Stage 1. Settings
Click on the avatar in the upper right corner and go to System Settings → Finance → General Settings:
In the User Access Settings tab, check the user access rights. Employees have access only to invoices. Administrators - to invoices, transactions, and financial reports.
If you do not want employees to see other persons’ invoices - on the Settings tab, disable the View all invoices option. If you leave the option enabled, then the managers will be able to view and comment on other persons’ invoices, but will not be able to make any changes.
Allow the manager to process the payment manually (1) - enable this option if you believe that managers can mark invoices as Paid by themselves. If you disable it, then only administrators of the Finance application will have this right.
Publish a comment (2) - automatic publishing of a comment when the status of the invoice is changed. The invoice history will be recorded in the corresponding tab. We recommend leaving this option enabled.
Approve invoice for sending (3) – This is necessary if you do not want to make mistakes associated with invoicing. When putting a check mark here, the system will offer you to appoint the person responsible for invoice approval (4). Enter an accountant or a commercial director name. Note that the person responsible for approval must have the administrator rights of the Finance module.
Prohibit editing if the invoice was already sent to the client (5) - we recommend putting a check mark if you do not want to allow any confusion in the invoices.
Create a receipt and a payment message (6) - disable this option if you do not plan to record the invoice transactions in the system. Read more about this at «Processing invoice payments manually».
Send a message to the Payer when the invoice payment is received (7) – when processing the invoice payment or receiving an online payment, the e-mail message will be automatically sent to the client about the payment received. Use this option to increase the number of touchpoints with a customer.
Allow the invoice number editing (8):
Sometimes it becomes necessary to change the invoice number so that it would match the number of invoices, created, for example, in another system. If this option is enabled, an additional field will appear in the invoice creation/editing window, where you can specify the number manually. By using this number you can track the invoice payment in the future. If you leave this field blank, then the invoice will be automatically assigned to the next sequence number.
Settings of Email templates for sending invoices
Email templates can be created in the System Settings → Finance → Organizations. There are three templates of invoice letters available:
- when sending an invoice via e-mail;
- when sending the reminder about the payment;
- when sending the confirmation letter of payments received.
When creating a template, you can use the following variables: