Enabling and Configuring Direct Invoicing

The Direct Invoicing setting in Orders (MANAGE > Settings) lets 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

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• In the Direct Invoicing section, click CONFIGURE.

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  This displays the Direct Invoicing settings for:

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  • 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

Uncheck only if you need to disable the functionality.

Address Information and Tax Jurisdiction

Enter the Address Information. 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 Invoicing orders.

Note

You’ll have an opportunity to change the tax jurisdiction (and apply discounts) for a specific Direct Invoicing 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 that is outside the normal bill cycle. Select the desired Debit and Credit Adjustment Type 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 Direct Invoice is generated for Direct Invoicing 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 setting indicates which items are included/displayed on the Direct Invoice. The options are:

  • All Items (includes both Direct Invoice and Billing Items)

  • Direct Invoice Items Only.

    Note

    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 in text, as needed, to state and/or clarify the terms and conditions of the Direct Invoice.

• 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.

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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. e)

If you need to edit your initial settings, click the Pencil icon .

Distribution Channel Auto-Setup in POS BackOffice

After successfully saving the settings, the system will create a new channel of distribution in Location Management (POS BackOffice -> Locations) to support a Direct Invoicing order. This channel includes the following elements that can be viewed and edited in the 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

  • 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 Invoicing-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)