Invoices

An invoice is generated with each order placed on the site and a notice emailed to the customer with a copy to the admin copy-to email address.

Invoices are NOT auto generated for domain renewals, but one will be generated when they place their renewal order in the system.(as above)

Exception1: domain names that have the 'auto renew' checkbox checked will be invoiced at 30 days prior to expire date IF the user has enough account credits OR IF they have a credit card on file. The renewal order along with the invoice are triggered by the updateexp.php cron run. The invoice will be auto paid via account credits or if no account credits via credit card on file when the invoice_cron.php script runs.

Exception2: If you have forcearinvandq set to a value of 1 in the Extended System Configuration, all domain name renewals will be invoiced at 35 days prior to expire date and due at 30 days prior to expire date.

Invoices are auto generated by the invoice_cron.php for all hosting and recurring other packages with a 'Next Invoice Date' showing the current date.

Make sure your invoice cron is scheduled once per day to ensure proper billing.

When an invoice is generated by the invoice cron, the plan/package's next invoice date will be adjusted by one term.

When that invoice gets paid, the plan/package's next renew date will be incremented by the term.

Manually creating invoices

(Used for creating one time invoices only)

From the user account in the user manager, click the 'Create a New Invoice' link.

Enter a description - this should be general - a due date if not current date and click 'Save Record'. On the next screen, click the 'Add charges' link at the top. Enter the amount due and the details of the charge. Click Save Record. Repeat this for all items/charges to be on the invoice.

When you are done and you want to email this new invoice to the customer, click the Send/Resend Invoice link to email the invoice to the customer.

Manually generating invoices for a user with recurring items/services

Use this if you have added in a hosting or other recurring item/service to the system and want to generate an invoice (or more depending upon the situation).

After you have added your item/service and set the next invoice date and next renew date correctly, click the 'generate invoices' link from the user's account. (User manager, click to view user account)

You will need to fill in the correct information as to what you need to accomplish.

This will generate all invoices not previously generated as per the invoice date on the package, etc.

Adjusting invoices

Only open invoices can be adjusted.

You can add new charges by using the Add Charges link when in edit mode.

If you want to adjust the amount of an item, click the edit link beside any item showing on the Invoice Details and set the price you want it to be.

Voiding an open invoice

To void an open invoice, click to edit the invoice, select 'void' in the status drawdown box and tick the 'Void invoice, delete journal and transaction entries' radio selection. Then click Save Record.

Using the reverse journal and transaction entries selection will show the reversed invoice in the records.

Using the 'Void invoice only' selection is not recommended because it will not make any other adjustments.

Re-opening and reversing payment on a closed invoice

To remove a payment made on a closed invoice, change status from closed to open and tick the 'Re-Open invoice, remove journal and transaction entries, remove payment' radio selection.

This can be used if a check bounces, or a credit card chargeback, etc.

Once saved open with the payment removed, you can go back in and void it or add charges for your chargeback fees, as per your situation with the customer.

Applying payment received to an Open Invoice

The apply payment function is used when someone sends you a check (cheque) or money order, or has paid in cash or other means not credited on your web interface.

Go to the invoice manager and locate the invoice you want to apply payment to. Click the Apply Payment icon to the right of the invoice, it is the icon that looks like a check (cheque).

Select payment type on the left column of payment types, edit the amount if they paid a different amount than the invoice's total. In the 'Auth Code' field, enter the check number or whatever unique payment ID applies to the payment received. Uncheck the 'Email the customer' checkbox if you do not wish to have the customer emailed. Click the Apply Payment button to apply the payment.

Applying payment to an invoice will 'mark it paid' and set it's status to closed as well as properly adjusting the numbers in the system such as the 'Total Payments' in a user record, etc.