Difference between revisions of "Invoice Manager"

Revision as of 15:38, 11 May 2015

Terms

Account 

The entity with which transactions are made.

Items 

Things that can be purchased.

Order 

represents a purchase in any stage of completion.

Completed Order 

An order that the customer has indicated is ready to purchase.

Canceled Order 

An unpaid order that is marked to cancel

Paid Order 

A completed order that is paid

Fulfillment 

The process of delivering goods to the customer as a result of an order.

Invoice 

The document generated from an order record, generally unpaid.

Receipt 

The document generated from an order record, generally paid.

Recurring Purchase 

A record that triggers a future purchase.

Account Transaction 

A log that records previous transactions.

Account Transaction Document 

A list of Account Transactions exported as as one group.

Roles

Administrator 

The site user with administrator rights who configures and maintains the ecommerce system.

User 

Anyone with a record in the People table.

Customer 

The user who purchases online, creating an invoice, paying, etc.

Account Primary Contact 

The user selected as the contact for the account.

Account Customers 

Users with the account selected in the billing tab of their people record. These people can purchase online using the account.

Billing Contact 

The user selected in the Accounts Billing Contact. This user receives account notifications such as invoices and statements

Carbon Copy Contact 

(Optional) The user who receives a duplicate of all notifications.

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.

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 created by the administrator. They are presented as options to the customer during online purchasing. Each Pay Option includes a Pay Method which describes how the payment will be processed if selected. Online customers 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)

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.

Purchase History Report

Invoice Aging

Daily Activity

Print Queue

Top Buyers

Top Category Buyers

Item Purchase

Item Category Purchase

General Ledger Account Summary

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.

Tools

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

Create Manual Invoice

Creating Manual Charges or Credits

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

The following database tables are used and/or created by Membership Manager.

People

People is a system Table which stores information about users.

Organizations

People is a system Table which stores information about companies.

Accounts

The account is the record that is charged. All transactions have to have an account to charge and be paid from.
tablename = abAccounts

memberId

Primary Contact, The primary contact for the account.

billingMemberId

Billing Contact, The person responsible for ensuring payment for the account. If blank, the Primary Contact is used.

billingMemberId

Billing Contact, The person responsible for ensuring payment for the account. If blank, the Primary Contact is used.

closed (Closed) 

When true, this account can no longer be charged.

payMethodId 

Lookup list below This represents the accounts preferred method of payment.

• 1 - House
• 2 - Credit Card
• 3 - Billing

notificationMethodId 

Lookup list below. How the account would preferred being notified.

• 1 - Email
• 2 - Fax

termsId 

Lookup into content “Account Terms”. This information provides credit terms for the account.

dateHoldBillingUntil 

When not null, no payments can be run against this account until the date indicated. Charges should still accrue.

dateLastBillingNotice 

This is the date of the last time the account was notificed about a balance due.

requestedCancelDate 

After this date the account should not longer be charged. Services should be canceled on this date.

referralCode 

When the account was created, if a code was used for tracking it is saved here.

commissionAccountId 

If not null, commissions on payments to applicable charges are created in this account.

emailCharges 

When checked, all charges to the account should be emailed to the billing contact.

Account Transactions

Each entry represents either a credit or debit to the account. This will be considered an asset account so a charge increases and is a Debit, a payment decreases the balance and is a Credit.
tablename = abAccountTransactions

Approved 

payment transactions -- shows the payment was approved. If false, the transactions is not valid

isCharge 

If true, this is a charge transaction. A positive amount represents a charge to the account increases its balance due. A negative amount represents an adjustment that decreases the amount due.

isCommission 

if true, this transaction is a result of a commission on a different transaction

amount 

The amount of the transaction. Position amounts increase the balance due from the account.

accountId 

The account being charged or paying.

isSetupFee 

for charge transactions -- if true, this transaction is a one-time charge. If false, this transaction is a result of a recurring charge.

orderId 

Charge Transactions -- The order which originated the transaction

dateDue 

Charge Transactions -- Determined by the pay method and set at the time of the charge. Any transaction unpaid after this date has passed is passed due.

fromDate 

Charge Transactions -- When there is a service involved, the fromDate and toDate are the service dates.

toDate 

Charge Transactions -- When there is a service involved, the fromDate and toDate are the service dates.

recurringPurchaseId 

Charge Transactions -- When set, this charge was created by the associated entry in Recurring Purchases.

paidByTransactionId 

Charge Transactions -- When set, this transaction was paid by the associated transaction. One payment can pay multiple charges. If a partial payment is made on a account, the charge must be broken up and each charge paid in full.

paymentCheckNumber 

Payment Transactions -- The check number

creditCardNumber 

Payment Transactions -- cc number

creditCardAuthorization 

Payment Transactions -- authorizations from the payment processor

authorizationMessage 

Payment Transactions -- message from the payment processor

paymentAppliedToCharges 

Payment Transactions -- if true, this payment has been applied to charges.

orderId 

For charge transactions, this is the order the created the transaction.

Recurring Purchases
Each record represents a recurring purchase. The account billing process uses these records to create charge transactions periodically, which may then be paid.
table = abRecurringPurchases

accountId - The account to be charged

itemId - The item to use for purchase details

discountAmount - if provided, this amount will subtracted from the product amount when creating the charge transaction

isCommissionable - if checked, charges from this recurring purchase will be commissionable

dateChargeStart - When set, no charges will be created before this date. When a charge is created, it will never be back-charged earlier then this date. The effect is this will be the start date for the purchase, reguardless of other transactions. However, no refunds will be created based on this setting.

dateChargeEnd - When set, this represents the end of a contract period for a recurring purchase. This is generally the anticipated end of a longer purchase. For instance, this may be a monthly charge with a one year contract. The dateChargeEnd is the end of the year. It does not mean cancel, but represents the earliest time when the charge can be ended. The purchase will not be charge after this date.

requestedCancelDate - When set, this is the date after which the customer no longer wants the service. The purchase will not be charge after this date.

referralId - This is the ID of the referral record in referrals.

canceled - When true, this purchase no longer charges

dateStart (dateJoin)

This date is set to the date the purchase is created. dateChargedThrough This date, set by the recurring purchase process is the date that this purchase has been charged through. The recurring purchase process will create a new order based on this date. datePaidThrough This date is set by the payment process and manual payment entry. dateInactivate This is the date that the product should be deactivated for non-payment. dateCancel This is the date that the purchase is canceled for non-payment. Groups membershipControlled Contensive -- This is a developer-only field. When set, you can not add or remove anyone or delete the group.. The Member Tracking Process (MTP) will set the field when it creates the groups.

Referrals Is a list of codes created to track promotions and commissions. To use a referral, the customer enters a code which matches a referral record. The commissions and discounts then apply to only those items set in Referral Item Rules. referral.code The text code assigned to this referral. When entered during the purchase process, this referral is applied commissionAccountId When provided, this commission account will be used for the Order or Recurring Purchase. initialChargeDiscountAmount When provided, this discount amount will be applied to the initial purchase. recurringChargeDiscountAmount When provided, this discount amount will be applied to recurring purchases. recurringChargeDiscountPeriods When provided, the recurreint ChargeDiscountAmount only applies for this many periods. Account Notes Are a list of notes created the administrator. accountId The account associated with this note copy The text of the note. Account Terms The billing arrangements for accounts set to bill as pay method. daysToPay The number of days after the purchase date before the due date. Account Messages Are a list of messges created by the system to track activities. accountId The account associated with this note copy The text of the note. Items name copy overview sortOrder active hideOrderButton categoryId itemNumber UPC materials featured new viewings quantityOnHand quantityLow imageFilename thumbnailFilename options unitprice saleprice specialprice onSale allowReceiptCopy receiptCopy shippingRequired weight organizationId sourceitemNumber groupId The Subscription Group -- if this is not blank, anyone purchasing this item will be added to this group with the group expiration from groupExpirationPeriod and groupExpirationPeriodMonths groupExpirationPeriod This is an integer value in Days. it is used for both the expiration date of a subscription when it is purchased, and for the recurring billing period when a recurringCharge is included. groupExpirationPeriodMonths This is an integer value in Months, and acts like groupExpirationDays -- effecting both group expiration for subscriptions and the recurring purchase period. isInCatalog (new) default true. if true, this item appears in the catalog isCommissionable (new) default false. if true, the commissionaccountid receives thier commission on this item. For catalog purchases, the commission account is set when a new account is created with a referral code. recurringCharge (new) if not zero, this purchase creates a recurring purchase record which charges the account at the beginning of each period, based on the groupExpirationPeriod and groupExpirationPerodMonths. If the periods are zero, the recurring Charge is not valid. recurringPrebillDays(new) For a recurring item, how many days before the purchase date should it be invoiced. The Due date will still be the purchase date plus the days to pay (in account terms) Orders An order is created for all completed purchases. Processes may create incomplete orders as well. The line items of the order are orderdetails The completed order total is added to transactions as a purchase. Invoices sent represent a single orders. Name datePurchase The effective purchase date for the order. For orders invoiced in advance of the purchase, this is the date the purchase should take place. For instance, for a membership that expires on July 1, you might want to invoice for the renewal 30 days head of time. The datePurchase is July 1, the invoice date may be June 1, and if you extend them 10 days credit, the dueDate would be July 10. dateDue When the order should be paid specialPricing If true, this order qualified pricelevelFreeShipping if true, this order qualified itemCharge The total amount of all items shipCharge The calculated amount of shipping taxCharge The calculated amount of tax. priceLevelDiscount The calculated amount of the discount based on the price Level Discount scheme TotalCharge The total of item, ship, tax and discounts orderCompleted (can be removed and use dateComplete instead) - see orderComplete for details. readyForBatchComplete When true, the background batch will complete this order, performing all the billing, invoiceing and payment when necessary. dateCompleted Legacy - set when the order is paid. Current - set when the order is billed. -- however, there is a special case to cover the order upgrade. If dateComplete is set and ccNumber is set, the order is considered legacy and must be Paid. In this case, the payDate is set to the dateCompleted and paidByTransactionid is set to -1 to prevent re-paying. payMethod a text description of the pay method used payDate When the order was paid. For online orders this is populated. For offline payments, it is populated at the time the order is paid. ccAuthCode The code returned from the last payment process attempted. ccTypeActionCode The code returned from the last payment process attempted. ccRefCode The code returned from the last payment process attempted. billName phone fax company address address2 city state zip country billConfirmed not sure shipDate date when order is shipping shipTracking tracking number from the shipper shipMethod textr field with the name of the ship method used shipWeight memberId visitorId visitId visitId orderDetails name a text description of the item name, quanitity and options orderId itemId itemNumber quantity options unitPrice weight sourceid groupMemberId The user Id of the person who will be given membership for items with a groupId. These are items that provide group membership when purchased. The userid is saved in the orderDetail record because the group membership is created when the purchase is completed, which may be by a manual payment long after the purchase is made. if the groupmemberid is not set, the account contact will be used. item Categories Order Ship Methods Item Materials item Material Categories Item Categories