Direct Invoicing is for service providers who need to immediately bill an account for a purchase or charge when the business prefers to not wait for invoicing as dictated by the bill cycle. The solution was originally developed under IDI platform version 19.7 (FR 2990). Enhancements have been added in version 20.1 (FR 3056), version 22.4 (Web Sales FR 3411), version 22.7 (AR 9055) and version 22.12 (AR 9106).
Version 20.1 provides the ability to:
Configure direct invoicing settings (including invoice configuration) in the Orders web module
Set up retail products to allow direct invoicing in the IDI Desktop Client Product Catalog
During order assembly:
add direct invoice products on the order or cart/sale
apply discounts to direct invoice
specify a contact or address (other than the default) to use for taxing direct invoice products
Bill to Account and subsequently send an invoice for the direct invoice products independent of the normal bill cycle
Version 22.4 aligns direct invoicing with web sales and starting blocks (introduced with version 22.1). This version 22.4 and later, you’ll use starting blocks to begin direct invoice transactions tailored with labeling on pages, icons, and buttons to reflect the direct invoice user experience. This release provides an out-of-the-box Direct Invoice Experience starting block defined to begin a direct invoice transaction. Authorized users can modify the default configuration of this starting block and/or create additional starting blocks for direct invoicing as needed.
Additionally, the Orders and Customer Care web modules have new views for searching and managing direct invoice transactions.
To facilitate moving from an earlier version of direct invoicing, on taking version 22.4 or later, existing direct invoice order and sale transactions will be converted to direct invoice transactions with the new searching/tracking capabilities in Orders and Customer Care.
Version 22.7 provides the ability to add/edit notes on direct invoice items. The Notes field lets you enter supplemental data regarding the order and invoice line item. This can help reduce questions regarding the charges by providing additional details on the invoice. You can choose to display notes on the direct invoice or be for internal purposes only. Notes are optional. Also, new options in Order Field Configuration let you default or restrict the Notes and Display on invoice fields.
Version 22.12 enhances starting block configuration for direct invoicing. The configurable parameters on New/Edit starting block form are now presented on two tabs for clarity – Main and Policy. The Policy tab has a new area for Invoice Configuration when Start As on the Main tab is set to Direct Invoice. You can use this area to:
Select a template for invoice presentation. The drop down menu is populated with templates as configured in the IDI Desktop Client.
Choose to include all order items on the invoice or only direct invoice items.
Specify text for the terms and conditions.
Select a logo image to appear on the invoice.
Note:
These instructions cover direct invoicing through version 22.12. If you’re on an earlier version pay close attention to notes indicating when certain functionality does or does not apply. In particular:
In setup – Prior to version 22.4 you would begin direct invoice transactions as either an order or cart/sale where the transaction would subsequently be converted to a direct invoicing experience by adding an allow direct invoicing item. With starting blocks, this conversion is no longer performed. Direct invoice transactions will be driven by selecting a starting block set up specifically to initiate a direct invoice transaction. You may use the out-of-the box Direct Invoicing Experience starting block as is, or modify it, or create one or more completely new direct invoice starting blocks to meet your requirements.
Also with version 22.4, direct invoicing requires that starting block functionality be enabled. If you’re not currently set up for direct invoicing and you enable it, starting block functionality is enabled as well (if not already enabled). If your system is already set up for direct invoicing, starting block functionality will automatically be enabled when you take 22.4 or a later release.
Submitting a direct invoicing transaction – The process for assembling and submitting a direct invoice transaction is similar in earlier and later versions; however there are some significant differences, Therefore, this article provides two separate procedures to follow.
Starting block configuration enhancements available with version 22.12.