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This article is only for customers using Improved Actuals for invoicing. Unsure if that applies to you? Check here.

Where to find the 'Download invoice items' function

Once you have upgraded to Improved Actuals, you have access to a function called 'Download all invoice items'. To find it:

  • Log into the app and head to 'Revenue and Debt'

  • Next, click 'All invoicing activity'

  • In the top left box, select 'Invoices' from the drop-down menu

  • You will see the 'Download invoice items' button on the top left (as below)

  • Click this button to download a CSV of all invoiced items


How to use the 'Download invoice items'

Once you have downloaded the 'All invoice items' spreadsheet, you can filter by:

  • Item ID - a long number and letter ID

  • Item Type - for example, 'session', 'public funding'

  • Title - for example, 'full day', 'public funding'

  • Line ID - a long number and letter ID

  • Amount Invoiced - if there is a minus sign, this indicates a refund or credit

  • Item Total - the total cost of the item. Again if there is a minus sign, this indicates a refund or credit

  • Line Note - this will be blank if you have not added a note

  • Invoice Date

  • Due Date

  • Created Date

  • Invoice Number - this is how you can group the individually invoiced items into which invoice they came from.

  • Nursery - your setting's name

  • Bill Payer ID - a long number and letter ID

  • Bill Payer - the name of the bill payer

  • Billing Reference Number

  • Customer Reference Number

  • Child ID - a long number and letter ID

  • Child - Child's name

  • Invoice Total

  • Invoice Note - this will be blank if you have not added a note

  • Cost Centre - this will be blank if you have not added a cost centre

  • Status - for example, 'paid', 'cancelled' etc

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