How Do I Login to Ops Technology to Upload an Invoice

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Preparing to Invoice

Click Organisation Config> Arrangement Settings > Payments.

To choose the starting Invoice number enter information technology in the Invoice number field.

1. You lot must also setup your Invoicing template. You lot can practice that by editing the Permit Invoice template. For more information, refer to this wiki article.

2. Decide if you wish to let unpaid permits to rollover to the adjacent period. If you practice, refer to this wiki article.

At that place are different flags y'all must set so that your Companies and Individuals that crave invoices will receive them.  Instructions are below.

1. On the Company Edit screen, yous must prepare the 'Invoice Emails' field to contain the email addresses you desire. They can exist separated by colons ( : ) or by commas every bit shown. This volition ensure that the invoices get to the correct company contact.

   

2. One time y'all take configured a user to be role of a company they volition then see boosted items to configure in the user'due south profile.
   ForCompany Members,an admin must designate a member to human activity as Company Billing Manager. This will exist the visitor member that receives invoices.

   Notation: This person does not accept to be a Company Manager although they oft designated with both roles.
   There can exist more than one Company Manager only there should only be i Company Billing Director.

   

3. For Individual users that are not part of a visitor but you wish to invoice, you must edit their user profile and enable the 'Individual' checkbox and the 'Receives Invoice' checkbox.
   

Creating Permit Invoices

Click Allocations > Prepare Company Invoices.

The 'Gear up Invoices' screen displays. A list of invoices that are ready to send will be displayed.

Click Prepare Invoice.

Annotation -  Currently, only permits for user types that are not Student or Staff will be shown equally bachelor for invoicing.

Setting Invoice Billing and Due Dates

1. A listing of invoicing for the selected resource allotment will display. The Admin can toggle off invoices that they do non want to transport, only typically yous would ship all selected.

   All Invoices are toggled on by default.Set the Billing Date and Due Date. In this case billing was done on October 25th and the payment is due November 1st.

   

2. Click Send Invoices to schedule the invoices for sending. The following message will pop up.

   

3. After a few seconds the Invoicing task will be displayed on the Task Manager Icon as below.  You tin can see the status of the task. In this example information technology is complete. You can click the blueish "X" to clear it or go out it exist.

   

4. Emails volition be sent to the companies selected.  By default, the electronic mail will exist formatted every bit follows:

   The invoice volition list the names users likewise as the permit numbers being purchased.

   Annotation the Date and Due Date: The Date indicated is the billing date and the Due Date indicates when the invoice is expected to exist paid.

   

   Note: This template can be customized by following the instructions in this wiki article.

Searching for an Invoice

1. Click Allocations > Invoice Search.

   

2. The 'Search for Invoices' screen displays.  Yous tin can search for a specific invoice or for an invoice issued during a range of dates. Y'all tin can also eliminate canceled or paid invoices from the search parameters.

   In this instance nosotros are searching for a date range.

   

3. Click on an invoice number to run into a copy of the invoice that volition be sent to the client.

   Note: If you wish to print this you can correct click and print it out of your browser. You lot can as well print to a PDF if required.

   

4. You can also export this written report to Excel. This will bear witness you lot the acquirement for a selected date range past Lot.
   

Re-Sending an Invoice

When exercise we use this?

It is likewise possible to re-send an invoice if the client requests a second copy sent.
If for instance the client mistakenly deleted the email, the admin has the ability to search upwards the original invoice and transport it again.

In our sample hither we are looking for an invoice for Voula Costa.

1. To practice so there are ii different methods. You tin find the invoice in the user's profile under History or you can search for the invoice through the Search Invoice utility.

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

   

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

   

4. Once in the user's contour hover over History and click on All Records to access the listing of this user'due south transactions.

   

5. Locate and click on the invoice number that you wish to resend.

   

6. Once in the invoice preview yous will notice the Re-Send E-mail button. Click on this button to re-send the invoice.

   

7. The invoice will exist re-sent. In the sample below there is an original invoice send besides as a re-send. Discover the email title for the re-send has a prefix added indicating this is a Re-sent invoice.

   

8. As mentioned in a higher place you can besides find the invoice you wish to resend using the Invoice Search tool. To practise so access the tool under the Permits menu.

   Hover over Permits and click on Invoice Search in the drop down menu.

   

9. In the search criteria window enter the Invoice Number in question and click search. In this instance Invoice Number 1018.

   

10. From the resulting search result click on the Invoice Number to access the Invoice Preview Window.

    

11. The procedure later this bespeak is identical to stride 6 and 7 above.

12. The Re-Sent Invoice will look identical the original invoice format:

    

Printing From Emailed PDF

1. It is of import to note that in order to print this PDF document you should follow these next steps

2. You must first navigate to the email of the invoice in the client email where you lot volition find an attachments link circled below

   

3. Later on opening the attached PDF file you will be brought to the file opened in the web browser.

   

4. If yous print form here yous will receive a cutting off version of this PDF. In order to forbid this you should download the file by pressing this button:

   

5.  Save it to your preferred location and open up it with the PDF reader of your choosing

   

6. From here yous just print the invoice similar you would a normal document ensuring that the print scale is set to 100%

   

Cancelling an Invoice

Note

If y'all accept issued an invoice then the visitor would similar users removed or changes made, you MUST abolish the invoice from the Invoice Search folio. If y'all don't it will bear witness up twice equally revenue for that month and both invoices volition be due for payment. You cannot remove invoices directly from users payment tabs.

1. If you lot wish to abolish and invoice click the cancel button. The post-obit prompt will display.

   
   
   

2. Click 'Cancel Invoice' and the invoice will now show up as Cancelled on the report.

   

3.  Make your changes every bit required to the permits and users and so become back to Prepare Invoices. That company should be in that location to reissue equally long equally the changes you made are non further back than a yr.

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Source: https://wiki.ops-com.com/display/OCPUBLIC/Permit+Invoicing

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