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INVOICES: How can I edit the price for an event and/or its resources?

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. 


“View Forms” and “Edit Forms” must be set to “Allow” at Settings > Roles > (Select a Role) > Forms.


How to Do It

  1. Navigate to Events > Settings > (Find Event Type) > Form. 

  2. Click “Pre-Built Questions”.

  3. Drag “Invoice Details” field onto the form. 

  4. 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. 


In order to customize an Event invoice, “Edit Event” must be set to “Allow” at Settings > Roles > (Select a Role) > Events.


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: 

  1. Navigate to Event record at Events > Events Dashboard > (Select Event). 

  2. Click “Edit Event”. 

  3. To change the overall price for an Event, input the new price into the “Invoiced Event Price” field.

    1. 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. 

    2. 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.

    3. 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. 

  1. 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. 

  1. 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.


Scenarios

Scenario #

Uses Invoiced Event Price

Uses Invoiced Room Price

Uses Invoiced Resource Price

Result

1

Yes

No

No

  • “N/A” will appear for all costs, totals, and line items.

  • “N/A” will appear for cost and total columns for Rooms and Resources and for the subtotal, discount, and event total.

  • Users will see only a price for the “Invoiced Event Price”.

  • Any listed “Discount” fields will be ignored/overwritten.

2

Yes

Yes

No

  • This will result in the same outcome as Scenario 1: 

    • “N/A” will appear for all costs, totals, and line items.

    • “N/A” will appear for cost and total columns for Rooms and Resources and for the subtotal, discount, and event total.

    • Users will see only a price for the “Invoiced Event Price.”

    • Any listed “Discount” fields will be ignored/overwritten.

  • Since “Invoiced Event Price” is used, “Invoiced Event Price” overrides any calculations or edits to individual Rooms or Resources prices.

3

Yes

No

Yes

  • Users will see the same behavior as Scenarios 1 & 2:

    • “N/A” will appear for all costs, totals, and line items.

    • “N/A” will appear for cost and total columns for Rooms and Resources and for the subtotal, discount, and event total.

    • Users will see only a price for the “Invoiced Event Price.”

    • Any listed “Discount” fields will be ignored/overwritten.

  • Because “Invoiced Event Price” is used, “Invoiced Event Price” overrides any calculations or edits to individual Rooms or Resources prices.

4

Yes

Yes

Yes

  • Same behavior as Scenarios 1, 2 & 3:

    • “N/A” will appear for all costs, totals, and line items.

    • “N/A” will appear for cost and total columns for Rooms and Resources and for the subtotal, discount, and event total.

    • Users will see only a price for the “Invoiced Event Price.”

    • Any listed “Discount” fields will be ignored/overwritten.

  • Because “Invoiced Event Price” is used, that overrides any calculations or edits to individual Rooms or Resources.

5

No

No

Yes

  • Because “Invoiced Event Price” is not used, users will see different behavior in this scenario.

  • Coursedog will take the updated price for the Resource(s), sum them with the existing prices for other Rooms and Resources, and generate a sum for “Invoiced Event Price”.

  • The Resource(s) using “Invoiced Resource Price” will have “(Invoiced Price)” appended to the Resource name in the Name column of the invoice.

  • All other Rooms and Resources have no change.

  • Calculation

    • Subtotal = Sum of all Total fields

    • Discount is applied to the Subtotal

    • Invoiced Event Total = Subtotal - Discount

6

No

Yes

No

  • This will have the same outcome as Scenario 5 — this time, it happens to be a Room where “Invoiced Room Price” is used but the behavior is the same.

  • Because “Invoiced Event Price” is not used, users will see different behavior in this scenario.

  • Coursedog will take the update price for the Room(s), sum them with the existing prices for other Rooms and Resources, and generate a sum for “Invoiced Event Price”.

  • The Room(s) using “Invoiced Room Price” will have “(Invoiced Price)” appended to the Resource name in the Name column of the invoice.

  • All other Rooms and Resources have no change.

  • Calculation

    • Subtotal = Sum of all Total fields

    • Discount is applied to the Subtotal

    • Invoiced Event Total = Subtotal - Discount

7

No

Yes

Yes

  • Because “Invoiced Event Price” is not used, Coursedog takes the “Invoiced” prices for Rooms and Resources, calculates them, and generates a sum for “Invoiced Event Price.”

  • The Room(s) and Resource(s) where “Invoiced Room/Resource Price” is used will have for (Invoiced Price)” appended to the Room/Resource name in the Name column of the invoice.

  • All other Rooms and Resources have no change.

  • Calculation

    • Subtotal = Sum of all Total fields

    • Discount is applied to the Subtotal

    • Invoiced Event Total = Subtotal - Discount

8

No

No

No

  • If you aren’t customizing the invoice but have added either the Flat Discount Rate or Discount %, the discount will be subtracted from the subtotal. 



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