Invoice Management

The Invoice section provides comprehensive tools for managing student invoices, tracking payments, and monitoring payment status.

Dashboard Statistics

At the top of the invoice list, you'll see:

• Total Invoices - Complete count of all invoices
• Pending Invoices - Invoices awaiting payment
• Paid Invoices - Successfully paid invoices
• Pending Amount - Total outstanding amount in LKR

Invoice Stages

Invoices move through different stages during their lifecycle:

Invoice List Features

Search & Filtering

Find invoices using:

• Search - By student name, student ID, invoice number, or package name
• Status Filter - Filter by invoice stage (All, Pending, Processing, Paid, Recovery, Expired)

Sorting

Click column headers to sort by:

• Invoice number
• Student name
• Package name
• Amount
• Due date
• Status

Overdue Highlighting

Overdue invoices are highlighted in red with an "Overdue" label for easy identification.

Invoice Details

Click on any invoice to view its details:

Invoice Information

• Invoice number and status
• Issue date
• Due date (with overdue calculation)
• Payment type (NEW/EXISTING student)

Package Details

• Package name
• Payment scheme (Full Settlement / 2 Installments)
• Installment number (e.g., "1 of 2")
• Total package amount
• Current installment amount

Student Information

• Student name and ID
• Grade level
• Branch location
• Guardian name and phone

Timeline

• Invoice creation date and time
• Payment received date (for paid invoices)

Payment Actions

Mark as Paid

For non-paid invoices:

1. Click "Mark as Paid"
2. Enter payment reference (required)
3. Add payment notes (optional)
4. Click "Confirm Payment"

This creates a transaction record and updates the invoice status.

Mark as Processing

For pending/recovery/expired invoices:

• Updates status to PROCESSING
• Indicates payment is being processed

Mark as Pending

For processing/recovery/expired invoices:

• Resets status to PENDING
• Use when payment processing is cancelled

Automatic Status Processing

A scheduled command processes invoice statuses automatically:

php artisan invoices:process-statuses

This command runs daily at 2:00 AM and:

1. Moves overdue PENDING invoices to RECOVERY
2. Issues credit notes for expired recovery invoices
3. Updates invoice statuses accordingly

Dry Run

Test the command without making changes:

php artisan invoices:process-statuses --dry-run --details

Invoice Lifecycle

1. Invoice Created → Stage: PENDING
   ↓
2. Payment Before Expiry → Stage: PAID ✅
   ↓ (or no payment)
3. Expiry Date Passes → Stage: RECOVERY
   ↓
4. Payment During Recovery → Stage: PAID ✅
   ↓ (or no payment)
5. Recovery Expires → Stage: EXPIRED + Credit Note

Database Schema

invoices
├── id (primary key)
├── student_id (foreign key)
├── scheme_id (foreign key)
├── amount (decimal)
├── expiry (date)
├── type (enum: NEW/EXISTING)
├── stage (enum: PENDING/PROCESSING/PAID/RECOVERY/EXPIRED)
├── installment (integer)
├── credit_days (integer)
├── recovery_days (integer)
├── recovery_start_date (date)
├── recovery_expiry_date (date)
├── credit_note_issued (boolean)
├── created_at
└── updated_at

Related

• Credit Notes - Managing credit notes for expired invoices
• Transactions - Payment transaction records
• Payment Configuration - Configure credit periods