# OPSCOM Company Manager and Invoicing - FinanceAdmin
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# Re-Sending an Invoice
### Re-Sending an Invoice
In some cases, it may be necessary to re-send an invoice.
For example, if the client mistakenly deleted the email, the admin can search up the original invoice and send it again.
There are two different methods through which this can be done.
- Through the user's history.
- Through the search invoice page.
### Through User Search
The user search can be found under the menu tree:
- **User Management -> User Search**
Once on the user search page, enter the user information and search the user.
[](https://opscom.wiki/uploads/images/gallery/2024-09/jJ9image.png)
In the results section, click on the **username** to access the user's profile.
[](https://opscom.wiki/uploads/images/gallery/2024-09/nCbimage.png)
Once on the user's profile, hover over **History** and navigate through the menu **History -> All Records** to access the list of this user's transactions.
[](https://opscom.wiki/uploads/images/gallery/2024-09/C86image.png)
Locate and click on the **invoice number** that needs to be re-sent.
This will open the invoice preview page.
[](https://opscom.wiki/uploads/images/gallery/2024-09/Kmsimage.png)
Once in the invoice preview page, locate the **Re-send Email** button.
Click on this button to re-send the invoice.
[](https://opscom.wiki/uploads/images/gallery/2024-09/7B8image.png)
The invoice email will be re-sent to the user.
The title will indicate that it is an invoice that has been re-sent.
[](https://opscom.wiki/uploads/images/gallery/2024-09/HiLimage.png)
### Through Invoice Search
The other way to locate an invoice to re-send is using the **Invoice Search** tool.
The page can be found under the menu tree:
- **Permits -> Invoice Search**
This will open the invoice search page.
[](https://opscom.wiki/uploads/images/gallery/2024-09/cPNimage.png)
Enter the search criteria and click search.
Locate the invoice number within the results and click on it.
[](https://opscom.wiki/uploads/images/gallery/2024-09/BORimage.png)
Like with the previous method, this will open the invoice preview where the re-send email button can be found.
[](https://opscom.wiki/uploads/images/gallery/2024-09/Kb1image.png)
This will re-send the invoice email to the user.
### Printing From Emailed PDF
A PDF of the invoice can be printed from the email that was sent.
First navigate to the invoice email in the client email and find the where attachments are stored.
[](https://opscom.wiki/uploads/images/gallery/2024-09/nEnimage.png)
In this example, the attachments are located in the top right.
[](https://opscom.wiki/uploads/images/gallery/2024-09/dD1image.png)
Download the PDF when prompted.
After the file has been downloaded, the PDF will automatically open, likely in the web browser.
Printing directly from this page will result in the printout being cut-off. To prevent this, first download the PDF to your computer disk.
The save button will be located in the top right.
[](https://opscom.wiki/uploads/images/gallery/2024-09/IUDimage.png)
Save the file to the preferred location and open it with any PDF reader.
From here, print the PDF like a normal document while ensuring that the print scale is set to 100%.
This will prevent the printout from being cut-off.
# Cancelling an Invoice
### Cancelling an Invoice
If a company would like users removed or changes made after the invoice has been issued, the invoice must first be cancelled from the **Invoice Search** page.
The page can be found under the menu tree:
- **Permits -> Invoice Search**
If not removed using this page, the invoice will appear twice as revenue for the month it was issued and both invoices will be due for payment. Invoices cannot be removed directly from the user's payment tabs.
To cancel an invoice, first find the invoice using the invoice search page and click the cancel button next to the invoice record that should be cancelled.
Invoices cannot be cancelled if they have already been paid for. To cancel an invoice that has already bee paid for, the payment must be cancelled first.
[](https://opscom.wiki/uploads/images/gallery/2024-09/g0eimage.png)
This will open a confirmation prompt in a pop-up window.
[](https://opscom.wiki/uploads/images/gallery/2024-09/nuoimage.png)
Confirm the invoice should be cancelled to mark it as cancelled.
The invoice will now appear as cancelled on the invoice report.
[](https://opscom.wiki/uploads/images/gallery/2024-09/DTZimage.png)
Make any changes required to the permits and users, and re-issue the invoice through the prepare invoices page. The company should be listed as an option to re-issue the invoice as long as the changes made are not further back than a year.
# Invoice Search
### Searching for an Invoice
First, navigate to the invoice search page.
The page can be found under the menu tree:
- **Permits -> Invoice Search**
This will open the invoice search page.
There are a list of search criteria presented that can be used to filter the results returned. Additional search options can be found by clicking the toggle button in the top right of the menu.
[](https://opscom.wiki/uploads/images/gallery/2024-09/cpnimage.png)
Press the search button to find invoices matching the entered search criteria.
Click on the invoice number listed within the results to view that invoice.
[](https://opscom.wiki/uploads/images/gallery/2024-09/borimage.png)
This will open a copy of the invoice sent to the user.
[](https://opscom.wiki/uploads/images/gallery/2024-09/HeIimage.png)
The search results can also be exported to an Excel document using the button next to the search button.
The exported document will display the revenue for a selected date range by lot.
[](https://opscom.wiki/uploads/images/gallery/2024-09/5WBimage.png)
# Permit Invoicing
### Invoice Preparation
Before invoices can be prepared, there must first be an invoice number set.
Locate the invoice number settings on the settings page.
The settings page can be found under**:**
- **System Config** > System Settings**
[](https://opscom.wiki/uploads/images/gallery/2024-09/SyZimage.png)
The invoice settings can be found under the **Payments** menu option.
The starting invoice number can be set here.
[](https://opscom.wiki/uploads/images/gallery/2024-09/image.png)
The permit invoice template must also be setup from the templates page.
Decide if unpaid permits will be allowed to rollover to the next period.
### Setting Invoice Contacts
Different flags must be set to ensure that companies and individuals that require invoices will receive them.
First, navigate to the company edit screen. This can be found by going to the company search page, found under the menu items:
- **User Management -> Companies**
From this page, enter the search criteria and bring up the company that invoices will be set up for.
The edit button can be found next to the company information.
[](https://opscom.wiki/uploads/images/gallery/2024-09/NCOimage.png)
Clicking on this will bring up the company edit page.
[](https://opscom.wiki/uploads/images/gallery/2024-09/nGGimage.png)
The relevant field here is invoice emails.
To ensure invoices are received by the correct recipients, populate the 'Invoice Emails' field on the company edit screen with the email addresses of the recipients.
These addresses can be separated by colons ( : ) or commas ( , ).
[](https://opscom.wiki/uploads/images/gallery/2024-09/T3Dimage.png)
### User Configuration
A user can be set as part of a company from the user's profile.
After configuring a user as part of a company, additional configuration options will appear in their profile.
[](https://opscom.wiki/uploads/images/gallery/2024-09/2024-09-13-16-01-29.png)
For Company Members, an admin must designate a member to act as Company Billing Manager. This will be the company member that receives invoices.
Note: The Billing Manager does not need to be a Company Manager, though they are often assigned both roles. While there can be multiple Company Managers, there should only be one Company Billing Manager.
Designating a Billing Manager is required to activate invoicing.
#### Invoicing Individuals
[](https://opscom.wiki/uploads/images/gallery/2024-09/2024-09-13-16-04-45.png)
For individual users who are not part of a company but need to receive invoices, edit their user profile and check both the 'Individual' and 'Receives Invoice' checkboxes.
### Creating Permit Invoices
To start creating a permit invoice, first navigate to the page under the menu:
- **Permits -> Prepare Invoices**
The prepare invoices page will be displayed.
[](https://opscom.wiki/uploads/images/gallery/2024-09/f3Cimage.png)
In sale windows where there are outstanding permits, a button will appear for prepare invoices.
Click on prepare invoices to start the invoicing process.
[](https://opscom.wiki/uploads/images/gallery/2024-09/IV0image.png)
Note - Currently, only permits for user types that are not Student or Staff will be shown as available for invoicing.
#### Setting Invoice Billing and Due Dates
A list of invoices will be displayed for the sale window. All invoices will be selected by default, but specific invoices can be excluded by toggling them off.
As part of the process, the the Billing Date and Due Date for the invoices can be set.
[](https://opscom.wiki/uploads/images/gallery/2024-09/GuNimage.png)
Click **Send Invoices** to schedule the invoices for sending.
The following message will appear:
[](https://opscom.wiki/uploads/images/gallery/2024-09/iEoimage.png)
The invoicing task will appear under the calendar icon.
When clicked, the status of the task will be displayed; in this case, it shows as complete.
The task can be cleared by clicking the blue X button.
[](https://opscom.wiki/uploads/images/gallery/2024-09/l27image.png)
#### Emailing
At this stage, the invoices will be emailed to the companies selected.
The invoice will contain a list of users as well as the permit numbers being purchased.
By default, the email will be formatted as follows:
[](https://opscom.wiki/uploads/images/gallery/2024-09/fxPimage.png)
Note the dates:
- The billing date is the date the invoice was sent.
- The due date is the date the invoice is expected to be paid by.
# Sending Invoices in Advance of Payment
1. To begin, start a regular rollover process, by going into the **Permits** menu and selecting **Active Sales Window.** Click on **Rollover Users** to enter the rollover wizard.
[](https://opscom.wiki/uploads/images/gallery/2024-06/dfqimage.png)
2. By **deselecting** the preferred payment method here you can perform a rollover that will not process automated payments.
[](https://opscom.wiki/uploads/images/gallery/2024-06/JQximage.png)
3. By clicking **Rollover Permits,** the system will enter these permits in a state of awaiting payment and allow for an invoice to be created.
To access the invoicing tool, go into the **Payments Menu** and select **Prepare Company Invoices**.
[](https://opscom.wiki/uploads/images/gallery/2024-06/xi4image.png)
4. The **Prepare Invoice** window will open showing the users who have been set up for invoicing through the rollover process.
[](https://opscom.wiki/uploads/images/gallery/2024-06/RIUimage.png)
5. By clicking on **Prepare Invoice**, the system will generate an email with the invoice as the body of message.
# Re-Sending an Invoice
When do we use this?
It is also possible to change the email and **re-send** or just resend an invoice if the client requests a second copy sent.
If for example the client mistakenly deleted the email, the admin has the ability to search up the original invoice and send it again.
In our sample here we are looking for an invoice for **Voula Costa**.
1. To do so there are two different methods. You can find the invoice in the **user's profile under History** or you can search for the invoice through the **Search Invoice** utility.
2. Firstly let's search the user in question: In this case using the last name **Costa**.
[](https://opscom.wiki/uploads/images/gallery/2024-06/8lXimage.png)
3. Click on the **username** to access the user's profile.
[](https://opscom.wiki/uploads/images/gallery/2024-06/czwimage.png)
4. Once in the user's profile hover over **History** and click on **All Records** to access the list of this user's transactions.
[](https://opscom.wiki/uploads/images/gallery/2024-06/JLrimage.png)
5. Locate and click on the **invoice number** that you wish to resend.
[](https://opscom.wiki/uploads/images/gallery/2024-06/tyZimage.png)
6. Once in the invoice preview you will notice the **Re-Send Email** button. Click on this button to re-send the invoice.
[](https://opscom.wiki/uploads/images/gallery/2024-06/MDqimage.png)
7. The invoice will be re-sent. In the sample below there is an original invoice send as well as a re-send. Notice the email title for the re-send has a prefix added indicating this is a **Re-sent** invoice.
[](https://opscom.wiki/uploads/images/gallery/2024-06/0uwimage.png)
8. As mentioned above you can also find the invoice you wish to resend using the **Invoice Search tool**. To do so access the tool under the **Permits** menu.
Hover over **Permits** and click on **Invoice Search** in the drop down menu.
[](https://opscom.wiki/uploads/images/gallery/2024-06/A8ximage.png)
9. In the search criteria window enter the **Invoice Number** in question and click search. In this case **Invoice Number 1018**.
[](https://opscom.wiki/uploads/images/gallery/2024-06/MwOimage.png)
10. From the resulting search result click on the **Invoice Number** to access the **Invoice Preview Window**.
[](https://opscom.wiki/uploads/images/gallery/2024-06/CMpimage.png)
11. The process after this point is identical to **step 6 and 7** **above**.
12. The Re-Sent Invoice will look identical the original invoice format:
[](https://opscom.wiki/uploads/images/gallery/2024-06/xpYimage.png)
13. It is important to note that in order to print this PDF document you should follow these next steps
14. You must first navigate to the aforementioned email where you will find an attachments link circled below
[](https://opscom.wiki/uploads/images/gallery/2024-06/hJfimage.png)
15. After opening the attached PDF file you will be brought to the file opened in the web browser.
[](https://opscom.wiki/uploads/images/gallery/2024-06/RQbimage.png)
16. If you print form here you will receive a cut off version of this PDF. In order to prevent this you should download the file by pressing this button:
[](https://opscom.wiki/uploads/images/gallery/2024-06/tkGimage.png)
17. Save it to your preferred location and open it with the PDF reader of your choosing
[](https://opscom.wiki/uploads/images/gallery/2024-06/2Lzimage.png)
18. From here you just print the invoice like you would a normal document ensuring that the print scale is set to 100%
[](https://opscom.wiki/uploads/images/gallery/2024-06/lRJimage.png)
# Company Setup and Invoices
**Scenario:** An admin for ABC Parking must create a company entry for ACME in OPSCOM.
### Creating a company
- Hover over **User Management**, and click **Companies**.
- The Company Search page displays. Click the **Create New Company** button.
- The Company Edit page displays. For this example, the admin will enter the following information about the ACME company:
- **Account Number:** 19380688
- **Company Name:** ACME Incorporated
- **Receives Invoice:** Checked
- **Address (Company):** 2946 Jerome Avenue
- **Invoice Emails:** James.Rockwood@ACMEINC.com
- **Contact Name:** James Rockwood
- **Address (Contact):** 4777 Ersel Street
- Click the **Add New Company** button to save the information. A green confirmation message displays that the company has been added.
### Assign users to the Acme company
- Search for the user profiles of the users you wish to add to the company. Click **User Management**, then **User Search**.
- **Edit** the User profile and indicate if the user is an individual or a company member. In this case, they are a Company Member for Acme Company.
- To designate a Company Manager, enable the **Company Manager** and **Company Billing Account** checkboxes. In this example, James Rockwood is the company manager; he is the person who will pay for invoices for all users assigned to ACME.
- Click the **Submit Registration Information for Processing... button to save.
In this example, we added user **Colby** to the company as well. They are regular users. These user accounts that are created for the Company will not be used by the end user and are only for the Company Manager to use.
### Manage the Company Account
The company manager (**John Doe Welch**) logs into the **OPSCOM** user portal. Now he can manage permits for his user Colby.
- Click on the **Company Users** icon.
James wishes to purchase a permit for **Colbin.** He must login as the user to do so.
- Click the **Login as User button to the right of the user's name.
A blue message appears telling **John Doe Welch** that he is logged in as another user.
- Click the **Parking icon to buy a permit for the user.
In this example, we selected a Standard Parking permit in **Red Student Lot West.** If the company is planning to pay for the permit through the user side (not using invoices), then **John Doe Welch** *(the company manager)* would select the **Proceed to payment** button. In this example, the ACME company is using invoices to purchase permits. John Doe Welch would log out of the User Portal at this point.
### Prepare Invoices
If you have not assigned a **BILLING MANAGER** and **COMPANY MANAGER** you will not be able to prepare invoices for a company. Each company needs both of the above.
The admin user at ABC Parking must create the invoice for the company.
- This is done by hovering over the **Allocations** menu and clicking **Prepare Invoices**.
- Click the **Prepare Invoices** button beside the active sales window. The number of invoices that can be prepared for that time frame show as a number to the left of the button.
The invoice for the ACME company will be displayed, including one permit (the one created for the user **Joseph Callaghan**).
- Click the **Send Invoices button to send the invoice to the ACME company.
**Note:** An invoice email template must already be in place prior to being able to prepare invoices. The email template can be modified by the Admin by going to **System Config** > **Email Templates**.
A green confirmation message is displayed indicating the invoice is scheduled.
There will be an icon on the top right of the menu bar that will indicate the progress of the invoices being created. Once completed, it will then be sent to the **Company Billing Account** designate.
In the event of an error, the admin may opt to cancel the invoice, correct the error and then reissue the invoice.
### Paying an Invoice as a Company Manager
Once the company manager at ACME receives the invoice, they must log in to the **OPSCOM** user portal and click the **Payments** icon. **Joseph Callaghan's** permit now available for payment.
The Company Manager can **Continue to Checkout** and submit the payment in the method they prefer. This completes the cycle.