How to Invoice Customers (Mail)

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: 

To invoice customers via mail, follow the steps below. 

1. In the Vector Web Portal, navigate to the Invoicing tab. 

The header in the top right shows the various statuses an invoice can be in. The table within each tab contains the invoices currently in that status.  

The PENDING tab contains invoices that have not yet been billed. 

2. First make sure an invoice has all required pieces to bill.

Check the Documents and Preferences columns in the table for this. 

The Documents column relates to an invoice's required documents, which are set on a per-customer basis per these instructions. If there are required documents for this customer and they are missing from this invoice, you'll see a black X. A green check indicates that all required documents for this invoice are there. 

Hover over the black X to see what documents are still missing on this invoice.  

The Preferences column relates to the invoice settings for this invoice's customer. If any part of the invoice preferences are missing or have not been set-up yet for this customer, you'll see a black X. A green check indicates that all required settings have been correctly configured. To set any missing pieces of the preferences, follow these instructions OR hit the "Click to set customer preferences" link while hovering over the black X.

Note: You'll still be able to force an invoice through if there are missing required documents, but if there are any missing preferences, you will not be able to bill an invoice. 

Once the missing documents and customer preferences have been added for the invoice, there will be a green check under the Documents and Preferences columns. 

3. After you've checked an invoice's requirements, select the invoice that you want to bill. Then, click the BILL SELECTED button in the top right.  

You can also bill more than one invoice at a time. To bulk select a group of invoices, select the first invoice, hold down the "Shift" button on your keyboard, and select the last invoice you'd like to select. This will select all the invoices from the first selected invoice to the second selected invoice. 

If you want to pick and choose which invoices to bill, use the checkbox on the far left column of the table. 

Once you've selected all the invoices you want to bill and have at least verified that there is a green check under the Preferences columns, click the BILL SELECTED button.

SHORTCUT TIP: The BILL ALL READY button will bill all the invoices with green checks under the Documents and Preferences columns, without needing to select them.

4. Next, a pop-up box will appear summarizing how many invoices you have selected to invoice. Click the START RENDITION BILLING button to bill.

5. A black box will pop up on the bottom right hand corner, notifying you when the billing job is complete. All selected invoices to be mailed will be combined into one PDF. This makes it easy for the back office team to print and mail the invoices accordingly. 

After the invoice has been billed, the invoice will move from the PENDING tab to the SENT tab. Since the delivery method is Mail, you will be able to see that the invoice has been Printed under the Print Status column. 

If you accidentally exit out of the black box notification before you click the combined PDF link, you can easily find the same link within the invoice's activity tab.