Creating a Direct Invoice Transaction

Start

Direct invoice transactions can be initiated from both the Orders and Customer Care web modules (as described in the Web Sales article in the IDI Knowledge Center). The flow (page sequence) for a direct invoice transaction is the same as in past releases: Basic Information > Details > Submit.

Direct invoice transactions are started by selecting a properly configured starting block (Start As = Direct Invoice). When starting block functionality is enabled in orders, the NEW (+) button is relabeled as START >.

Clicking START> displays a dialog for selecting a starting block. Use the page forward (>) and backward (<) buttons or enter a string to search on (for example Direct) to find a Direct Invoice starting block.

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.

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.

Assembly - Add Items

Note

Saving the basic information displays the Details page for assembling the transaction. This is where you select one or more direct invoice items for the transaction (items configured to allow direct invoicing). You can also add other items (not direct invoice) as needed. All labeling is consistent with a direct invoicing user experience. On the Details page, click the Add Item button, choose to add account- and/or service-level items, then search for direct invoice Items using an appropriate text string.

The staging area in the right panel lets you do the following on a selected item as needed:

• From the View menu:

  • Apply discounts

  • Change the tax jurisdiction for an item

• View, Edit or Delete an item that’s been added to the transaction

• Users assigned a role that has both the Show Cost and Override Cost permissions can view and modify the cost. See .

  Cost Override

  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.

  Permissions

  There are no new permissions required to use this functionality; however, users that require this capability must be assigned a role that has both the Show Cost and Override Cost permissions to view and modify the cost. 

  How it Works 

  On a Direct Invoicing transaction, when staging a non-Inventoried direct invoice item, the Cost value is visible and editable for users with the above permissions. This is also the case when a non-inventoried direct invoice item already added to the transaction is reviewed and edited (via the pencil icon) in the order details pane. 

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  Notes:

  • The default Cost value as set in the Product Catalog is not shown. The field is blank initially because the value is not calculated until the item is added to the order.

  • The Cost field is not available for inventoried retail items.

    On entering a value in the Cost field, the undo arrow icon is available if you need to undo the cost override.

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    Note

    The Cost value is not a factor in the Subtotal and only applies when calculating profit margin (done outside the IDI platform).

• Direct invoice items can be serialized or non-serialized. You’ll need to enter serial numbers for serialized items before adding them to the transaction. If you fail to enter a required serial number, the field will be highlighted in yellow and you will not be allowed to proceed.

  • If you need to defer specifying the serial number at this point you can click the For Fulfillment check box. This auto-populates the Serial Number field with a temporary serial number (XXXXXXXXXXX). In addition it causes the system to fire a custom workflow down-stream to temporarily pause the order to let you enter the serial number and then resume the order.

    Note

    You are responsible for setting up the workflow. IDI can provide assistance via a work order.

• You can specify a decimal quantity for direct invoice items. For example, you may need to bill for professional services to the closest quarter hour. If a technician is on site for 1-3/4 hours, prior to this enhancement, you would have to create a product that represents the lowest denomination (in this case, 15 minutes), and then enter a quantity of 7 to equal 15 minutes x 7 = 105 minutes.

• The Notes field lets you enter a note for the retail item on the transaction receipt. This can help reduce questions regarding the charges by providing additional details on the invoice.

• Note

  You can choose to display notes on the direct invoice or be for internal purposes only. Notes are optional. In addition, new options in Order Field Configuration let you default or restrict the Notes and Display on Direct Invoice fields.Clicking in the field expands it to let you enter up to 4000 characters. Although the Notes field can handle 4000 characters, be cautious of how much room the notes will take up on the direct invoice.

  • Checking the associated Display on Direct Invoice check box causes the notes to be displayed on the direct invoice on its own line under the item’s Description. Clicking the information icon (!) displays text to let you know the entire note will display on the invoice if checked and caution you to be aware of space limitations.

  

  • When unchecked, the note is for internal viewing only. It will remain on the direct invoice item and will be displayed whenever the order is being viewed, up to and after completion of the order. Once the order is completed, the notes are read-only and cannot be edited.

  See for details on viewing and setting defaults and restrictions.

  More on Notes

  Viewing Notes on the Invoice During Order Assembly

  You can view the direct invoice prior to submitting the order by clicking the PDF icon (View Direct Invoice) on the right side of the page under the Tax & Totals pane.

  After the direct invoice downloads and opens in a new tab, you can see the notes in the Description column under the SKU/Description.

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  Defaults and Restrictions

  Order Field Configuration (MANAGE > Order Fields Configuration) 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 the Add Field Configuration drop-down menu you’ll see options for Display Notes on Direct Invoice and Item Notes.

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  • 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).

  Typically, you’ll defer adding the item (by clicking the Add to Direct Invoice button) if you know additional configuration is required to apply discounts or change tax jurisdiction. Do this by selecting the applicable option from the View drop-down menu and proceed as described below.

Assembly - Apply Discounts

To apply a discount, from the View drop-down menu select Discounts, then click the + icon. This displays fields for entering the discount details.

• 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 Td 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:

• Default Taxing Method – Uses the tax jurisdiction for the configured default address (MANAGE -> Settings).

• 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 Td Direct Invoice to apply the Tax information or change the View as needed.

Adding Items to the Transaction

When you’re ready, click Add To Direct Invoice. This adds a row in the left pane showing charge and discounts (as applicable). The scissors icon indicates one or more discounts have been applied. Hovering over the scissors shows the discount impact on the charge. In this example, the $12.99 charge is discounted by $0.65.

Note

If the item has multiple discounts, the information reflects the cumulative amount for all discounts.

The Details view in this picture shows several billing items added to the transaction in addition to the direct invoice item. When you’re finished with assembly and ready to submit the transaction, click Review Direct Invoice.

This displays the tendering page where sales associates can review transaction details with the customer prior to tendering and submitting the transaction. (Show Picture)

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, this view 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 tendering view with TAX & TOTALS.

If you proceed to the tendering view directly from the Details view by clicking Review Direct Invoice, the 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.

Note

Billing items are not listed here.

The TAX & TOTALS tab lets you:

• Add one or more tender types (+NEW).

• See a preview of the invoice (document icon).

• Email the invoice on demand (mail icon, if the starting block is configured to support this).

Tendering

Add one or more tendering specifications. Typically, you’ll add a BTA tender type; however, you also have the option to add other tender types as needed. To start click +NEW. This displays fields for selecting the tender type and specifying the amount.

The tendering options available in the Types drop-down menu are set by Location > Register Policy configuration in the IDI Desktop Client POS Back Office.

Note

Credit Card tender type must have payment gateway configured for Authorize.net. ACH tenders require a valid routing number.

If you select a tender type other than BTA, the form will present fields for additional information depend on the selected type.

Notes:

• When driver’s license number is required its masked after entry; however, you can go back and edit the full number if needed.

• The total amount for all added tenders must match the Total for the transaction.

• When you add a credit card or ACH (check or e-check) tendering type, the Payment Method drop-down menu will be populated with the customer’s E-Pay accounts as configured in the IDI Desktop Client if applicable. The New Payment Method option lets you enter credit card or check tendering details on-the-fly (not associated to a specific E-Pay account). This is the only option available when the customer does not have any E-Pay accounts configured. Selecting this option displays an I-Frame form for entering the credit card or ACH information as required.

• 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.

Previewing the Invoice

Click the document icon to preview the invoice.

Note

The invoice presents charges for direct invoice items and billing items as applicable.

Emailing the Invoice

Your options for emailing invoices are driven by the starting block configuration.

• It may be set up to not email the invoice.

• It may be set up to prompt users whether or not to send when the transaction is submitted.

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• It may be set up to allow sending the email on demand. In this case an email icon will be available next to the preview receipt icon. This displays the same prompt to choose whether or not to send.

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• It may be set up to send automatically when the transaction is submitted (no prompt to choose whether or not to send). In this case, the Email on Demand icon, as shown above, is not available on the TAX & TOTALS tab prior to submitting; however, it will be available once you choose to submit the transaction.

Submitting

When you’re finished with tendering, invoice preview and emailing options, click Submit Direct Invoice. This updates the left panel of the tendering page with pertinent transaction information. The two badges at the top indicate transaction status (InProcess) and the amount tendered.

Notes:

• 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>].

    Note

    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. You cannot edit any BTA tenders that already been captured or completed.