Set your Customer's Preferences

Rendition Billing is a module in the Vector system that attaches delivery documents, like Bills of Lading or Proof of Deliveries, against Invoices to then send to your customers. Delivery documents are collected through Vector's mobile app or Imaging module. The process of collecting delivery documents all the way through invoicing your customers is what we call "Delivery-to-Cash", illustrated here: 

Each customer you invoice needs their own settings configured to dictate how they will be invoiced by the Vector system. These customer preferences need to be set-up on a per customer-basis before you start sending out invoices. Follow the steps below to learn how to set a customer's preferences:

1. Navigate to the Customers tab.

2. Click into the customer profile that you want to set preferences for. 

3. Under the Details tab within the customer profile, first fill out the accounting email. This is the email the invoices will be sent to if your delivery method is Email. Note: You can add more than one email address.

Second, indicate this customer's invoice preference (EDI, Email, or Mail). 

Lastly, indicate which related delivery document types need to be attached to this customer's invoices.

Any documents you list under Required Documents must ALL be in the system and related to a specific invoice number for the invoice to be marked as "Ready to Bill". Optional Documents will collate with an invoice only if it exists within Vector's system. Missing optional documents will not, however, prevent an Invoice packet from being marked as "Ready to Bill". 

Invoice Customizations 

If you elect to send invoices to a customer via email, by default the email they receive will contain the templatized text, as you indicate here.  

However, you have the ability to override the firm default email text and customize it on a per-customer basis. If you want to set a specific email template for a customer, follow the steps below: 

1. With the chosen customer's Details still selected, scroll all the way down the Details tab to the "Invoice Customizations" section. Underneath, check Override Firm Defaults.

2. Once checked, you will be able to edit the email settings. 

The Reply To Email is the email address any customer replies to the automated invoices will be directed to. 

The Email Subject Line is the subject line of the automated invoice emails. 

The Body is the text contained and displayed within once the email is opened. 

The following dynamic variables are supported in the email subject and body:

• {{InvoiceNumber}} will list the customer's invoice number 
• {{OrderNumber}} will list the customer's order number
• {{CustomerName}} will list the customer's name

If Automatic Billing is checked, then, for customers receiving invoices by email, Vector will automatically send the invoice and supporting documentation if all customer requirements (step 3 above) are met for an invoice.

If Combined Invoice PDFs is checked, then all required and optional documents for each invoice will be merged into a single PDF file.

Make sure to hit SAVE after any changes have been made in order for them to take effect. 

Note: If Override Firm Defaults is checked, then Vector will ignore any changes to firm defaults for this customer.