INTRODUCTION
Feature Summary: CourtReserve automatically voids an invoice when certain actions occur to prevent billing and payment errors. System users can enable a setting to prevent invoices from being auto-voided due to member actions.
Use Cases: Automatic invoice voiding helps ensure invoice accuracy when fees or payments change after an invoice is created.
PREREQUISITES
Enable the Batch Billing add-on and complete the setup process.
OVERVIEW
When an Invoice Is Automatically Voided
CourtReserve will automatically void an invoice when one of the following occurs:
A system user (or any user with admin permissions) modifies a fee on the invoice in any way, including adjusting charges or paying a fee.
A member makes a partial payment on an invoice. Because the invoice total no longer reflects the original amount, it is automatically voided.
Important Note
This will void the invoice, but not the fees linked to the invoice. Voiding an invoice does not void or remove the fees associated with it. The fees remain active and can be invoiced again if needed.
SETUP REQUIREMENTS
Prevent Member Partial Payments
To reduce invoice voids caused by partial member payments, system users can configure portal settings to prevent members from paying individual fees that are part of an outstanding Batch Billing invoice.
Navigate to the side menu and click SETTINGS > BILLING SETTINGS.
Click the Invoice Settings icon. The Invoice Settings page displays.
Scroll down the page and check the box next to Prevent Members from Paying Transactions if Member has Pending Invoices. Click Save changes.
USER PERSPECTIVE
When the Setting Is Disabled
If this setting is not enabled:
Players can pay individual fees that appear as line items on an outstanding invoice.
Players navigate to the Transaction Details page, locate an unpaid line item, and click Pay.
Once a line item is paid, CourtReserve automatically voids the invoice on both the Member Portal and the Admin side.
When the Setting Is Enabled
If this setting is enabled:
Players are prevented from paying individual fees tied to an outstanding invoice.
When a player clicks Pay, CourtReserve blocks the payment workflow.
A message is displayed prompting the player to pay the full invoice amount instead.
