • Click 'All' > 'Invoice' (under 'Marketing and Sales') to open the 'Invoice List' interface
  • Click 'Actions' and choose 'Find Duplicates'




  • Click in the 'Available Fields' box and choose the invoice related fields from the drop down. 'Ignore empty values' means the CRM will not consider matching blank fields as indicating a duplicate.
  • Click 'Find Duplicates'

The 'Duplicate Invoice' page will be displayed.



  • To delete a duplicate invoice record, select it and click the delete button on the top left.
  • To merge duplicate records, select them in the 'Merge Select' rows and click 'Merge'



The 'Merge Records' dialog will be displayed:



  • The selected 'Record #' is the primary record. Select other record to change the primary record
  • Select the column values that should be retained in the merged primary record. Please note you can select only one column value for the merged record
  • Click 'Merge'. The records will be merged and displayed in the 'Invoice List' page as per the selected column values.

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