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Overview

Overview

From the Settings tab you can configure billing, invoicing, taxing and other account settings. The available options will be detailed below.

Settings Panel

The Settings panel to the left allows you to select billing, account and tax settings. If the Customer Portal has been enabled then portal settings will also be available in this section. Clicking on any of these items will show the current account configuration for each group of settings.

Edit Settings Panel

The information in this panel reflects the settings you have selected. From here you can modify account settings (note: fields with a red left a magenta left border are required, fields with purple text are read-only and cannot be modified).

Billing Settings

• Accounts Receivable Term: this field allows you to select the AR Terms that are applicable to the account. AR terms dictate when payment is due and what actions to execute if payment is overdue (send an email, apply a late fee, suspend the account, etc.)

• Currency: the currency that will be used when displaying amounts on the account (the account balance, transactions, invoice charges, etc.)the account purchases services in and usage rates are calculated in

• Bill Group: the bill group the account belongs to. Bill groups define billing settings such as the initial bill day set when the account is created and which the default invoice template to use when invoicing the customeraccount. If you setup configure another account to be billed for an account's subscription and usage charges then this setting will be disabled

• Invoice Delivery: defines how invoices will be delivered for the account and the invoice appearance/layout. If you configure another account to be billed for an account's packages subscription and usage charges then this setting will be greyed outdisabled

• Bill Day: the date day of the month when subscription (account-package) charges will be billed. This setting will switch to read-only when a package is if another account is configured to be billed for subscription charges, or if account-packages are added to the account

• New Bill Day: this field can be used to change the bill day. The value must be between 1 and 28 and once set will not take effect until the next billing period has been reached. This field will be disabled until packages are added to the account. Prior to packages being added to the account you can simply modify the ‘Bill Day’ field as needed

• Usage Bill Day: the day of the date month when usage charges (data, messaging, airtime, etc.) will be billed. This setting will switch to read-only when a package is if another account is configured to be billed for the selected account’s usage charges, or if account-packages are added to the accountInvoice Delivery: defines how invoices will be delivered for this account. Depending on the invoice delivery options you have setup you may be able to choose email delivery, hard copy delivery, sending no invoice at all or sending both an email and a hard copy

• New Usage Bill Day: this field can be used to change the day that usage is billed. The value must be between 1 and 28 and once set will not take effect until the next billing period has been reached. This field will be disabled until packages are added to the account. Prior to packages being added to the account you can simply modify the ‘Usage Bill Day’ field as needed

• Subscription Charges - Account to Invoice: this setting allows you to select another account that will be invoiced for this account's subscription charges. This setting will switch to read-only when a package is added to the accountNote: Splitting an invoice (subscription charges to one account, usage charges to another account) is not currently supported

• Usage Charges - Account to Invoice: this setting allows you to select another account that will be invoiced for this account's usage charges. This setting will switch to read-only when a package is added to the accountNote: Splitting an invoice (subscription charges to one account, usage charges to another account) is not currently supported

Account Settings

• Account Name: the name of the account. This value must be unique

• Display Name: a an optional friendly name that can be shown on reports and invoices. Whether or not this name appears on invoices depends on how invoices have been configured

• Account Status: the account status (active, canceled, etc.). The behavior of the statuses listed here will depend on the back-end/system statuses that they are configured withhow these statuses have been configured in the system. For example, if an account a status named 'Enabled' maps to a system status of 'Active' then setting the account to 'Enabled' will mean that account-packages can be added, modified and are billable. The system statuses that account statuses may be configured to use are:

  • Prospect - non-billable state which can be modified

  • Active - billable state which can be modified

  • Suspended - billable state which cannot be modified

  • Canceled - non-billable state which cannot be modified and cannot be switched back to another account status (i.e. is permanently canceled)

  Note: account status changes will have no effect on account-package or account-service statuses‘Enabled' could be configured as billable and changeable, meaning that account settings can be modified and account-packages are billable while the account is in the Enabled status. An account status can be configured to prevent changes (for instance, a ‘Suspended’ status) so that changes cannot be made to the account (except for the 'Account Status’ value). Switching an account to a status that has a back end configuration of 'canceled' will permanently cancel the account, preventing it from being switched to any other status

• Account Type: the type of account (partner, corporate, enterprise, etc. depending on what types your organization has setup). No system functionality is driven based on the account type, this value is simply used to classify accounts, primarily for reporting purposes

• Rate Plan: a rate plan with which provides usage rates can be setup here at the account level. This rate plan will only be used if a rate plan doesn't exist is not found at a lower level (e.g. if a rate plan with applicable usage rates is found on the an account-package that the usage relates to, the package's rate plan will be used instead of the rate plan configured here at the account level)Company: the company the account relates to)

• Account ID: a read-only auto generated account ID number (e.g. the first account you create will have an ID of '1')

• Price Book Regions: this field allows you to specify the price books that the account is eligible to buy from (i.e. define the regions the account is allowed to purchase products in). If this field is left empty then the account will only be able to add products that are configured with the ‘Standard’ price book. See the price book regions screen help for more information on price book regions

Taxes

• Tax Category: classifies the account to determine how to tax it (business, residential, etc.). During taxation only tax codes with a matching account tax category will be selected from to determine which tax rates should be applied

• Inherit Taxes From: if enabled tax settings from another account will be used to determine what taxes are applicable to charges on this account

• Account: appears when the 'Inherit Taxes From' field is set to 'Other Account'. Allows you to specify another account under the same ownerLifeline Customer: allows you to flag the account as lifeline eligible (this setting only applies in AvaTax integrated environments and is only applicable to addresses in the United States)

• Tax Exempt Level: the options here allow you to exempt all or specific taxes (state, federal, etc.) when transactions are taxed on the account. Specific exemption levels (federal, state, county, local) only apply when these details are present on the applicable tax rates (i.e. when an external tax vendor such as AvaTax is calculating taxes). The tax exemption settings used is determined by where the tax address is configured. If a tax address from an invoicer account is used when taxing sub-account charges then the exemption settings on the invoicer account will be used. If the tax address is taken from a sub-account then the exemption settings from the sub-account will be used during taxation

Customer Portal

• Enable Customer Portal User: enables customer portal access for an invoicer account. Account’s which do not receive their own invoice cannot setup a portal user

• Username: the username that will be used to access the portal

• Email: the email address that will be used to email the user in order to setup their portal password. This address is also used in the event the user clicks the ‘forgot password’ function in the portal. If the email address is changed and saved on this screen then another password reset email will be sent to the new address

• First Name: the first name of the user which will be displayed in the portal

• Last Name: the last name of the user which will be displayed in the portal

• Time Zone: the time zone that will be reflected in the portal

• Locale: determines the currency symbol to display in the portal

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Guides

Canceling Accounts

1. Under the Settings heading click on the Account tab

2. Under the Account Status field select the appropriate Cancelled status

3. Click Save and the account will be cancelled