Difference between revisions of "Invoice Manager"

Revision as of 21:17, 8 May 2015

Invoice Manager Settings

To specify settings for the Invoice Manager, log in and go to ADMIN. Click on ECOMMERCE, INVOICE MANAGER and then click on the SETTINGS tab. Here you specify days allowed to pay invoices, days in advance to pre-bill certain accounts, setup for faxed invoices and information about who receives notification at your organization about any ecommerce transactions.

In the NOTIFICATIONS tab, you can customize the text in emails sent for denied payments and late notices.

Roles

• People who can buy using an account - everyone with the account selected in their people record.
• People who can access account information and pay bills - the account contact and the account billing contact selected in the account

Pay Methods

A list of hardcoded choices that determine how to process a charge. Each account has one pay method set. The default is pay on demand.

• No Payment Necessary - All orders will be automatically paid as $0
• Pay on demand - For online purchases, a credit card is required. For batch purchases, and on-demand option must be set in the account
• Bill and fulfill on payment - Send a bill to the account. Fulfill (ship) the order when payment received
• Bill and fulfill immediately - Send a bill but ship the order now

Pay Options

PayOptions are used for the catalog system and are a table of possible selections that an online user can choose when purchasing an order. Each PayOption includes a PayMethod to be used during the purchase. The online purchaser will only see the options that apply to them, based on their account settings.

• Pay Option set to No Payment - only available if account is set to no payment.
• Pay Option set to Pay on demand - available to everyone
• Pay Option set to Bill and fulfill on payment - everyone
• Pay Option set to Bill and fulfill immediately - required account set to bill and fulfill immediately.

Online Check Payments (ACH)

Online checks are treated as a payment method, just like credit cards. If you have Online Checks configured, the online payment form will automatically include an option to pay by credit card or online check.

To configure online check payment:

• Go to the Invoice Manager
• Click settings in the menu to see the settings page
• Click the Online Payments tab to open the online payment options
• You must select a processor that supports online checks, currently that is only Authorizenet
• Go to the processor's tab and check the Accept Online Checks checkbox

Important invoice dates and periods

• Purchase Date - For credit card purchases, this is just the date of the purchase. For billing, this is the date that the purchase should take place. For instance, for a service, this is the date the service will start. For a membership, this is when the membership starts. For online purchases, this is the date of purchase. For recurring purchases with no pre-bill period this is the invoice date.
• Invoice Date - the date that the order is billed.
• Due Date - when payment is expected.
• Account Terms - Days to Pay (for billing accounts only) -- this is the number of days after the purchase date that the customer has to pay.
• Prebill Days (for recurring purchases and billing accounts only ) -- this is the number of days before the purchase date that the recurring purchase is to be invoiced.
  

Example: recurring annual membership, expires January 31
prebill set to 30 days
days to pay set to 10 days
Purchase Date = February 1
Invoice Date = January 2 (30 days before the purchase date)
Date Due = February 11 (10 days after the Purchase Date)

Invoice Manager Reports

To get reports from the Invoice Manager, log in and go to ADMIN. Click on ECOMMERCE, INVOICE MANAGER and then click on the REPORTS tab. Here you can get reports on account purchase history, account invoice aging and daily ecommerce activity. You can also manage the print queue here.

Managing Accounts

To manage accounts, log in and go to ADMIN. Click on ECOMMERCE, INVOICE MANAGER and then click on the ACCOUNTS tab. You will see a list of all accounts, or only open accounts if you click the check box. From this screen you have the option to ADD an account, CLOSE an account or SEND STATEMENTS to accounts by selecting them with a check mark.

To edit information in a specific account or to get more detailed information about that account, click on the account name to open the record for that account. Here you can edit contact or payment information about this account. For details about purchases for this account, click on the PURCHASE HISTORY or RECURRING PURCHASES tab. In the PURCHASE HISTORY tab you can also send any outstanding invoices or statements. In the RECURRING PURCHASES tab you can ADD, DELETE or CANCEL a recurring purchase. Click on the MESSAGES or TRANSACTIONS tab to see a list of account activities.

NOTE ABOUT ACCOUNT CONTACTS: To show up in the drop down for any account contact, the ACCOUNT must be selected in the contact's User Record in the BILLING tab.

SETTING UP MULTIPLE BILLING CONTACTS FOR A SPECIFIC ITEM CATEGORY

To send invoices to multiple people in an organization for a specific item category, create an ACCOUNT CONTACT record by logging in and clicking on ADMIN, MANAGE ADD-ONS, ECOMMERCE and then ACCOUNT CONTACTS. Next click ADD. You will select the ACCOUNT and MEMBER that you want this record to apply to. For a User to show up in this drop down, there User Record must be set to MEMBER in the CONTROLLING CONTENT field in the CONTROL INFO tab.

Next, click on the CATEGORIES tab to select the category that applies. Click OK to save the new record.

NOTE ABOUT ITEM CATEGORIES: To add new categories, login and click on ADMIN, MANAGE ADD-ONS, INVOICE MANAGER, DATA, AND THEN ITEM CATEGORIES. Click ADD and then type in the name of the new category. Click OK to save changes. Next click on ITEMS and open a specific item; choose the CATEGORY from the drop down list. Click OK to save changes to the item.

Managing Membership Accounts

Invoices for membership renewals and account statements are automatically generated by the system based on the criteria you specified in the SUBSCRIPTION/RENEWAL tab under MEMBERSHIP TYPES. Click here for more information about setting up accounts with MEMBERSHIP MANAGER. Members who selected to auto renew their membership during the join process do not receive an invoice, and their credit card is automatically charged for the renewal fee.

Sending Manual Invoices or Statements. If you need to send a manual invoice or statement, click on the MANAGE ADD-ONS folder. Next click on the MEMBERSHIP MANAGER folder and then click on MEMBERSHIP MANAGER. From here you will click on the INVOICE MANAGER tab. Next click on the NAME of the account and the PURCHASE HISTORY tab for that account. Click on the box next to any invoices you want to send and then click SEND INVOICES. If you want to send a statement, which shows all outstanding charges for the account, click the SEND STATEMENT button.

If you need to send statements to multiple accounts, click on ECOMMERCE and then INVOICE MANAGER. Place a check in the box next to all accounts you want to receive a statement. Next click SEND STATEMENTS.

How to Update Accounts Upon Renewal. If the member elected to auto renew their membership, their credit card is automatically charged for renewal. If the member receives an invoice, he can choose to mail in a check or pay by credit card over the phone or via the mail-in application.

In order to mark the invoice as paid for payments mailed in or phoned in, log in and go to ADMIN. Click on the MANAGE ADD-ONS folder. Next click on the ECOMMERCE folder and then click on INVOICE MANAGER. From here you will click on the TOOLS tab and then select ENTER PAYMENTS/CREDITS. Select the account from the drop down menu. Choose check or credit card for payment. You can then enter the check number or credit card information and amount of payment. Click OK to save changes. Once they have paid, their expiration date will be updated automatically.

For accounts on auto pay, their expiration date will be automatically updated once payment has been received.

If an account has a renewal fee of $0, their renewal will be automatic and no invoice will be sent.

Creating Manual Charges or Credits

You can use INVOICE MANAGER to create manual invoices, credit memos and account charges. To access these features, log in and go to ADMIN. Click on the MANAGE ADD-ONS folder. Next click on the ECOMMERCE folder and then click on INVOICE MANAGER. From here you will click on the TOOLS tab and then select CREATE CREDIT MEMO, CREATE ACCOUNT CHARGE or CREATE MANUAL INVOICE. In each case you will select the account from the drop down menu. In each case you will enter the amount and all other information requested. Click the "CREATE" button at the bottom of the screen to create the desired charge or credit.

You can also use the TOOLS tab to process a batch of pending transactions by clicking on PROCESS BATCH.

Data Structure

Accounts

• membershipDateJoin - (membership Manager only)