The overall Order process is like any other Order; however, when an Order includes a Direct Invoicing item you will need to perform some additional steps when assembling, reviewing, modifying and/or completing the order.
Start
Selecting a direct invoice starting block displays the Basic Information page similar to initiating an order or cart transaction, except that the page is labeled to indicate that you’re starting a New Direct Invoice transaction.
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As with other transaction types, you need to specify the Customer. Order Type may or may not be auto-populated based on the starting block configuration.
Saving the basic information displays the Details page for assembling the transaction. The page is appropriately labeled to indicate you’re working with a direct invoice transaction.
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Assembly - Add Items
This is where you select one or more retail items for the transaction. You can also do the following on an optional basis as needed:
Apply discounts on a Direct Invoicing Item
Change the tax jurisdiction for a Direct Invoicing Item
View, Edit or Delete a Direct Invoicing item that’s been added to the Order
On the Direct Invoice Details page, click the Add Item button.
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Note
Choose to add account- and/or service-level retail items. Note that retail items can be serialized or non-serialized. You’ll need to enter serial numbers for serialized items before adding them to the transaction. All labeling is consistent with a direct invoicing user experience.
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When you’re finished with the item, click ADD TO DIRECT INVOICE. Or if you need to apply discounts or change tax jurisdiction, select the applicable View from the drop-down menu.
Assembly - Apply Discounts
To apply a discount, select Discounts from the View drop-down menu, then click the + icon. This displays fields for entering the discount details.
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Enter a Description.
Select a Reason.
Select either Amount or Percentage as the Type.
Enter the Discount Amount.
Click the + icon to add another Discount. To remove an added Discount, select the
icon.If you are done with this item, click Add to Direct Invoice to apply the Discount, or change the View to continue configuring the item as needed.
Note
If a Retail Promotion has been configured for the Direct Invoicing item and the eligibility conditions are met, the system will automatically apply the Retail Promotion-driven discount.
Assembly - Changing a Tax Jurisdiction
To establish a tax jurisdiction other than the configured default, use the Tax Information View. You can select from any of the following options:
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Default Taxing Method – Uses the Tax Jurisdiction for the configured default address (MANAGE -> Settings). This is the default selection when you open this View.
Primary Customer Contact – Uses the Tax Jurisdiction from the Account’s Primary Customer Contact. Selecting this option displays this contact’s address information.
Service Address – Uses the Tax jurisdiction from the selected Service Address. Selecting this option displays a drop down menu for choosing an existing Service Address on the account.
Service Contact– Uses the Tax jurisdiction from the selected Service Contact. Selecting this option displays a drop down menu for choosing an existing Service Contact on the account. Or you can click the + icon to add another Service Contact (using Customer Care).
Click Add to Direct Invoice to apply the Tax information or change the View as needed.
Viewing, Editing or Deleting an Added Direct Invoicing Item
On the Direct Invoice Details page, selecting a the Direct Invoicing Item displays its details on the right side. You can change the View from Details to Tax Information or Discounts to review other details. You can use the following to manage a Direct invoicing Item on the Order:
Select the
(pencil) icon to edit the details for the Direct Invoicing Item.Select the
icon to remove the item.Select the x icon to close the item details view.
Review and Bill to Account
When you’re ready, move from Assembling to the Review phase by clicking Review Direct Invoice.
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This displays the Summary view.
Note
If you leave the Detail page in assembly phase without clicking Review Direct Invoice, and then return to the transaction via the Direct Invoice OmniSearch, the Summary view will not be as described below. It will not show the TAX & TOTALS tab and will have a COMPLETE DIRECT INVOICE button (rather than SUBMIT DIRECT INVOICE). In this case, you must click the COMPLETE button to proceed to the Summary with TAX & TOTALS.
If you proceed to the summary directly from the Details view by clicking Review Direct Invoice, the Summary page will have a TAX & TOTALS tab that shows a subtotal, tax, and total amounts stemming from all charges related to the direct invoicing items on the transaction.
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This tab lets you view the generated direct invoice and/or add a line for the amount to be Billed to Account (BTA).
Note
To view the invoice, click the View Invoice icon. This icon is only available on the TAX & TOTALS tab.
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This displays the Invoice (per the configured invoice template). If done prior to adding BTA (see next steps), the invoice will indicate a total is due.
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To add a BTA line, click the +NEW button on the TAX & TOTALS tab.
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This displays the Type and Amount fields.
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Type defaults to the BTA (Bill-to-Account) tender. Only Tenders configured with a base tender type of BTA are supported.
Amount defaults to the total amount due for all direct invoicing (retail) items for this transaction.
Note
The system will not let you submit the direct invoice unless the Amount is equal to the total amount due for the direct invoicing items. Attempting to Submit prematurely will display an error message to alert you of this condition.
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If you edit this amount (for an amount less than the total due), the system will prompt for another Type and Amount entry.
Click SAVE. This adds a line (or lines) for the Type (BTA) and Amount under the Total.
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At this point, if you display the invoice, you’ll see the BTA information.
At this point you can either return to the Details view to add more items or Submit the Direct Invoice.
Submit
When you’re ready, click SUBMIT DIRECT INVOICE. This results in the following:
The indicated amount tendered to BTA will be immediately billed to the account and be an Unposted Adjustment on the customer’s Account Balance.
An invoice (that overwrites any existing invoice) is stored in Document Storage. This is only done for direct invoicing transactions. No invoice is generated for non-direct Invoicing transactions.
Any workflow(s) associated with the Order Type are started. If the workflow includes steps that allow for you to Pause the Direct Invoicing Order, you can add more or edit Items on the transaction for any unlocked services.
Creating the Bill-To-Account Adjustment at Submit
Creating the BTA Adjustment uses the Workflow Action - Process BTA Adjustments.
Note
This action is available to be used when configuring a Workflow Trigger.
On submitting, the Process BTA Adjustments Action does the following:
Finds all Open or Authorized TenderInformationItems in the transaction with a BASE tender type = BTA
Creates an adjustment for each BTA-based tender on the transaction. Note: It uses Customer web service CreateAdjustment operation to create the adjustment
The Adjustment can be blocked or not (based on Workflow configuration, if applicable)
Adjustment Type is based upon the Debit (positive) or Credit (negative) Adjustment Type configured on the specific BTA-based Tender Type
The description of the created BTA Adjustment on the Account Balance is <Adjustment Type Description> [BTA for Transaction <.Receipt Number>].
If/when the Billing System Update runs after this Action is completed, the system will recognize the already-created adjustment and will not create a duplicate. Note: You cannot edit any BTA tenders that have already been captured or completed.