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 dictated by the bill cycle. Direct Invoicing provides the ability to initiate a direct invoice transaction by selecting a starting block specifically configured for this functionality. A direct invoice transaction lets you:
Add retail products to an Order in the Orders web application.
Apply Discounts
During Order assembly, select a contact or address (other than the default) to use for taxing the Direct Invoicing Item
Bill to Account for Direct Invoicing products and subsequently send an invoice for the Direct Invoicing products outside the normal bill cycle
Override the cost on direct invoice order line items
Users with Cost Override permission can set the cost of a non-inventoried direct invoice item (override the default cost) during order assembly. This can be beneficial when selling a non-inventoried direct invoice item where the item’s cost can vary from one order to another. The flexibility to set the cost for an item on an order-by-order basis helps ensure the profit margin for the item on each individual order is calculated accurately. This calculation is done outside the IDI platform.
Prerequisite Setup
Permissions
The Allow Direct Invoicing permission is required to use this functionality in your system. This permission is associated to the Orders Admin role by default and may be added to other roles as applicable.
IDI Desktop Client
Prior to using the Direct Invoicing solution, you must do the following:
Enable the POS License
Assign all applicable Client permissions for access to the Product Management and POS Back Office Applications
Configure Adjustment Types (in Admin Console -> Data Management) for the Bill-to-Account (BTA) credit and BTA debit
Configure Product Suppliers (in IDI Desktop Client -> Applications -> Product Management -> Suppliers); specifically, Distributors and Manufacturers that are to be assigned to the Direct Invoicing Items
Configure Retail Discount Reasons (in IDI Desktop Client-> Applications -> POS Back Office -> Set Up)
Configure Retail Promotions (in IDI Desktop Client -> Applications -> Product Management -> Retail Promotions); if needed.
Workflow Module
Direct Invoicing requires a Workflow. Any applicable workflows must be correctly configured and assigned to specific Order Types, as required. In order to Process a BTA Adjustment a Workflow must have Tasks to perform the Billing System Update and Complete Order Actions.
Direct Invoice Starting Block
The system provides a Direct Invoice Experience starting block. This configuration is ready to use out-of-the-box and does not require further setup unless you need to make certain adjustments to meet your specific requirements. In that case you can either modify this configuration or create one or more new direct invoicing starting blocks from scratch. Starting blocks are configured in the Product Catalog web module.
Enabling and Configuring Direct Invoicing
To use Direct Invoicing functionality, it must be enabled and configured via MANAGE > Settings.
From here you’ll need to:
Choose to Allow Direct Invoicing
Note
Enter Address Information to set up the tax jurisdiction. This serves as the default and can be changed during Order entry.
Set up Bill to Account (BTA) Debit and Credit Types
Configure the Invoice
Notes:
This requires the Allow Direct Invoicing permission.
Do not enable Direct Invoicing unless you intend to use this functionality.
Direct invoicing requires starting block functionality to 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).
For complete instructions see Enabling and Configuring Direct Invoicing.
Creating a Direct Invoice Transaction
The overall process follows the same basic flow: Start > Basic Information > Assemble > Submit; however, Direct Invoicing requires some additional steps. You can also do the following on an optional basis as needed:
Change the default Unit Price (See Adding a Feature)
Apply a Discount on a Direct Invoicing Item
Change the default tax jurisdiction
View, Edit or Delete a Direct Invoicing Item that has been added to the order
Add notes to a direct invoice item with supplemental data regarding the order and invoice line item
Override the cost on direct invoice order line items
Preview and email the invoice
For complete instructions see Creating a Direct Invoice Transaction.