InvoiceDeliveryApproval

Overview

The Invoice Delivery and Invoice Approval settings are two settings that control:

• the method of which your invoices are sent
• whether invoices are automatically approved.

Invoice Delivery is controlled by the Invoice Method setting. This determines how invoices are sent to your customer. The invoice delivery method options are:

1. Email
This method sends the invoice to the preferred email address of the billing contact of the account, and any other nominated recipients that are set up in the Invoice Delivery event template.

2. Post
This method sends the nominated recipient(s) of the Invoice Post event, a list of invoices to be printed out and posted to the customer.

3. Do Not Send
This method will leave the invoice approved but will not send the invoice to customers. When Emersion creates your service provider account during the start of the onboarding process, this is the default setting.

4. Email and Post
This method combines the activities of 'Email' and 'Post' respectively.

The Auto Invoice Approval setting determines what happens to invoices when they are generated. When this setting is enabled, invoices that are generated are automatically Approved and handled in accordance with the invoice method setting above.

Onboarding?

!!! IMPORTANT !!!If you are currently implementing Emersion in your business, it is important that you do not enable the Auto Invoice Approval setting until you are ready to send out invoices. Until then, leave this setting as Do Not Send.

These two settings are known in Emersion as account attributes, meaning that the Service Provider can configure a default setting that will be automatically adopted (inherited) by new accounts, unless the setting is overridden at the customer level.

Service Provider Default Settings

To set your default provider-level settings, go to:

Nav: Admin > Settings > Invoice Management

The Invoice Management page will display.

Invoice Delivery

1. Select the invoice delivery method from the options available. This will apply to all new customers that are created in future.
2. If you want to reset all customer accounts to this new default setting and remove any customer-level override, check the Reset all customers flag. If you want to change only the default setting for future customers, leave this unchecked.

Auto-Approve Invoices

To enable automatic approval of your invoices:

1. Tick the Auto Invoice Approval check box . This will apply to all new customers that are created in future.
2. If you want to reset all customer accounts to this new default setting and remove any customer-level override, check the Reset all customers flag. If you want to change only the default setting for future customers, leave this unchecked.

When you are happy with your Invoice Delivery and Approval settings, press the Save button.

Overriding the Service Provider Settings

1. Select Customers > Customer List from the Menu. The Customer List page will display showing all customers.
2. Locate and select the required customer in the list. The Customer Summary page will display.
3. Click the Detail tab. The Account Detail page will display showing Account Summary and Trading Terms.
4. Click the Edit Account Summary button. The Account Detail page will update to show the fields enabled for editing.
5. Select the required invoice delivery method for this customer from the Invoice Method drop list.
6. Select the required invoice template to use for this customer from the Default Account Invoice Template drop list. This will override the system default setting.
7. Tick the Auto-approve Invoices check box to enable automatic approval of invoices for this customer.
8. Click the Save Account Summary button. An information box will appear showing the account has been updated.

See Also

• Account Attributes
• Create an End User Customer