Introduction
The Invoice Delivery Methods feature in ProdSys allows businesses to manage how invoices are sent to their customers. Whether you are using traditional paper invoices, sending them via email, or utilizing electronic formats like EHF, it is important to have a system in place that can accommodate various delivery methods to meet client needs and ensure smooth invoicing operations. This guide provides an overview of how to manage and configure different invoice delivery methods in ProdSys.
Purpose of Invoice Delivery Methods
The primary purpose of this feature is to offer flexibility in how invoices are delivered to customers. By providing multiple options, businesses can tailor their invoicing processes to match the preferences and requirements of different clients. This also helps streamline billing operations and ensures timely payment.
Accessing Invoice Delivery Methods in ProdSys
To manage the invoice delivery methods:
Login to ProdSys: Begin by logging into your ProdSys account with your credentials.
Navigate to Invoice Delivery Methods: From the main menu, go to System > Settings > Invoice Delivery Methods. This will open a list of available methods.https://app.prodsys.com/#/settings/invoice-delivery
Key Features of the Invoice Delivery Methods Page
Name: This column displays the name of the delivery method, such as "EHF invoice," "E-Mail," or "Print." Each method can be named based on the format in which the invoice will be delivered.
Type: This column identifies the type of delivery, for example:
EHF: For electronic invoicing formats such as EHF (Electronic Invoice Format) commonly used for B2B transactions.
Email: This method sends the invoice directly to the customer's email.
Paper: Traditional paper invoices sent via postal mail.
Default: This checkbox allows you to set a default delivery method. The selected default will automatically apply to all new invoices unless another method is specified.
How to Configure Invoice Delivery Methods
Add New Delivery Method:
Click on the "+" button in the upper-left corner to add a new invoice delivery method.
Enter the Name of the delivery method (e.g., "Post," "PDF via Email").
Select the Type of delivery method from the dropdown menu.
If applicable, check the box to make this the Default delivery method.
Click "Save" to add the new method to your system.
Edit Existing Delivery Methods:
To edit an existing delivery method, click on the three dots next to the method you wish to update.
From here, you can modify the Name, Type, or update which method is set as the Default.
Set Default Delivery Method:
To set a default delivery method for all invoices, simply check the box in the "Default" column. This will ensure that all new invoices use this method unless another is manually selected.
Deleting a Delivery Method:
If a delivery method is no longer needed, you can delete it by selecting the three dots next to the method and choosing the delete option. Note that deleting a method that is in use may affect existing invoices or records, so proceed with caution.
Types of Delivery Methods
EHF Invoice:
EHF is an electronic invoice format commonly used in Europe, especially for business-to-business (B2B) transactions and government contracts. It ensures secure and standardized invoicing.E-Mail:
This method sends the invoice directly to the customer’s email address, either as a PDF attachment or a link to an online invoice.Print:
The traditional paper invoice is printed and mailed to the customer’s physical address.
Best Practices for Managing Invoice Delivery Methods
Align with Customer Preferences: Make sure that you configure delivery methods based on the preferences of your customers. Some clients may prefer electronic invoicing for speed, while others may still require paper invoices.
Set a Default Method: Choose a default method based on what the majority of your customers use. This reduces the chance of errors and speeds up the invoicing process.
Regularly Review Delivery Methods: Keep your delivery methods updated, especially if new digital formats become available or if client preferences change over time.
Conclusion
The Invoice Delivery Methods feature in ProdSys ensures that businesses can easily manage different invoicing preferences, whether through email, electronic formats like EHF, or traditional paper methods. By configuring and managing these options, you ensure that invoices are delivered accurately and on time, improving cash flow and customer satisfaction.