| Info |
|---|
Account Settings are configured in Account / Overview / Settings |
Guides in this article:
Overview
Overview
From the Settings tab you can configure billing, invoicing, taxing and other account settings. The available options will be detailed below.
...
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.
...
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
| Info |
|---|
Note: an account will be billed if its bill group is billed, even if the account is in a cancelled account status. If you wish to ensure no charges are applied to cancelled accounts you can create a ‘cancelled accounts' bill group and switch accounts to use that bill group when accounts are cancelled. |
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 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 the default invoice template to use when invoicing the customeraccount. If you set 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 subscription and usage charges then this setting will be disabled
Bill Day: the day of the month when subscription (account-package) charges will be billed. This setting will switch to read-only when a package is added to the account or 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 month when usage charges (data, messaging, airtime, etc.) will be billed. This setting will switch to read-only when a package is added to the account or if another account is configured to be billed for the selected account’s usage chargesInvoice Delivery: defines how invoices will be delivered for this account and the invoice appearance/layout. If you set another account to be billed for this account's subscription and usage charges then this setting will be disabled, or if account-packages are added to the account
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 account. Note: 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 account. Note: Splitting an invoice (subscription charges to one account, usage charges to another account) is not currently supported
...
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 how these statuses have been configured in the system. For example, a status named ‘Enabled' 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 be non-billable prevent changes (for instance, a 'Prospect' status could be setup this way) or a status can be configured to prevent changes so that account-packages or account-services cannot be added‘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 which provides usage rates can be setup here at the account level. This rate plan will only be used if a rate plan is not found at a lower level (e.g. if a rate plan with applicable usage rates is found on an account-package, the package's rate plan will be used instead of the rate plan configured here at the account level)
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
Lifeline 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 added to 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). If another account is being billed for this account's subscription and usage charges then these exempt settings will still be observed when charges are applied to the invoiced accountThe 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
| Info |
|---|
This section will not appear if the customer portal is not enabled under the Owner Configuration. The actions the user can perform in the portal will also be determined by the Customer Portal settings under the Owner Configuration. |
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
...
Guides
Canceling Accounts
| Info |
|---|
Note: accounts cannot be canceled if there are still account-packages active. First bill out and cancel all account-packages on the account before attempting to cancel the account. |
Under the Settings heading click on the Account tab
Under the Account Status field select the appropriate Cancelled status
Click Save and the account will be cancelled