Setup

Configuration Prerequisites

Permissions

Prior to version 22.4 and the introduction of the Direct Invoicing starting block, order/sale transactions supported a direct invoice experience by adding a direct invoice item on the order. The Allow Direct Invoice permission regulated a user’s ability to search, find, and add a direct invoice item to a transaction to prevent accidentally invoking the direct invoice experience. With 22.4 and later, the only way to initiate a direct invoicing transaction is by selecting a starting block set up for direct invoicing. This supersedes having to observe the Allow Direct Invoice permission, and so it was deprecated.

IDI Desktop Client Setup

Prior to using direct invoicing, you must do the following:

• Enable the POS License

• Assign all applicable IDI Desktop Client permissions for access to Product Management and POS Back Office

• Configure Adjustment Types (in Admin Console -> Data Management) for the Bill-to-Account (BTA) credits and debits

• Configure Product Suppliers (in IDI Desktop Client -> Applications -> Product Management -> Suppliers); specifically, Distributors and Manufacturers to be assigned to the Direct Invoice Items in the Product Catalog

• 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.

Setting Up Direct Invoice Products in the Product Catalog

Note:

Even though with version 22.4 and later the system no longer uses a product configured to allow Direct Invoicing to convert an order or cart/sale to a Direct Invoice Order, any product  you intend to invoice directly must be set up to allow direct invoicing.

Any retail items that you intend to invoice directly must be configured to allow direct invoicing in the Client Product Catalog. Add these items as Retail products and check the Allow Direct Invoicing checkbox. This makes the product available for selection during order assembly if Direct Invoicing is enabled in your system as described below.

Note:

It is recommended to use a SKU that facilitates searching on SKU when adding items during order assembly.

Enabling and Setting Up Direct Invoicing in Orders

The Direct Invoicing settings in Orders let you enable and configure Direct Invoicing functionality.

Notes:

• This requires the Allow Direct Invoicing permission.

• Do not enable direct invoicing unless you intend to use this functionality.

To enable direct invoicing in Orders:

• Select MANAGE > Settings

  

• In the Direct Invoicing section, click CONFIGURE.

  

This displays the Direct Invoicing settings for:

• Allowing Direct Invoicing

• Address Information to set up a default tax jurisdiction

• Bill to Account (BTA) Debit and Credit Types

• Invoice Configuration

Allow Direct Invoicing

The Allow Direct Invoicing checkbox is selected (checked) by default.

This indicates direct invoicing is available for use (pending completion of the remaining setup steps).

Note:

Leave this setting checked unless you need to disable the functionality.

Address Information and Tax Jurisdiction

This establishes a default tax jurisdiction for direct invoicing. Upon entering the address, the Validate Now button is enabled. Click this button to validate the address information and establish the default tax jurisdiction for direct invoice orders.

Note:

You’ll have an opportunity to change the tax jurisdiction (and apply discounts) for a specific direct invoice item when you assemble the order.

Bill to Account

Bill to Account (BTA) lets you apply a debit or credit on the customer’s account balance independent of the normal bill cycle. Select the desired adjustment types for the BTA from the respective drop-down menus.

Note:

Adjustment Types for BTA, a core Tender Type, are system-wide and not isolated to direct invoicing. If BTA is already in use for Point-of-Sale purposes, the menu choices will default to the already established values.

Invoice Configuration

These settings let you configure a printable version of the invoice generated for direct invoice orders.

• Invoice Template – Select a template from the drop-down menu. The following IDI default templates are available:

  • Default Direct Invoice

  • Default Network Receipt

Note:

A separate Change Request is required to develop and support any additional-custom invoice templates.

• Items To Include – This indicates which items are shown on the invoice:

  • All Items (includes both direct invoice and billing Items)

  • Direct Invoice Items Only – When selected,the system will also not display line items related to non-direct invoice items (e.g. price adjustments, installment plans, etc.) but any taxes from the hidden items will be included in the Tax Totals.

• Terms and Conditions – Enter text, as needed.

• Logo – The selected logo must meet the specifications of the configured invoice template. When using the Default Direct Invoice template, the logo specifications are width = 200 pixels by height = 60 pixels.

Click the Choose Logo button to search for a logo file.

Once a logo has been selected, a Remove Logo button is displayed. You can click this button to remove the previously chosen logo if needed.

Saving the Configured Settings

On saving your settings, the Settings page will display the configuration details.

Validation details are available via the Details link after saving the Direct Invoicing settings.

If you need to change any configuration settings, click the Pencil icon

Distribution Channel Auto-Setup in POS BackOffice

On successfully saving the settings, the solution will create a new channel of distribution in Location Management (POS BackOffice -> Locations) to support direct invoice transactions. This channel includes the following elements that can be viewed and edited in IDI Desktop Client:

• New Region

  • Name = Direct Invoicing Region

  • Abbreviation = DIRINVR

  • Is Active

  • All options (tabs) are set to Inherit from the Global Location

• New Store (within the new region)

  • Name = Direct Invoicing Store

  • Abbreviation = DIRINVS

  • Is Active

  • Store Type = Store^[1]

  • General Options are set to Override (not Inherit) from the Direct Invoicing Region

  • All other options (tabs) are set to inherit from the Direct Invoicing Region

  • Contact Info will be populated with the address information entered above.

  • The Store will be configured with a Direct Invoice-specific Register Policy that is defined with the following:

    • Set as an Override and not inherit from the Direct Invoicing Region

    • Auto Reconcile = Yes

    • Bill-to-Account (BTA) is configured as an accepted Tender Type

  • The Store will be configured with a Direct Invoicing-specific Printing options that are defined with the following:

    • Set as an Override and not inherit from the Direct Invoicing Region

    • Network Printer Template is set to the Invoice Template selected (as described later)

    • Footer is populated with the Terms and Conditions entered above

• New Register (within the new Store)

  • Register Number = 1

  • Description = Direct Invoicing Register

  • Is Active

  • Auto Reconcile = Yes (per the Store’s Register Policy

Configuring Starting Blocks for Direct Invoicing

Note:

This only applies for version 22.4 and later.

Starting blocks are configured in the Product Catalog web module. II platform version 22.4 and later provides a Direct Invoice Experience starting block as shown below. 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 invoice starting blocks from scratch.

Version 22.12 or later – two tab presentation:

Versions 22.4 through 22.11:

The Start As drop-down menu is pre-set to the Direct Invoice transaction type. DO NOT change this value if you intend to use the starting block to start a direct invoice transaction. When Start As is set to Direct Invoice, the Is Register Required check box is selected and cannot be unselected. Also, the Location and Register drop-down menus are pre-set to Direct invoicing Store and Direct Invoicing Register respectively. This matches the current setup for systems that use direct invoicing. For this release, it is recommended to NOT change Location and Register settings.

Note:

The Is Register Required check box and the Location and Register drop-down menus are hidden when Start As is set to anything other than Direct Invoice.

With version 22.12 or later you can use the Invoice Configuration section to:

• Invoice Template – Select a template for invoice presentation. The drop down menu is populated with templates as configured in CostGuard Client.

• Items to Include – Choose to include all order items on the invoice or only direct invoice items.

• Terms and Conditions – Specify text for the terms and conditions.

• Logo – Opens window to find and select a logo image to appear on the invoice.

All other settings can be modified as needed; for example, to use a starting action or modify the Displayed In and/or Allowable Actions settings. Each of the settings are described in greater detail in the Web Sales article in the IDI Knowledge Center.

Defaults & Restrictions for Add/View Notes on a Direct Invoice Item

Order Field Configuration in the Orders web module lets you:

• Restrict the ability to enter notes and toggle the Display on Direct Invoice check box.

• Change the default for Display on Direct Invoice to selected (checked).

In Orders:

• Select MANAGE > Order Field Configuration.

  

• Click +Add Field.

  

• In the Add Field Configuration drop-down menu you’ll see options for Display Notes on Direct Invoice and Item Notes

  

• Item Notes – You can restrict user acess for adding notes to a direct invoice item based on Starting Action and/or User Group(s).

  

• Display Notes on Direct Invoice – You can:

• Specify the check box default to checked based on Starting Action.

• Restrict user access to the check box based on Starting Action and/or User Group(s).