Invoices & Payments User Guide

Transcription

1 Introduction In mid-august 2018, VQA Services ( the System ) was upgraded to support invoices & payment processing. This significant upgrade now allows you to do the following: 1. Register one or more Payment Cards (Credit, Debit) either Personal or Business. 2. Pay outstanding invoices either by cheque or online payment: 1. Pay an individual invoice, or 2. Pay multiple invoices at once, as a bulk (or aggregate ) payment. This guide will step you through the key points of using this new feature: How to enter and manage Payment Cards. How to access the Invoice and Payments feature. How to pay one or more invoices by cheque and online. How to work effectively with the Invoices grid. This guide uses as example a fictional VQA member named VQA Winter Winery, a small boutique winery co-owned by John and Sally Doe. In the following you can CTRL-Click on an image to see a larger version of the image. Stripe VQA Ontario use Stripe ( a very popular and secure online payment service, for its payment processing. This means that VQA Ontario does not store any of your payment card information. Instead it is encrypted and stored on the Stripe service. Managing Payment Cards Before you can make an online payment, you first need to register one or more Payment Cards. The accepted card providers are: Visa American Express Mastercard Personal or Business? When you enter a Payment Card into VQA Services, you have the choice of registering it as Personal or Business VQA Ontario 2018 Rel of 14

2 Personal means this card is only available to you, no one else can even see it. Business means that any authorized co-worker can use this card to make payments in VQA Services. The choice of Personal or Business is up to you and your business requirements. Note that once you set it up you cannot change it (this is discussed further below). Who can manage Payment Cards? VQA Services ( The System ) introduces new security roles, basically who can do what. The roles, and their permissions, are defined in Appendix A Security Roles. To edit or manage Payment Cards, you will need to be assigned to the Finance or Owner roles. For our fictional winery, we see that John has owner role and Sally has Finance role, and so both can manage their business payment cards. If you don t have the Finance (or owner) role, you won t even see a Payment Card tab in your organizations Profile page. In Figure 1 below we see the Personnel records for John and Sally. We see that John has the Owner role assigned, which automatically also gives him the Finance role. And we see that Sally has the Finance role. Figure 1 - VQA Winter Winery - Personnel In Figure 2 we see Sally is logged in (upper right corner is her name). Because she has the Finance role, she was able to enter 2 payment cards: A Personal card which only she can use (because it s a personal card), and A Business card which any co-worker having the Finance role can also use (because it s a business card) VQA Ontario 2018 Rel of 14

3 Figure 2 - Sally's View of Payment Cards In Figure 3 we now see that John has logged (upper right corner is his name). Because he has the Finance role (implicitly assigned since he has the Owner role), he also can display the Payment cards. But John has no cards entered. What he does see however is all Business cards that are defined and there is only 1, set up by Sally (see above). Observe that John, even though owner, does not have access to anyone s Personal cards. Figure 3 - John's View of Payment Cards VQA Ontario 2018 Rel of 14

4 How to Enter a Payment Card On the Payment Cards grid, there s a New Payment Card button. This brings up the Payment Card Detail page (figure 4). Figure 4 - New Payment Card This page is fairly self-explanatory, and there is a lot of built-in help (hover over the icons). Note the boxed comment: because the card data is stored on the Stripe server and not in VQA Services, then the data is not editable. If you make a mistake in entering the card information, you ll need to delete the card and start all over VQA Ontario 2018 Rel of 14

5 Accessing the Invoice and Payments Feature Is simple: it s on your main menu page IF of course you have the Finance role assigned (you getting the hang of this now? ). Figure 5 - VQA Services Main Page Clicking on the link brings up the Invoice Tracking grid (figure 6), that might, at first glance, look daunting but it s not so bad. We ll go over the important pieces next VQA Ontario 2018 Rel of 14

6 Figure 6 - Invoice Tracking grid The 2 Invoice Type Grids Service Invoices are the invoices generated by Figure 7 - The 2 Invoice Types VQA Services during your day-to-day use of the system. Each line item is a service provided by the system: Membership renewal, Wine Approval Submission, Export Certificate, etc. Aggregated (bulk) Invoices are the invoices generated by the System when you want to pay more than one Service invoice at a time. Each line item of an Aggregate invoice is a Service invoice VQA Ontario 2018 Rel of 14

7 The Grid Rows For either grid, each row is an invoice. Clicking on the green indicator brings up a sub-grid of the invoice s line items. On each row, the PDF indicator (not shown) allows you to reprint the invoice. Figure 8 The Grid Rows The check-box allows you to select which invoice (or invoices) you want to submit payment for (more on this below). The Dates Issue Date Transaction Date Remittance Date Posting Date Is the date the invoice was created Is the date for which the invoice applies: for Membership it will be the first day of the new VQA fiscal year (April 1). For Sales Reports, it will be the last day of the reported month. For anything else, will be same as Issue Date. Is the date that you submitted a payment notification, either pay-by-cheque or an online payment. Is the date that VQA applied the payment to your account and the invoice is now closed. The Selections These allow you to tailor the data displayed to meet your requirements. Note that these selectors were set up for convenience and they may sometimes conflict so choose your selections with some care to ensure you really are looking at the records you expect. Most of these selections provide additional information and usage tips, just hover over the help icons VQA Ontario 2018 Rel of 14

8 Filter Selection note these will override any Range selection but not the Version Selection. By Invoice ID By WAS Wine ID Will retrieve the invoice (or invoices) that matches the criteria either full or partial match. Initial experience has shown that WAS approval invoices are often searched for, and so this is a convenient shortcut to get to the one (or ones) you might be interested in. Figure 9 - Filter Selection The Go button is self-evident, and the Reset Filters clears all Selections. Range Selection o Version Selection Either going back x months or for a specific year. When an invoice adjustment (a correction) is made by VQA, then the new version becomes the official (or current ) version. And the prior pre-correction version is for audit tracking but otherwise of little interest to anyone other than forensic accountants. o o Archive Selection Show Current just shows invoices that are relevant (have been paid, need to be paid, etc.). Show All also shows any prior pre-correction versions. Figure 10 - Range, Version, Archive Selections The grid is optimized for the new Invoice Payment feature. Invoices issued prior to introduction of this service cannot be paid through it, they need to be manually handled as in the past. o Show Archived shows these older pre- Invoice Payment feature invoices. You can view their line items, and can reprint them, but you cannot pay for them. Invoice Status Selection You can also influence what statuses to retrieve: o Selecting Issued will get all invoices that are not finalized (Paid, Deleted, etc.). Figure 11 - Invoice Status Selection VQA Ontario 2018 Rel of 14

9 o Selecting Payment will show invoices for which Online Payment was selected. Note there is a good explanation provided for this selector (it can be a bit confusing at first), just hover over the help icon. How to Pay One or More Invoices When it comes to Service invoices (you DO remember what those are right?), anything that you can do with one invoice you can also do with multiple invoices. So to keep from repeating invoice or invoices all the time, we ll just keep it all in plural and you ll keep in mind this means one or more invoices. Thx! The basic steps are: 1. Using the check-boxes, select the invoices that you want to pay. 2. Note the info box (Figure 11) keeps a count Figure 12 - Info Box of number of invoices, and the running total amount. 3. Click on the Pay Now button. This brings up the Invoice Payment dialog (Figure 12). Figure 13 - Invoice Payment Dialog Box VQA Ontario 2018 Rel of 14

10 If we re paying by cheque then there s not much else to do; click the Pay Now button and we re done. But don t forget to send your cheque to VQA Ontario - your invoices will not be marked paid until the cheque is received and processed. Let s instead do an online payment, using Stripe. 4. Remember John? (see Figure 12 upper right corner we re logged on as him). Because John has the Owner Role, he can use any registered Business Payment Card. And we see he has one card available, that was set up by Sally (see prior Figures 2 and 3 for refresher). 5. Clicking on Pay Now carries out the Online Payment with Stripe and concludes after a few seconds (Figure 13). Figure 14 - Online Payment Success Aggregate Invoices Above we stated that anything you can do with one invoice you can do with multiple invoices. Well that s not totally correct: When you make a payment for a single invoice, the above success message (Figure 13) completes the transaction. However, when you make a payment for multiple invoices, first the system creates an aggregate invoice, and then things proceed as previous, but using this single aggregate invoice VQA Ontario 2018 Rel of 14

11 So now that the above transaction has been completed, let s examine the grids again. The Service Invoices grid shows that both invoices were attached to an Aggregate Invoice (Figure 14). Figure 15 - Service Invoices Assigned And the Aggregate Invoices grid now shows the newly created invoice (Figure 15). Here we also clicked on the Details icon to show the line items, which as we guessed, are the associated invoices (and their line items). Figure 16 - New Aggregate Invoice VQA Ontario 2018 Rel of 14

12 What if Things go Wrong Payment Declined A common problem is when Stripe declines the payment. This could happen if the payment card has expired, or if it is maxed out. In VQA Services, this is a recoverable error. You can re-select the declined invoice and use a different Payment Card to pay for it. Note for this particular situation (re-trying a payment) you must pay for this invoice as a single payment (the system will not allow you to make an aggregate payment). This is necessary to properly track the re-payment attempt. Anything Else... almost all other Stripe-reported errors are unrecoverable, and you will need to contact the VQA office and have them work with you to resolve the issue VQA Ontario 2018 Rel of 14

13 Other Points of Interest Credit Invoices To resolve some issues (such as an incorrect Sales Report), VQA may occasionally make an invoice adjustment that reflects a credit amount. These will show up in the Invoice Tracking grid as a negative amount (e.g., $ means a $5.00 credit is owing back to you). VQA does not normally issue refunds, instead you can apply any such credits to your account. How? When you have a credit invoice, you can select that invoice on the grid (using the check-box) and then select another invoice for payment, and the system will automatically subtract the credit amount. So this means of course that the payment invoice that you select must have an amount owing that is greater than the credit invoice amount. Conclusion We hope the new Invoicing features of VQA Services will make it faster and easier for you to manage invoices. For more information or assistance with using this new feature please call the VQA Ontario office and discuss with our staff we ll be pleased to help you make the most effective use of the system. Comments? Concerns? Suggestions? Please let us know! VQA Ontario 2018 Rel of 14

14 Appendix A VQA Services Security Roles To support the new invoices and payments feature, the system introduces a new security model. All users are assigned one or more pre-defined roles, and these roles determine what capabilities the user is authorized for. The following are the defined Security Roles. Note the term Manage means having the ability to View/Add/Edit/Delete (as appropriate) a given entry in VQA Services. Role Capabilities Admin Can manage the Organization (Member) Profile: o Can modify the profile (member name, etc.) o Can manage Personnel o Can manage Locations (Addresses) Compliance Person(s) to be contacted for legislative notices and VQA-issued Compliance Orders Finance Can manage Payment Cards Can submit invoice payments Can submit Sales Reports Operation Can manage Wine Approvals and Transfers Can manage Icewine Registrations and Harvests Owner Can perform all the above Note there will always be at least one person having the owner role; if you remove them all, the system will automatically re-assign to a person Primary Contact Person(s) to be contacted for all other VQA correspondence Note there will always be at least one person as Primary Contact ; if you remove them all, the system will automatically re-assign to first person having the owner role VQA Ontario 2018 Rel of 14