Before you add a discount or price increase to an invoice make sure that the entrant has created and saved one entry.

How to Add an Individual Discount to an Invoice

1. Log into the Admin Interface
2. Go to Award>Overview> View Entries
3. In the table search for the entry where you want to make the amend
4. Select Edit from the Actions menu
5. Scroll to the bottom of the entry and look for Invoice Options section
6. In the Discount Reason type a description of the discount that will be printed on the invoice
7. In the Discount Amount enter the amount of the discount. Note that if you want to add a price increase to the invoice you need to enter a – before the number:
   1. 10 – will give a £10 discount
   2. – 10 – will add £10 to the invoice total
8. Click Save and Close
9. When the invoice for the entry is generated it will include the price change defined in this section

Note – if the entry where the price change has been added is deleted before the invoice is generated then the amendment will not appear on the invoice.

However, we appreciate that some awards may want to use specific emails for different awards eg. for your 2022 Awards you may have had a customised 2022 logo produced.

You can now use these, or a per award basis, in the new Logo Override setting that appears in the Payment Paperwork section of your main Awards set-up page. To access it:

• Go to Awards
• Select your Award from the list and click Settings
• Scroll down to Payment Paperwork and in the field Logo Override, click on the Image icon and enter the URL of a web-hosted version of the logo.
• Click Save and Close

This logo override will now apply exclusively to that award. The default logo will continue to apply to all those awards that are unaltered.

To action this, you will need to follow a 3 stages process starting by revoking the invoice, then adding the discount to the required Entry and finally raising a new invoice to apply the discount.

How to Revoke an Invoice

1. Login to the Admin Interface
2. Go to Awards>Overview>Invoices
3. Find the invoice from the Invoice List
4. Click on Actions > Revoke invoice
5. Click OK where requested. A Credit Note will automatically be raised against it

How to Add a Discount Code to an Unpaid Entry

1. Go to Award>View Entries
2. Look for the relevant Entry
3. Click on Actions>Edit Form
4. Scroll down to the Invoice Options section (which is hidden from the Entrant). Please just note that if you are using paginated dividers, this will be under the “Entry Setting” section.
5. In the Discount Reason field, type the reason for the discount
6. In the Discount Amount field, type the amount
7. Click Save and Close. The discount is now applied

How to Raise a New Invoice with a Discount Applied

After you have actioned the steps above, you will just need to CloseDown the order in order to raise the new invoice.

1. Go to Awards>Overview>Organisations
2. Look for the relevant Organisation/Entrant and click Edit alongside them
3. Scroll down to the Entry Summary for this Organisation
4. Click Closedown. A summary of their order will be displayed
5. Click Continue to Payment
6. On the pop-up that appears add in a PO Number if applicable
7. Type I AM SURE where instructed
8. Click Proceed to Payment. The updated invoice will now be generated and emailed to the Entrant

Multiple rounds of discounts can be set up for an award, so long as the dates do not overlap with an existing discount. Therefore admins can set up an early bird discount and a late fee for the same award.

How to Set up Automatic Discounts

To create a discount follow the instructions below:

1. Log in to the Admin Interface
2. Go to Actions > Awards
3. From your Awards list, select the Award you want to apply it to, click Overview.
4. The Edit Existing Award page opens
5. Scroll down to the Pricing section and you will find the Automatic Discounts table
6. Specify a Name for internal use to identify the discount
7. Select the Start/End Dates that you wish the discount to apply. Please note that the Start Date starts at 00:00:00 and the End Date finishes at 23:59:59
8. Enter a Reason for the Discount, for example Early Bird Discount, and this will appear as a line item on the invoice
9. Enter a numeric amount in the Amount field:
   • A positive number will result in a discount, for early bird discounts, for example 10
   • A negative number will result in an increase, for late fees, for example -20
10. Choose if you wish to apply the value as a fixed price or a percentage
11. Admins can decide to apply a different value discount to different categories or only apply the discount to some categories. From the Category column:
    • Select Any to apply the discount to all categories
    • Select a Category to only apply to the selected category and repeat the discount to create for more categories
12. The discount will then be applied to all entries that are submitted between the specified Start/End dates

The discount will then be applied to all entries that are submitted between the specified Start/End dates

How to Amend Automatic Discounts

Automatic discounts can be deleted or updated at any time.

1. Log in to the Admin Interface
2. Go to Awards
3. From your Awards list, select the Award you want to apply it to, click Overview.
4. The Edit Existing Award page opens. Scroll down to the Pricing section. Underneath the normal Per Batch/Entry/Category settings, you will find the Automatic Discounts table.
   1. Select Delete next to the discount you wish to delete, you will be asked to confirm by clicking I AM SURE and then OK
   2. Select Edit to amend or update an Automatic Discount at any time

Important Notes

• For a price increase it is advised that the end date is not the submission date for the award, as any entries submitted late will not have the fee applied. Choose a date at least 6 months into the future to ensure the increase does not time out.
• The value of discount can never be greater than the value of the invoice so if the discount is greater than the value of the invoice the invoice will be at the value of £0
• The discount is changed if an entry is subsequently unsubmitted and then resubmitted if the discount end date has passed. Nucleus will use the latest submission date of an entry to calculate the invoice regardless of when the entry was first submitted.
• If an invoice has been generated against the entry then changes to the submission date will not affect the invoice.
• Automatic Discounts will continue to apply in conjunction with other exceptions you may have to the regular pricing bands – such per Category Price Overrides, including those for certain users like Members
• If an entry is unsubmitted and then resubmitted the new submission date will be used to calculate if the entry meets a discount or price increase. Before admin users unsubmitted an entry they should check the invoice has been generated
• If an entry has been unsubmitted and resubmitted then admin user can use the per entry discount function on the admin entry form to manually amend the invoice total – for more information see adding a custom discount guide

How to update an existing invoice

1. Log into the Admin Interface
2. Go to Awards & Projects > Select Award > Overview > Invoices
3. Find the relevant invoice and Click … to Edit
4. On the next page the following information can be edited:
   1. Organisation ID
   2. Net Total
   3. VAT Rate
   4. VAT Acronym
   5. VAT Number
   6. Invoice Number
   7. Sequence Number
   8. Status
   9. PO Number
   10. Payment Record ID
   11. Notes
   12. Parent Invoice ID
   13. Award
   14. Currency
   15. Details (for credit notes)
5. Update the above fields as required and click Save
6. Click Regenerate Paperwork to update the invoice or credit note with the new information
7. The new paperwork will not be emailed to the new user. It will appear in their entrant account.

This guide explains where tags appear in the system and what each tag means.

Where Do Tags Appear?

Tags are used across different areas of Nucleus to indicate statuses and help Users quickly understand key information. They appear in the following sections:

• Invoice List – Displays payment statuses and Credit Notes.
• Entry List Table – Shows the progress of Entries and highlights issues that need attention.
• Awards & Projects Page – Provides information on Award Statuses.
• Media Items Page – Displays the status of uploaded Media Files.

Each tag is colour-coded for quick identification. Below is a breakdown of where tags appear and what they mean.

Invoice List Tags

Please follow these instructions to locate these tags:

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Go to Overview > Invoices.

Tag Colours & Meaning

• Credit Note – Yellow (A financial adjustment has been applied).
• Unpaid – Orange (Payment is still outstanding).
• Paid Offline – Green (Payment has been manually confirmed).
• Paid Online – Green (Payment has been processed online).

Admin Status Column Tags in the Entry List Table

The Entry List Table now includes an ‘Admin Status’ column, where tags automatically update based on Admin actions. These tags help track each entry’s progress, issues, and final outcome. To find them:

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Click on View Entries.
5. In the Admin Status column, status changes update automatically based on the actions taken.

Tag Options & Meaning

• Problem – Red (If the entry has one, or more, questions marked as a Problem and no Flag Issue/Pending)
• Query – Orange (If the entry has one, or more, questions marked as a Query and no Problem/Flag Issue/Pending)
• In progress – Blue (If the entry has answers marked as Checked Ok or Corrected and is submitted)
• Complete – Green (If the entry has answers marked as Checked Ok or Corrected and is approved)
• Flag Issue – Yellow (If the entry has one or more answers marked as Flag Issue and no Pending)
• Pending – Turquoise (If the entry has one or more answers marked as Pending, overrules any other colour)
• New – Teal (Apply if the entry has no flags applied, and Admins haven’t checked it yet.)
• Unsuccessful – Grey (If the entry is Unsuccessful)
• Deleted – Pink (If the entry is deleted)

Tip for Admins: You can search by tag directly in the CMS (for example, typing “entry list tag: pending” or “entry list tag: problem”). This allows you to quickly filter and review entries by status, making it easier to identify which need attention. From there, you can update and personalise the status as appropriate.

Entry Status Column Tags in the Entry List Table

Entry Status tags provide a visual summary of a submission’s status, allowing Admins to quickly assess each item. To change a status, click on the coloured tag – this will open a drop-down menu with available options. Follow these steps to locate and edit the tags:

1. Log into the Admin Interface.
2. Navigate to Awards.
3. Select the relevant Award.
4. Go to Overview > Entries.
5. To edit the Entry Status, locate the relevant Entry.
6. Click on the coloured Status tag to open the drop-down menu.
7. Select the appropriate Status from the list.
8. The tag will update immediately to reflect your selection.

Tag Colours & Meaning

• Submitted – Blue (The item has been submitted for consideration.)
• Unsubmitted – Grey (The item has not yet been submitted.)
• Approved – Green (The item has been reviewed and approved.)
• Unsuccessful – Red (The item did not meet the criteria or was rejected.)

Entry ID Column Tags in the Entry List Table

This column shows entries ID, alongside their payment status, provided that the Award accepts payments. In this column, the tags are applied to the payment status. To view this column simply follow the step by step of the previous paragraph.

Tag Colours & Meaning

• Uninvoiced – Grey (The entry is either submitted or unsubmitted, and an invoice was not yet generated)
• Unpaid – Orange (The entry has been submitted, an invoice has been generated, but it was not yet paid)
• Paid – Green (The entry has been submitted, the invoice was generated and paid)

Tags in the Question List

In addition to appearing within individual entry questions, tags now also appear on the Form Setup page, under the Question List. This allows Admins to quickly identify certain characteristics of each question at a glance.

Where to View Tags

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Go to Overview.
5. Select Form Setup tab.

Tag colours & Meaning

• Personal Data – Orange
• Multi-Part – Light Green
• Read Only – Pale Teal
• Question Deleted – Pink
• Admin Only – Grey
• BAFTA View Mapping – Bright Aqua
• API Field – Lavender Blue

Question Tags in the Entry Edit Page

The rules for the Admin Status column come from the Entry Edit Page. Based on the action taken, a colour will be applied next to each question. To find them:

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Go to Overview > Entries.
5. Choose the desired Entry and click on Edit. The Entry Edit Page will open.
6. Alongside each question, change the status you would like to apply on each question.

Tag Options & Meaning

• Unchecked – No colour
• Checked OK – Green
• Corrected – Teal
• Problem – Red
• Query – Orange
• Flag Issue – Yellow
• Pending – Turquoise

In addition to this, question tags may appear on top of each Question to highlight specific information, such as:

• Admin-Only – if that question is visible for Admins Only.
• Read-Only – if that question is Read-Only.

Award Page Tags

Tags on the Awards & Projects Page indicate the Status of the Awards itself.

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.

Tag Colours & Meaning

• Award Open – Green (Accepting entries).
• Award Closed – Blue (Not accepting entries).
• Award Active – Yellow (Currently running).
• Award Inactive – Red (Not currently in use).

Media Items Tags

Tags in the Media Items section indicate the status of uploaded media files, whether they are still processing or if an error has occurred. To find them:

1. Log into the Admin Interface.
2. Navigate to the Media Items Section on the left hand menu

Tag Colours & Meaning

• Complete – Green (Successfully uploaded).
• Error – Red (Issue with the file).
• Uploading – Yellow (The file is still uploading).
• Transcoding – Yellow (The file is processing).
• Not Started – Teal (No media uploaded yet).

How to Set Up Pricing for your Award

In order to set up pricing structures, it is necessary to prepare the award to accept Payments. In this section, you can see how to activate Payments for your Awards.

1. Log in to the Admin Interface
2. Click on Settings on the desired award
3. Scroll down and set up a Last Pay Date for your award
4. Next, scroll down further and expand the Pricing section
5. On the Requires payment field, select the desired type of payment among Online or Offline, Force Online or force Offline. This guide explains how to set this up.
6. On the Maximum online payment field, set 20000 (formatted in this way, without symbols, commas or decimals. This amount is in accordance with the current maximum payment limit threshold that can be processed with Worldpay)
7. Fill the remaining fields as needed.

Pricing Structure

Once the award is set up to receive payments, you can scroll down and click on the Pricing Structure link. The first step is to choose the desired type of pricing structure, you can choose from the following:

• Batch
• Entry
• Category
• Nominee
• Number Question Pricing

How to Set Up Price Per Batch

A flat fee is paid regardless of the amount of entries submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Batch
3. Add a Price Structure > Default. If you want to apply a different Price Structure to your organisation can follow these instructions.
4. Add Start Date if applicable. The date will start at 00:00:00
5. Add End Date if applicable. The date will start at 23:59:59
6. Add a Invoice Description – This will be displayed on the Invoice as a line item
7. Add a Price – This can be positive (e.g. 10.00) or negative (e.g. -10.00)
8. Select VAT Exempt
   1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
   2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
9. Select Stop processing more rules –
   1. If No – all pricing rules created after will be taken into consideration when this price is applied
   2. If Yes – all pricing rules created after will not be applied.

Note – When you set prices using the same method (like per batch, per payment, or per category etc) this is called a rule.

How to Set Up Price Per Entry

A fee is calculated based upon the number of entries submitted at closedown. The entry fee can be set to either be flat fee per entry or to increase or decrease depending on the number of entries submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Entry
3. Add a Price Structure > Default
4. Add Start Date
5. Add End Date
6. Choose Depends On Award Pricing Structure – here you can select one of the pricing rules you’ve already created. By doing this, you’re linking the new price to that existing rule. This creates a dependency, meaning the new price will only be applied if the selected rule is already in use. In simple terms, you’re telling the system: apply this new price, but only when that specific pricing rule is active.
7. Define Allowance Link To – Here you can link a pricing rule to another so that both share the same threshold. The threshold is set on the main rule, and any linked rule draws from that same allowance, rather than using its own. This creates a shared limit across multiple rules.
8. Add an Invoice description
9. Add a Threshold – this allows you to define a range or limit where a specific price applies per Entries. For example: If the threshold is 10, it means this price will only apply when the quantity is between 1 and 10.
10. Add a Price
11. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
12. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied
13. Add any Criteria – this allows Admins to set specific conditions based on answers or selections from the form. For example, if you want to apply a certain price only when a user selects a specific option or gives a particular answer, you can do that by setting the appropriate rule here.

How to Set Up Price Per Category

A fee is calculated based upon the number of categories submitted at closedown. The entry fee can be set to either be flat fee per entry or to increase or decrease depending on the number of categories submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Category
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Category (or categories) to set up the price for
9. Add an Invoice description
10. Add a Threshold
11. Add a Price
12. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
13. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

How to Set Up Price Per Nominee

This option lets you charge a fee based on the number of Nominees. In other words, the total price will increase depending on how many nominees are entered.
Nominees can be set up on the Category page, under Eligibility > Nomination Data section.
Whatever you define there can be treated as a nominee.

1. Go to Pricing Structure > Add
2. Select Price Entity > Nominee
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Category (or categories) to set up the price for
9. Add an Invoice description
10. Add a Threshold
11. Add a Price
12. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
13. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

How to Set Up Number Question Pricing

This option allows you to set prices based on individual Questions, as long as the Question includes a number. The price you set will be multiplied by the number the user enters in their response. This is especially useful in cases like selling tickets or any situation where the total cost depends on a quantity provided by the Entrant.

1. Go to Pricing Structure > Add
2. Select Price Entity > Number question Pricing
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Question – here you can choose a select question you’ve previously created in the form where users pick from numbered options. The system will display all select questions – including both number-based and text-based ones – so it’s important that Admins choose the correct numerical select question to ensure pricing works properly.
9. Add Threshold Start – this is the minimum number where the price rule begins.
10. Add Threshold End – this is the maximum number where the price rule ends. For example, if you set a threshold start of 0 and a threshold end of 5, the price you define will only apply when the quantity is between 0 and 5.
11. Add an Invoice description
12. Add a Price
13. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
14. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

Once Pricing Structures for your award are set up as needed, you can also run invoice simulation tests using the Test Scenarios functionality. Follow this guide to learn how to use it.

1. If an entrant submits another entry after generating an invoice and would like it included in the total
2. If an entry is being moved to a different users account after the invoice has been generated
3. If you need to add a discount to an invoice after it was generated
4. If the invoice total is incorrect and requires updating

When an invoice is revoked, the full amount is credited on a credit note that is created and emailed to the entrant. This means that the invoice amount is reduced to £0 as finance teams will see the full amount raised and then the full amount credited back. This is different to raising a credit note to reduce the amount an entrant pays on an unpaid invoice or to issue a refund on a paid invoice. When the revoke function is used the entries will also be detached from the invoice and then it is possible to generate a new invoice against the same entries.

Note – that if an invoice is revoked the entries must still be paid for by the entrant before they will appear on the Viewing Interface.

How to Revoke an Invoice

1. Log into the Admin Interface
2. Go to Award>Overview>Invoices
3. Find the unpaid invoice from the Invoice List and from the Actions dropdown alongside it, click Revoke Invoice.
4. Click OK to confirm the invoice number is correct
5. Click OK to confirm that that the credit note has been generated
6. A credit note will be emailed to the entrant and the entries will now be detached from the invoice enabling you to make any amends and then generate a new invoice

Note – this process is not reversable so while it is easy to generate a new invoice for the same entries it is not possible to delete the credit note and reuse the original invoice.

The revoke option is only available to unpaid invoices.

How to Turn On the Discount Code Functionality

Before actioning any steps, you will first need to switch this functionality on:

1. Log into the Admin Interface
2. Go to Control centre
3. Under System Administration, select General Settings
4. Type in “Discount Codes” under the Name column
5. Click on Edit
6. On the Value field, input Yes
7. Click Save
8. The Discount Codes functionality will automatically be switched on

How Admin Users Create Discount Codes

Once the Discount Code Functionality is active on your instance, you will see new options available to you in Misc section of Nucleus.

1. Log into the Admin Interface
2. Go to Control centre
3. Click on Finance Settings and select Discount Codes, to open the Discount Code Administration page
4. Select Add to create a new discount code
5. The Add new Discount Code page will then appear. This page is where you select and manage all of the options for the discount code you are going to create.

• Provide a Description for the code. Note that the description appears on the invoice as the line description for the discount line item.
• Enter a Discount Code name, for example 20PERCENTOFF. This is the code that the user will need to enter at the checkout for the code to apply. The code is not case sensitive.
• Set the times and dates that the discount code will be valid. Using the Valid From and Valid to date select and time select options. Entrants can then only use the code during the dates/times set and if the code is used outside of this period they will receive a message that the code is no longer valid.
  • Leaving the Valid From date/time empty means the code will be valid immediately
  • Leaving the To date/time empty means the code will be valid indefinitely as there is no end date.
• To set a Maximum uses per organisation enter a number value in this option. If the code is used more than the number of times set per organisation then the user will receive a relevant error message.
• The code can be restricted to one individual award/project using the Limit this award to option. If set to Any then the code can be applied to invoices for all awards/projects in the instance. Please note that if this is set to Any, and the Maximum uses per organisation is set to 1, the code can only be used once across all your Awards/Projects.
• Different price structures can be set on the Awards Settings page, using the price structure functionality. This is used to charge different user types different prices, (i.e. example Students or Professional entrants). If you have set multiple price structures then you can use discount codes to move a user to a new price structure using the Price Structure Override. If you choose a price structure here, then the the invoice will be calculated using this price structure. Note the code can change the price structure and apply a discount at the same time.
• Set the discount Type:
  • Absolute – a fixed price discount/increase, for example £50
  • Percentage amount – a percentage of the total invoice discount/increase, for example 10%
• Specify the Amount of the discount/increase. If this value is set to zero then no absolute or percentage discount will be applied, but the price structure override (if any) will still be applied.

How Entrants Redeem a Discount Code

Note that only one code can be used at the checkout per invoice. Users cannot apply multiple codes to an invoice and there is not currently functionality to override this. If Entrants provide multiple discount codes then the system will apply the latest code they provided.

1. On the Award invoice preview screen, Entrants will have an additional option to enter a discount code
2. They will need to enter the discount code in the Apply discount code field and select Apply

3. When the user enters the code Nucleus will either:

• Apply the discount/increase depending on how admin users have set up the code
• Move the user to a new price plan, if this option was selected

4. The Invoice Preview page will reload and update to reflect the settings of the discount code.
5. The user should then click Continue to payment and proceed as normal. One the user has proceeded past the Invoice Preview page and generated an invoice it is no longer possible for them to add a discount code to the invoice. Admin Users will either need to Revoke and regenerate the invoice or Issue a Credit Note to provide any discount for the invoice
6. The PDF invoice sent to Entrants in the invoice email and available for download will include the discount line item and totals

How Can Admin Users Report on Invoices that Include a Discount Code

Once the first discount code has been used by an Entrant, a new column will automatically appear on the Invoices table list, so Admin Users can easily report on them. To see it:

1. Go to Awards>Overview>Invoices
2. A new column named ‘Discount Code‘ will appear. For invoices where a discount has been used the name of the discount code will appear in the column
3. To export a CSV file with the information provided on screen, click on Download in the top right of the page

There are areas, known as CMS fields, where admin users can provide customised copy on a per award basis the top and the bottom of each document. The below is an example of an invoice with the CMS areas highlighted.

How to Provide the Copy for the Custom CMS Sections?

The copy for the sections on the finance paperwork can now be found and managed using the rich text editors on the Awards Setting page. Using these editors means admin users can provide copy and even HMTL code to style these sections if required.

1. Log into the Admin Interface
2. Go to Awards
3. Locate the award that you wish to provide copy for and select Overview from the menu of the appropriate award in the list table
4. On the next page scroll down to the Pricing section in Settings
5. Make sure that the Award is set-up for payment
6. Once set up scroll down to the either the Invoice, Receipt or Credit Note headers
7. Under these headings there are different Rich Text editors for the following areas:
   1. Online and Offline Invoice Header
   2. Online Invoice Footer
   3. Offline Invoice Footer
   4. Online and Offline Receipt Header
   5. Online Receipt Footer
   6. Offline Receipt Footer
   7. Credit Note Footer
   8. Online Refund Footer
8. Update the copy in the editors and then click Save

Note – this will only update the copy for newly generated pdfs. Documents that have been created will not be auto updated. See the Invoice Regeneration Guide for more information.

Online vs Offline PDFs

There are two footers provided for each document type. This is due to the flexibility of Nucleus Finance functions which enables admin users to control down to Organisation level how the user should pay for the invoice.

• An Offline invoice will be sent if the Award/Organisation has been set up to pay via bank transfer
• An Online invoice is sent if the Award/Organisations has been restricted to make online payments only

These options allow admin users to provide different copy for both eventualities, for example admins can omit their bank details on the online invoices resulting in forcing all users to pay online. However, equally bank details can be provided for all pdf types if required.

How to Add a Logo to the Finance pdfs

Nucleus allows admins to provide a custom logo, per instance, for the invoice, receipt and credit note pdfs. Before you add a logo you will need to make sure the image is hosted on a website, for example, a WordPress Media Library with a publicly accessible URL. It is not possible to upload images directly to Nucleus but images with a link can be applied. If you do not know html code then we recommend that you resize the image to the required size before you upload. Ensure the height does not exceed 150 px and width 500 px.

1. Log into the Admin Interface
2. Go to Control Centre
3. Click Design Controls in the System Administration Menu
4. Scroll down find Invoice Paperwork Logo URL in the Entrant Interface section
5. Paste the URL in to the text area
6. Click Save
7. Type I AM SURE and then click OK
8. To test the paperwork go to Actions>Awards and click edit. Scroll to the bottom of the page and in the Test Paperwork section click on pdf to review the logo in the documents

How to Add Entry Titles and Entry IDs to an Invoice

Invoices can be updated to include the titles of all the Entries and the relevant Entry IDs on the invoices. This can be used by Entrants to reconcile the Entries that are included on each invoice. This is particularly helpful for Entrants who split their Entries across multiple invoices so that the payment comes from different department budgets.

There are two options to display the Entry Titles and IDs on all invoices or allow Entrants to choose if they wish to display the information on their invoice. When this is optional, there is a check box on the modal just before the invoice is generated. Once the invoice is generated, it is not possible to reverse this decision.

To enable either option:

1. Log into the Admin Interface
2. Go to Control centre
3. Select General Settings from the System Administration section
4. Search for Entry Titles on Invoice
5. Click Edit
6. Change the value to one of the following
   • None – if value is empty
   • Force – all invoices with include Entry names and IDs. Value Force
   • Optional – Entrants can choose to include Entry names and ID’s – Optional
     If selected, Users can choose if they wish to add the Entry Titles to their invoice at checkout. An option is presented on the PO lightbox and, if checked, the Entry Titles are included.
7. Click Save and Close