Sending Invoices in Advance of Payment

This process allows OPS-COM administrators to roll over active permits and issue formal invoices to users or companies prior to capturing any automated payments. This feature is essential for accommodating clients who require a generated invoice to process payments through their internal accounting departments before authorizing a transaction.

Setup and Configuration

This workflow utilizes the standard permit rollover functionality. Ensure that your target users or companies are already configured to receive invoices within their profiles before beginning this process.

Using this Feature

The process involves initiating a permit rollover, deliberately bypassing the automated payment trigger, and then manually generating the invoice for the reserved permits.

Generating Invoices During a Rollover

1. To begin,

   Hover start a regular rollover process, by going intoover the Permits menu and selectingclick Active Sales Window.Window.

2. Click on Rollover Users to enteropen the permit rollover wizard.
   
   

   

   
   
3. By deselecting

   Deselect the preferred payment method herewithin youthe canwizard performsetup. aThis critical action ensures the rollover thatcompletes willwithout notautomatically processcharging automatedthe payments.
   
   user's

   saved payment profile.

   
   
4. By clicking

   Click Rollover Permits,Permits. theThe system will enterprocess thesethe renewal and place the permits ininto aan state of "awaiting paymentpayment" andstate, allowmaking them eligible for aninvoicing.

   invoice
to
5. be

   Hover created.
   To access the invoicing tool, go intoover the Payments Menu and selectclick Prepare Company Invoices.
   

   

   
   
6. The

   Review the list of users and companies in the Prepare Invoice window will open showing the users who haveare beennow set upqueued for invoicing through the rollover process.
   
   

   invoicing.

   
   
7. By clicking

   Click onthe Prepare Invoice, thebutton. The system will generate an email with the invoice asincluded in 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 invoicemessage and send it again.to the designated contacts.

Re-Sending an Invoice

If a client mistakenly deletes their invoice email or requests a duplicate copy, administrators can easily resend the document using one of two methods.

InMethod our1: sampleThrough hereUser we are looking for an invoice for Voula CostaHistory.

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

   Search for the invoice through the Search Invoice utility.
   
   

2. Firstly let's search thespecific user in question: In this case using the last name Costa.
   
   

   

   
   
   
3. Click on the username to access the user's profile.
   
   

   

   
   
   
4. Once in the user's profile hover over History and click ontheir username to open their profile.

5. Hover over the History tab and click All Records to accessview the list of this user'stheir transactions.
   
   

   

   
   
   

6. Locate and click onthe thespecific invoice number that you wish to resend.
   
   open

   the preview screen.

   
   
   
7. Once in the invoice preview you will notice

   Click the Re-Send Email button. ClickThe onsystem thiswill buttondispatch toa re-sendnew email featuring a "Re-sent" prefix in the invoice.
   
   subject line.

Method

2:

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.

As mentioned above you can also find the invoice you wish to resend using theThrough Invoice Search

tool.

To
1. do

   Hover so access the tool underover the Permits menu.
   Hover over Permitsmenu and click on Invoice Search.

   in

2. Enter the droptarget downinvoice menu.
   
   number

   

   
   
   
3. Inin the search criteria windowand enterclick the search button.

4. Click the  Invoice Number in question and click search. In this case Invoice Number 1018.
   
   

   

   
   
   
5. From the resultingresults search result click on the Invoice Numberlist to access the Invoiceinvoice Previewpreview Window. 
   
   

   window.

   
   
   
6. The process

   Click afterthe Re-Send Email button.

---

Best Practices and Considerations

• Verify Payment Toggles: Always double-check that automated payment methods are explicitly deselected during the rollover wizard when preparing advance invoices. Leaving this pointselected iswill identicalresult toin stepunintended 6automatic andcharges.

  7 above.
  
  
• The Re-Sent Invoice will look identical the original invoice format:
  
  

  

  Printing
  
PDF
• ItAttachments: isIf importantusers to note that in orderwish to print thisthe PDF documentversion youof shouldtheir followinvoice these next steps
  
  
• You must first navigateattached to the aforementionedemail, emailinstruct where you will find an attachments link circled below
  
  

  

  
  
• After opening the attached PDF file you will be broughtthem to the file opened in the web browser.
  
  

  

  
  
• 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 byto pressingtheir thiscomputer button:
  
  first

  

  rather
  
than
• printing Savedirectly itfrom the web browser's previewer. Browser previews frequently cause the document margins to yourbe preferredcut locationoff andduring printing.

Advise users to open itthe withdownloaded thePDF in a dedicated PDF reader ofand yourensure choosing

their

printer

settings

Fromare hereconfigured you just print the invoice like you would a normal document ensuring thatwith the print scale is set to 100%

.

This guarantees the invoice prints with the correct formatting and layout.