Client online invoices are for Client Bookings. Supplier online invoices are for Supplier Bookings. Client and Supplier invoices are set up in the same place but are configured separately.
Remember that online invoices are tied to IATA numbers. For an online invoice to work, it must be for a booking made with an IATA number owned by your agency and set up here.
If you have multiple IATA numbers, you will have to set up online invoices for each IATA number.
To open your online invoice settings, click your username in the top right of Sion. In the dropdown, select Account Settings.
This opens the general Settings page. In the left menu, click Identifiers. The Identifiers page will open.
Click the IATA number that you want to set up online invoices for.
The Agency Identifier window will open, click the Invoice Settings tab.
From the Invoice Settings tab you can now:
Enable Online Invoices
By default online invoices are Inactive. To enable online invoices, click the Active option next to the invoice title.
There are two options available for both invoices:
Payable Through Payment Gateway- Allow clients or suppliers to pay a statement online using your payment gateway.
For Flywire, you will first have to register for a Flywire account and then integrate Flywire with Sion.
Non-Payable Invoices - You do not want clients or suppliers to pay online through Sion’s online invoices. Make sure you fill out Offline Payment Methods to explain how clients or suppliers can send payments.
If you are using an online payment gateway, you will be prompted to select which payment types you will accept.
After you select a payment preference, you will see the Configuration section below. If you selected the wrong payment preference, click Change Payment Preference to go back.
The configuration options will change depending on if you’re creating a client or supplier invoice. A description of each option can be found below.
Client Online Invoice Configuration
Invoices Expire - The payment page will only be available for a certain period of time after the invoice is sent. The Days Valid box is the number of days a payment can be made through the invoice. Yes means that there is a time limit on how long a client can make a payment while No means the invoice can be paid at any time.
Who should be kept in the loop? - Enter emails if there are people you want CC’d on invoice-related correspondence. You can add multiple emails, and separate each email with a comma.
When you’re done, click Save Changes in the bottom right.
Supplier Online Invoice Configuration
Supplier online invoices have some of the same options as client statements with the addition of a live statement feature we’ll go over below.
Suppliers also have an additional set of options related to changes to an invoice. Sometimes invoices to suppliers may not have the most up to date information and suppliers will request a change. The Live Statement section allows you to automate this process.
Live Statements - Suppliers will be able to request changes to the bookings and pay an adjusted amount. Select Yes to enable editable statements for suppliers. Selecting No means online invoices will be sent to all suppliers and they will only be able to pay the invoice as is.
Auto Apply Booking Changes - If you enable live statements, then you can choose what happens with the edit requests. Toggle the switch for your preference.
Disabled - You will receive notifications in Sion that a supplier is requesting changes to a statement. You can then review and accept or reject the edit requests.
Enabled - The changes made by a supplier to the statement will automatically be applied and saved.
Which Booking Fields Can be Auto Applied - If you enabled auto apply, use the dropdown to select one or more fields that suppliers are allowed to make and save changes for. Note that you have to select at least one field in order to save this setting.
Event to Auto Apply Changes - If you have enabled auto apply, use the dropdown to choose when a supplier edit is saved.
Underneath the live statement setup, are configuration options:
Invoices Expire - The online invoice will only be available online for a certain period of time after the invoice is sent. The Days Valid box is the number of days an invoice can be viewed online. Yes means that there is a time limit on how long a client can view the invoice online, while No means the invoice can be paid at any time.
Private - In order for a supplier to view the invoice they will have to enter credentials. Credentials are the email address that received the invoice and the invoice number, these are provided to the invoice recipient in the invoice email. Yes means invoices will require credentials while No means anyone can view an invoice.
Who should be kept in the loop? - Enter emails if there are people you want CC’d on invoice-related correspondence. You can add multiple emails, and separate each email with a comma.
When you’re done, click Save Changes in the bottom right.
Edit Online Invoices
To edit online invoices, navigate to the Invoice Settings tab for the appropriate IATA number.
Click the Client Invoices or Supplier Invoices dropdown to see your current settings.
To change the configuration settings for your payment preferences, simply select your options and click Save Changes to apply them.
To change your payment preference, click Change payment preference at the top.
You can now select the correct payment method. Note that you must have a payment method selected to have online invoices active.
Disable Online Invoices
To disable client or supplier online invoices, navigate to the Invoice Settings tab for the appropriate IATA number.
Click the Inactive button next to Client Invoices or Supplier Invoices to disable online invoices.
The selected online invoice will now show as Inactive for that IATA number.