Managing Billing

Setup Payment Terms

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Add a Payment Term

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1. Click Setup in the left-hand menu.
2. Click Payment Terms in the Billing area. The current list of Payment Terms will display.
3. Click Add Payment Term. Type the name of the new term in the Name field (replacing –New Payment Term). Modify the Due Dates Offset if desired.
4. Click Save Changes.

Remove a Payment Term

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1. Click Setup in the left-hand menu.
2. Click Payment Terms in the Billing area. The current list of Payment Terms will display.
3. Click the x at the end of the row of the desired Payment Term to be removed.
4. Click Save Changes.

Rename a Payment Term

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1. Click Setup in the left-hand menu.
2. Click Payment Terms in the Billing area. The current list of Payment Terms will display.
3. Click within the Name or the Due Date Offset of the desired Payment Term. Make desired changes.
4. Click Save Changes. Note: All previously recorded entries that used this Payment Term will now have the new Name and new Due Date Offset.

Manage Billing Templates

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Default templates for them emails sent for invoices, statements, credit memos, receipts, payments, notification letters, thank you letters and collection letters are available in your database. You may use these templates as designed or customize them to meet your business needs.

View/Edit Invoice Templates

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Within in your database, the Default with Logo invoice has been provided for use in creating your invoices. You can edit this template to meet your needs in needed.

1. Select Setup in the left-hand navigation panel.
2. Click Template Manager in the Billing section. By default the Transaction type will display Invoice. The loaded template lists the name of the template currently displayed.
3. From the loaded template drop-down list, select the template you wish to view/modify.
4. Edit the template as desired. Rich Text Editor functions are available to customize the template. See Working with the Rich Text Editor for instructions.
5. Insert the desired field by clicking Add Database Field, open the Billing Template Fields, scroll to and click the desired field.
6. Type a new name for this edited template in the Template Name field and click Save As (so not to modify the original in case you need to return to the old template).
7. Make sure to select this new template when creating your invoices.

NOTE: The database field titled [invoice_compact_lineitems] generates a unique output when used and is not commonly included on templates except in rare occasions. This database field will take all individual line items billed to the customer and compact them into a single item on the invoice that is displayed to the customer. The line item total will include the total of all individual line items. The line item description for the first item on the invoice is the only item that will display to the customer. In your software, you will still see all individual line items but the customer is kept from getting bogged down with all the items that make up that single item that you’d like to bill them.

View/Edit Statement Templates

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1. Select Setup in the left-hand navigation panel.
2. Click Template Manager in the Billing section.
3. Select Statement from the Transaction Type list.
4. From the Loaded Template drop-down list, select the template you wish to view/modify.
5. Edit the template as desired. Rich Text Editor functions are available to customize the template. See Working with the Rich Text Editor for instructions.
6. Type a new name for this edited template in the Template Name field.
7. Click Save As (so not to modify the original in case you need to return to the old template).
8. Click Close.

View/Edit Credit Memo Templates

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1. Select Setup in the left-hand navigation panel.
2. Click Template Manager in the Billing section.
3. Select Credit Memos from the Transaction Type list.
4. From the Loaded Template drop-down list, select the template you wish to view/modify.
5. Edit the template as desired. Rich Text Editor functions are available to customize the template. See
6. Insert the desired field by clicking Add Database Field, open the Billing Template Fields, scroll to and click the desired field.
7. Type a new name for this edited template in the Template Name field.
8. Click Save As (so as not to modify the original in case you need to return to the old template).
9. Click Close.

View/Edit Payment Templates

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1. Select Setup in the left-hand navigation panel.
2. Click Template Manager in the Billing section.
3. Select Payments from the Transaction Type list.
4. From the Loaded Template drop-down list, select the template you wish to view/modify.
5. Edit the template as desired. Rich Text Editor functions are available to customize the template. See Working with the Rich Text Editor for instructions.
6. Insert the desired field by clicking Add Database Field, open the Billing Template Fields, scroll to and click the desired field.
7. Type a new name for this edited template in the Template Name field.
8. Click Save As (so as not to modify the original in case you need to return to the old template).
9. Click Close.

View/Edit Collection Letter Templates

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1. Select Setup in the left-hand navigation panel.
2. Click Template Manager in the Billing section.
3. Select Collection Letter from the Transaction Type list.
4. From the Loaded Template drop-down list, select the template you wish to view/modify.
5. Edit the template as desired. Rich Text Editor functions are available to customize the template. See Working with the Rich Text Editor for instructions.
6. Insert the desired field by clicking Add Database Field, open the Billing Template Fields, scroll to and click the desired field.
7. Type a new name for this edited template in the Template Name field.
8. Click Save As (so as not to modify the original in case you need to return to the old template).
9. Click Close.

View/Edit Notification Letter Templates

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1. Select Setup in the left-hand navigation panel.
2. Click Template Manager in the Billing section.
3. Select Notification Letter from the Transaction Type list.

   

4. From the Loaded Template drop-down list, select the template you wish to view/modify.
5. Edit the template as desired. Rich Text Editor functions are available to customize the template. See Working with the Rich Text Editor for instructions.
6. Insert the desired field by clicking Add Database Field, open the Billing Template Fields, scroll to and click the desired field.
7. Type a new name for this edited template in the Template Name field.
8. Click Save As (so as not to modify the original in case you need to return to the old template).
9. Click Close.

IMPORTANT Make sure not to modify the items in [] brackets. These items contain custom programming that will automatically populate with specific information from your member’s account. If you accidentally modify/delete these fields, do not save but close the window. If the accidental modification was already saved, click the Add Database field icon to replace the item and save your updates.

View/Edit Thank You Letter Templates

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1. Select Setup in the left-hand navigation panel.
2. Click Template Manager in the Billing section.
3. Select Thank You Letter from the Transaction Type list.
4. From the Loaded Template drop-down list, select the template you wish to view/modify.
5. Edit the template as desired. Rich Text Editor functions are available to customize the template. See
6. Insert the desired field by clicking Add Database Field, open the Billing Template Fields, scroll to and click the desired field.
7. Type a new name for this edited template in the Template Name field.
8. Click Save As (so as not to modify the original in case you need to return to the old template).
9. Click Close.