Table of Contents
Overview
Example Use Case
Adding the Necessary Field to the Form (Admins Only)
Modifying an Invoice
Reading a Modified Invoice
How the “Invoiced” Fields Interact with One Another and with the “Discount” Fields
Related Articles
Overview
If you’d like to edit the price of an event, including its room(s) and/or resource(s), you can do that so long as the “Invoice Details” field is on the form for that Event Type.
The “Invoice Details” field allows you to:
Edit the price of an Event by using the “Invoiced Event Price” field.
Generate a Stripe invoice by using the “Stripe Invoice” field.
Add payment instructions to an invoice.
Customize Room and Resource prices for individual events.
If you don’t see “Invoice Details” on the Event Record but you wish to customize an invoice, reach out to a Coursedog admin at your institution for assistance.
Note that if you would simply like to offer a net discount on an invoice, that is done via the separate “Discount” or “Flat Discount Rate” fields.
Example Use Case
This ability comes in handy if you wish to modify the price for the room and/or resource(s) associated with an individual event – or the total invoice for the event itself.
If, for example, the default price for “Folding Chairs” is $1/hr, resulting in a “Resource Total” of $100 for an event, but you wish to change that total, you can now do so by inputting a different value (e.g. $50) in the “Invoiced Resource Total” field. This edited cost of $50 will be reflected on the generated invoice.
Adding the Necessary Field to the Form (Admins Only)
Overview | Related Permissions | How to Do It
Overview
In order to make use of the ability to edit the price of individual events and/or its associated rooms and resources, you will need to add the “Invoice Details” field to the Event Form.
Related Permissions
“View Forms” and “Edit Forms” must be set to “Allow” at Settings > Roles > (Select a Role) > Forms.
How to Do It
Navigate to Events > Settings > (Find Event Type) > Form.
Click “Pre-Built Questions”.
Drag “Invoice Details” field onto the form.
Save your form before exiting.
Modifying an Invoice
Overview | Related Permissions | Fields Related to “Invoice Details” | How to Do It
Overview
So long as the “Invoice Details” field is on a form, users with the correct permissions should be able to modify certain prices on the Event Record.
Related Permissions
In order to customize an Event invoice, “Edit Event” must be set to “Allow” at Settings > Roles > (Select a Role) > Events.
Fields Related to “Invoice Details”
Event Price | Invoiced Event Price | Stripe Invoice | Payment Instructions
Room(s) Details and Resource(s) Details | Resource or Room Total | Invoiced Resource Total or Invoiced Room Total
The below fields will appear on an Event Record whenever “Invoice Details” is on the applicable form.
Event Price
This is the non-editable total price of the event that Coursedog automatically calculates using the Room and Resources prices associated with the event
Invoiced Event Price
This field can be used to override the Event Price. For example, if the Event Price is $3,984 and $1,000 is entered in the Invoiced Event Price field, the Invoice will show a final price of $1,000.
Stripe Invoice
If you have enabled a Stripe integration, checking this box will generate a Stripe invoice for this event.
Payment Instructions
Notes added in this field will populate the “Payment Instructions” field in the invoice header.
Room(s) Details and Resource(s) Details
One field will appear for each Room and Resource associated with the Event.
When expanded, these fields show a “Resource Total” field and an “Invoiced Resource Total” field.
Resource or Room Total
This is the non-editable total price of the event that Coursedog automatically calculates using the price associated with the Room or Resource.
Invoiced Resource Total or Invoiced Room Total
This can be used to override the default price for that Room or Resource.
For example, if the Resource Total is $3,230 and $50 is entered in the Invoiced Resource Total field, the Invoice will show a final price of $50 for that Resource.
How to Do It
To edit prices for an individual event:
Navigate to Event record at Events > Events Dashboard > (Select Event).
Click “Edit Event”.
To change the overall price for an Event, input the new price into the “Invoiced Event Price” field.
Note that if you’ll be changing any “Invoice Resource Total” or “Invoice Room Total” fields, best practice is to leave “Invoiced Event Price” blank, and we’ll automatically calculate the “Invoiced Event Price” for you once you’ve adjusted the Invoice Resource/Room Totals.
If you do modify the “Invoiced Event Price” AND change Invoice Resource/Room totals, you will just want to make sure the math adds up.
If you edit the “Invoice Event Price” AND change an Invoice Room or Resource Total and the numbers don’t add up, the final invoice PDF will show the change to the resource price and the overwritten Invoice Event Price.
To change the price for an individual room or resource, click into the toggle next to that room or resource and input a new price in the “Invoiced Resource Total” (for resources) or “Invoiced Room Total” (for rooms) field.
Save your changes before exiting the form.
Reading a Modified Invoice
Edits made in these fields will be reflected on the invoice.
If the “Invoice Room Total” or “Invoice Resource Total” fields are used, an “Event Invoice Summary” section (shown below) will be added to the invoice.
You’ll see “(Invoiced Price)” in parenthesis added to any Room or Resource with an edited price, and the total Invoiced Event Price will be calculated using those edited prices.
In the below example:
The 5’ Round (Invoiced Price) line item indicated that the 5’ Round tables were charged at a total price of $50 rather than the calculated cost of three tables at a cost of $323/hour.
The Event Staff (Invoiced Price) line item indicates that event staff was charged at a total price of only $25.00 rather than the hourly cost of $12.00.
How the “Invoiced” Fields Interact with One Another and with the “Discount” Fields
Overview
There are several ways in which the fields within the “Invoice Details” field can interact with each other, and the “Discount (%)” and “Flat Discount Rate” fields to produce a total price for the event.
Below are several scenarios. We consider a field “used” if any value is entered in that field, even if the value is 0 or if the value is equal to the value in the existing price field.
As you will see below, if the “Invoiced Event Price” is used, that value will override any calculations or edits to individual Rooms or Resources prices.
If "Discount %" and “Flat Discount Rate” are both used, “Flat Discount Rate” will be ignored and the Discount % will be used.