Permit Invoicing

InvoiceThe PreparationPermit Invoicing feature allows administrators to generate, manage, and distribute billing statements for permit purchases to companies and individual users. Its primary purpose is to streamline financial operations by automating invoice creation and email delivery based on active sales windows. This article is intended for OPS-COM administrators responsible for financial processing and corporate account management.

Setup and Configuration

Before invoicesgenerating caninvoices, be prepared, thereadministrators must first be an invoice number set.

Locateconfigure the invoicesystem's number settings on the settings page.

The settings page can be found under:

• System Config > System Settings 

Thebaseline invoice settings canand beensure foundcompanies underand users are properly flagged to receive billing communications.

Configuring Invoice Settings

1. Hover over System Config and click System Settings.

2. Locate and open the Payments menu option.
   

3. TheSet your desired starting invoice number can be set here.
   number.

   

4. TheVerify that your permit invoice template mustis alsofully beconfigured setup fromon the system templates page.
   

   Decide

if unpaid permits will be allowed to rollover to the next period. 

Setting Company Invoice Contacts

Different

flags must be set to ensure that companies and individuals that require invoices will receive them.


1. First,Hover navigateover to the company edit screen. This can be found by going to the company search page, found under the menu items:

   • User Management ->and click Companies.

2. From this page, enterEnter the necessary search criteria andto bring uplocate the companytarget that invoices will be set up for.company.

3. TheClick editthe Edit button can be found next to the company information.

   

4. Clicking on this will bring upEnter the company edit page.

   

   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 therecipient email addresses ofinto the recipients.

   Invoice

   TheseEmails field. You can add multiple recipients by separating the addresses canwith bea separated by colonscolon ( : ) or commasa comma ( , ). 

   

UserConfiguring ConfigurationUsers for Invoices

AUsers user canmust be setdesignated ascorrectly within their profiles to receive invoices, whether they are part of a company fromor acting as an individual.

• For Company Members: Open the user's profile.

  profile

  Afterand configuringdesignate a userthem as partthe of a company, additional configuration options will appear in their profile.

  

  For Company Members, an admin must designate a member to act as Company Billing Manager.Manager. This willspecific bedesignation is strictly required to activate invoicing for that company.

• For Individual Users: Open the companyuser's memberprofile and enable both the Individual checkbox and the Receives Invoice checkbox.

Using this Feature

Once the system and users are configured, administrators can generate and send invoices in batches based on active permit sales windows.

Creating and Sending Invoices

1. Hover over Permits and click Prepare Invoices.

2. Click prepare invoices next to the specific sales window that receiveshas outstanding permits.

3. Review the populated list of invoices. All invoices are selected by default; toggle off any specific invoices you wish to exclude from the batch.

4. Note:Set the Billing Date and Due Date for the invoices being processed.

5. Click Send Invoices to schedule the emails for delivery.

6. Click the calendar icon in the top navigation bar to monitor the status of the invoicing task.

7. Click the blue X button to clear the task once it displays as complete.

Key Information Displayed

When the invoice is emailed to the selected companies or individuals, it will automatically include:

• A detailed list of the users associated with the transaction.

• The specific permit numbers being purchased.

• The Billing date, which reflects the exact date the invoice was sent.

• The Due date, which reflects the deadline for the expected payment.

 

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Best Practices and Considerations

• Limit Billing ManagerManagers: does not need to be a Company Manager, though they are often assigned both roles. While therean organization can behave multiple Company Managers, there should only be one designated Company Billing Manager.Manager to ensure billing communications are centralized and not duplicated.

• DesignatingDetermine Rollover Rules: Organizations should establish a Billingclear Managerbusiness isrule requiredregarding whether unpaid permits are allowed to activateroll invoicing.

  Invoicing Individuals

  

  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 navigateover to the pagenext underperiod thebefore menu:configuring invoice templates and generating bills.

  • Permits -> Prepare Invoices

  The preparePlease invoicesnote pagethat will be displayed.
  

  

  In sale windows where there are outstanding permits, a button will appear for prepare invoices.

  Click on prepare invoices to start the invoicing process.
  

  

  Note -  Currently,currently, only permits forassigned to user types thatother arethan not Student'Student' or Staff'Staff' will be shown as available for invoicing.invoicing
  

  Setting Invoice Billing and Due Dates

  A list of invoices will be displayed forin 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. 

  

  Click Send Invoices to schedule the invoices for sending.

  The following message will appear:

  

  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.
  

  

  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:

  

  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.

  system.