The Reseller Control Panel comes built in with a customizable Payment Collection agent which you can use to ensure timely collection of Payments from your Customers and Sub-Resellers. It is important to understand the different financial instruments available within the Control Panel before we delve into a discussion of the Payment Collection module. Your Customers and your Sub-Resellers in the course of their operations will owe you money for specific reasons. These reasons can be as follows
There are two types of transactions which you can use to collect money from your customers and Sub-Resellers. These are Invoices and Debit Notes. You have the ability to raise Invoices and Debit Notes yourself, as well as the system will occasionally raise them for you in specific circumstances. For instance when your Customer places an Order an Invoice for that Order is automatically raised by the system. An Invoice and Debit note are quite different transactions. An Invoice is always related to an underlying Order, and may actually have some action of the Order dependant on the Invoice. For instance an Invoice for Renewal of an Order, has the action of renewal dependant on the Invoice. A Debit Note on the other hand is not related directly to any Order. Both of them share some common characteristics with respect to Payment Collection. An Invoice however has extra and more powerful Payment collection parameters. Reminder Days Reminder Days is basically the number of days the System waits before sending the next Payment Reminder for a particular Invoice/Debit Note, to your Customers. If for instance the Reminder Days value is set to 5 days for a particular Invoice of a Customer, then the Customer will receive a reminder to pay for that Invoice EVERY 5 days, until the Invoice is FULLY Paid. The Reminder days value is irrelevant after an Invoice or Debit Note is fully paid Default Reminder Days for Invoices Default Reminder Days for Debit Notes For any Invoice or Debit Note that you add manually you can specify the Reminder days during the creation of that Invoice or Debit Note. Simply click on Customers -> Billing -> Add Invoice / Add Debit Note or Sub-Resellers -> Billing -> Add Invoice / Add Debit Note and you can specify the Reminder days for that Invoice/Debit Note while adding it. Reminder days can be an extremely powerful feature, and it ensures that your Customers/Sub-Resellers are constantly reminded about any pending payments until they are cleared. IMPORTANT The Payment Collection Reminder emails would be sent only after the request associated with the Invoice is completed while the payment is still pending. If both the payment as well as the request are pending then the Customer will not be intimated about the pending payment.
Invoice Specific Payment Collection features 1. Request Cancellation Date Note that these fields are available only if the Invoice is unpaid. They are not available for Paid Invoices since there is no Payment Collection pending for paid Invoices. Request Cancellation Date: IMPORTANT The Request Cancellation Date is relevant for only that Invoice which meets the following criteria:
If the Invoice does not have a Pending Request, OR if the Pending Request (of the Invoice) is executed without payment (Execute w/o Payment), OR if the Invoice is partly paid, then the Request Cancellation Date ceases to exist.
Invoice ID: 1 The above Invoice would be created when Customer A requested for the renewal of abcd.com. After this the Customer would continue to get reminders to pay for this Invoice every "Reminder Days". The following situations can now occur -
The logic for the above is that if an Invoice is partly paid, or if you Execute the Request, then the Invoice should not be automatically cancelled by the system, because both these actions mean that the Invoice should be paid for completely. If however an Invoice is simply created and not paid for or its underlying Request not executed for a long duration, the System performs a cleanup based on the Request Cancellation Date. Since a Request Cancellation Date appears only for those Invoices which are System generated and have an associated Request, the Request Cancellation Date is automatically set by the System, based on your default preferences. These default preferences are specified per Product under Settings -> Finance & Billing -> Payment Collection Settings. Order Suspension Date/Order Deletion Date: The purpose of these fields is quite explicit. Basically both these dates can be set to specific dates. When that date is reached and if the Invoice for which this date is set still continues to remain unpaid, the Order is then Suspended or Deleted as the case maybe. While these fields are powerful, use them with great care. A Suspended Order becomes immediately inactive. More importantly a Deleted Order cannot be recovered at all. Once an Order is deleted the process cannot be reversed. These fields are both optional, and their values depend on default settings you have made, as well as any specific modifications you make. Lets take an example to understand these fields better. Lets assume a Customer of yours - Customer A, has the following Invoice Invoice ID: 1 The above Invoice could have been manually created by you. At the time of creation of the Invoice you set the Order Suspension Date, and Order Deletion Date. The following situations can now occur -
As you can see these parameters take the Payment Collection load off your back. The System sends several reminders to your Customers/Sub-Resellers, clearly mentioning that the Order would be suspended/deleted if it is not paid for, and if they do not pay despite those Reminders then the System will automatically Suspend/Delete those orders. Similar mails are sent to yourself informing you about the pending payments of your Customers/Sub-Resellers. For every Invoice you create you can specify an Order Suspension/Deletion Date at the time of creation of the Invoice. Additionally the system itself sets Order Suspension and Order Deletion dates on System Generated Invoices based on your default preferences per Product. These default preferences are specified per Product under Settings -> Finance & Billing -> Payment Collection Settings. In Order to fully grasp the philosophy of these Payment collection parameters it is recommended that you read FAQ: Invoices. |
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