InvoiceDeliveryApproval

Invoice Delivery and Invoice Approval Settings

The Invoice Delivery and Invoice Approval settings control the way your invoices are sent to customers, and whether invoices are automatically approved, respectively. Both settings can be applied at a system level for all customers, or set individually customer by customer.

Invoice Delivery is controlled by the Invoice Method setting available in the Invoice Management system administration settings, as well as available in each customer’s account settings. This determines how invoices are sent to your customer. Invoice delivery methods available are: ‘Email’, ‘Post’, ‘Fax’, ‘Do Not Send’, or ‘Email and Post’.

Invoice Approval is controlled by the Auto Invoice Approval setting in the Invoice Management system administration settings, and by the Auto Approve Invoice setting available in each customer’s account. When enabled, invoices are automatically set to Approved status when they are generated (i.e. after the bill run). If you also set your invoice delivery method to email, this will have the effect of automatically emailing invoices to customers without any manual intervention (i.e. provided you have an email invoice template set up correctly and your customers have valid email addresses set up).

To Set System Default Invoice Management Settings

1. Select Admin > Settings > Invoice Management from the Menu. The Invoice Management page will display.
2. Tick the Auto Invoice Approval check box to enable automatic approval of your invoices. This will be applied to all new customers that are created. Leave blank if you do not wish to automatically approve invoices.
3. Tick the Reset all customers check box to update all existing customer accounts to use the automatic invoice approval setting as set in step 2.
4. Select the required invoice delivery method from the Invoice Method drop list. This will be applied to all new customers that are created. By default, this is set to “Do not send”.
5. Tick the Reset all customers check box below the Invoice Method drop list to update all existing customers to use the Invoice Method setting selected in step 4. This will overwrite all existing customer invoice delivery methods set up.
6. Click the Save button. An information box will appear showing the invoice management setting was saved successfully.

To Set Invoice Settings for a Customer

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.

Invoice Method for New Customers

The Invoice Method setting can be set for a new customer as you create the account.

1. During account creation on the Create New Account page, the system default Invoice Method will display. If no system default is set, it will show ‘Do not send’.
2. To change the system default, tick the Override? check box beside the Invoice Method field. The Invoice Method drop list will become enabled for editing.
3. Select the required invoice delivery method from the Invoice Method drop list.
4. Complete the account creation process as normal.