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Support Center » Knowledgebase » Getting Started with Ubersmith, Part 6: Generating an Invoice & Marking a Payment

	Getting Started with Ubersmith, Part 6: Generating an Invoice & Marking a Payment

Solution Generating an Invoice

Ubersmith will automatically generate at least one invoice per month for every client in the system. Admin users can also generate a manual invoice at any time through the client manager. To manually generate an invoice, navigate to the 'Billing/Invoicing' tab of the client you would like to send an invoice to. Click the 'Send Invoice Now' link on the upper left side of the page.

The resulting popup will show a preview of the invoice you are about to send. The invoice will include line items for any services that are due to be invoiced for their current renewal period as well as any services that are going to start or renew between the current day and the due date of the invoice. Services with a base price of $0 will not appear in invoices, however services with a base price greater than $0 but a 100% discount applied will appear as normal.

The due date of the invoice can be changed by adjusting the grace period field and clicking 'update preview' at the top right corner of the window. Keep in mind that changing the due date of the invoice may add or remove services that are set to be pre-billed.

Any service or account credit listed in the invoice mock up can be removed by unchecking the box to its left and clicking 'Update Preview' At the top of the window. The invoice mock up can be returned to its original state by clicking 'reset preview' at the top of the window.

Before generating the invoice officially, you will need to select a preferred method of payment in the upper right corner of the window. There are three options to select from:

Send Invoice Only
This option will simply generate the invoice and send notice to the client. No automated payment methods will be attempted, regardless of the auto-pay settings of the individual services.

Send Invoice and Process Payment Now
This option will generate the invoice and attempt to auto-pay any and all configured services as the invoice is generated. The success or failure of the payments will be displayed immediately on the resulting invoice. If the payment is successful it will be applied automatically and reflected in the invoice body. If it is declined, the invoice will remain outstanding. Any services that have not been configured to be auto-paid will not be included and will remain outstanding in the invoice. The notice for the new invoice will be sent immediately.

Send Invoice and Process Payment on <date>
This option will generate the invoice and allow the user to schedule an automated charge to happen at a later date. The notice for the new invoice will be sent immediately. All scheduled charges will be attempted on their prescribed dates by the automated invoicing script. Invoices with scheduled payments can be paid manually at any time through the Ubersmith interface. The invoice will remain outstanding until the invoice is paid one way or the other.

When the desired services are included in the mock up and the appropriate payment selection has been made, clicking 'send invoice' will officially generate and record the invoice in the client's account.

Marking a Payment

To apply a manual payment to an outstanding invoice, navigate to the 'Billing/Invoicing' tab of the client's profile and click on the 'Mark Payment' link for the invoice you would like to apply the payment to. The resulting popup will list some information for the invoice, as well as some fields related to the payment process.

Invoice Paid in Full
Check this box if the invoice has been paid in full by the client. The full outstanding amount of the invoice will be applied as a payment.

Received Payment / Process Credit Card / Charge Bank Account
These options allow you to specify what type of payment is to be applied. A 'Received Payment' is one being made manually outside of Ubersmith itself. These include check or cash payments as well as wire transfers. Selecting Process Credit Card or Charge Bank Account will allow you to initiate an automated payment through either your credit card gateway or ACH account.

Payment Method / Credit Card / Bank Account
If Process Credit card or Charge Bank Account is selected above, an additional pull down menu will appear allowing the user to select which credit card or bank account is to be used to process the payment. If applying a Received Payment, the pull down menu will allow the user to select the specific type of payment that is being applied.

Total Payment Received
Enter the amount received here. Some or all of the outstanding balance of the invoice may be applied.

Mark Received Payments
This section allows you to manually account for which services have been paid for by the client. To use it, simply fill in the fields according to the payments that your client has made.

Once the proper payment method and amount has been specified, click the 'Submit Payment' button to complete the process. Received payments will be applied immediately. Credit card or bank account charges will be submitted immediately to the appropriate processor and a success or failure message will be returned to the user. If an error is returned the payment will not be applied and the invoice will remain unchanged.

Article Details

Article ID:

101

Created On:

30 Mar 2010 07:18 PM