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Note: as of EngageIP 8.5.11.0 multiple email accounts are now supported allowing you to specify which address to send an invoice from in the [glossary_exclude]Owner[/glossary_exclude] Email Settings drop down field (shown in the image below). If this field is left blank the "Default" email settings will be used. For information on setting up multiple email settings or defining the default email settings see the Email Settings Configuration guide

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  • Default Delivery Type – you can later change this setting at the account level. The value selected at the Bill Group level represents the default when it is assigned to an account. (e.g. Hardcopy, Email, None etc.)

  • Export - if checked the output of the bill run for this group will be exported to the directory specified in the Export Path field

  • Export Path - If you would like to export the output of a bill run for this group, enter the path to the directory in this field

  • Invoice Email Attachment Options  - this defines how you would like to attach the invoice, i.e. attached as a PDF or an HTML file (separate from how the body of the email is presented). The 'No charge invoice delivery type' determines whether EngageIP should deliver a zero dollar invoice. In some cases zero dollar invoices are valid if usage exists or you may not want to deliver it at all if the amount owed is $0

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To get more information on how to create a Bill Group, please see the Bill Group Configuration article

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Required Billing Contact Configuration

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  • The Snapshot Invoices module must be enabled

  • Email Settings (SMTP) must be configured so that Snapshot Invoices can be sent. See the KB article Email Settings Configuration for setup instructions

  • In order to receive Snapshot Invoices by email, accounts must have a Billing Contact setup with an Email Contact Point. See the Required Billing Contact Configuration section above in this article for setup instructions

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  1. Load the Setup tab and click on Invoice Templates

  2. Create a new Invoice Template by clicking on the Add button

  3. Design your invoice template or copy over the template from another existing invoice (if you don't want the Snapshot template to deviate from the Invoice sent when payment is due).  For details on customizing your Snapshot Invoice see the article: Invoice Template Sample Code

  4. When your Snapshot template is configured Save it

  5. Load the Invoice Configuration page on the Setup tab

  6. Create a new Invoice by clicking Add

  7. Specify your newly created Snapshot template in Snapshot Invoice Template field

    • Snapshot Invoice Template - defines the invoice template that will be used when sending a Snapshot Invoice to the customer

    • Invoice Template - defines the invoice template that will be used when the regular invoice is sent to the customer

  8. Populate the remainder of the fields as desired (Email Delivery Type, Email Subject, etc.)

  9. Save the Invoice

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Snapshot Invoices can be sent based on Bill Group configuration ensuring only the collection of users you desire get Snapshot Invoices using the Advanced Delivery Schedule you defined. Simply modify existing Bill Groups and set the 'Invoice Configuration' field to use the Snapshot Invoices that you have configured. Information on adding and configuring Bill Groups can be found above in the section Associating the Invoice with a Bill Group

Snapshot Invoices will be sent out at midnight (00:00:00) when the 'Advanced Delivery' date is met. Regular invoices will continue be sent based on your Bill Group configuration settings.

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Note: In order to perform the actions below the User (ChangeSnapshotInvoiceConfiguration) and SnapshotInvoice (EmailSnapshotInvoice, ViewLatestSnapshotInvoice) role permissions must be enabled for your EngageIP role. See the Roles – Adding Roles, Setting Role Permissions and Importing guide for instructions on adding permissions.

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