Difference between revisions of "Invoice Manager"

Revision as of 22:01, 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
The account is the record that is charged. All transactions have to have an account to charge and be paid from.
tablename = abAccounts

memberId

( Contact ) - The person who is authorized to charge things against the account

• billingMemberId ( Billing Contact ) - The person responsible for ensuring payment from the account
• 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