Individual Invoice

Modules>CRM> Individuals>Find, Query, or Add Individual>Individual Profile>invoice icon

This topic covers using the Centralized Order Entry | Order page that opens when you click the invoice icon on the Individual Profile.

Centralized Order Entry | Order

1. Follow the path above. The Centralized Order Entry | Order page opens.
2. Fill in the Bill To and Ship To sections as described in the table below:

   Fields	Required?	Description
   Bill To: field	Required	Enter the first few letters of the last name of the individual who will pay for this order. A list of matches appears. Click the individual you want to add to the field, or click the look up button to see a full list of individuals.
   Bill To: drop-down	Optional	Displays the full bill to address of the individual in the Bill To field.
   contact	Required	Select the individual who is the contact for this order (mostly for bill to organizations)
   address	Required	Select an address to bill the order to.
   communication preference	Required	Select the method used to communicate with the contact.
   Ship To: drop-down	Optional	Displays the full ship to address of the individual in the Ship To field.
   address	Required	Select an address to ship the order to.
   communication preference	Required	Select the method used to communicate with the Ship To contact.

3. Fill in the following fields according to the descriptions in the table below:

   Fields	Required?	Description
   source	Optional	Enter the first few characters of the source code. A list of matches appears . Select your source code from the list, or click the look up button for a full list of source codes.
   media	Optional	Select the code that indicates how this order came in to your association.

4. Use the following buttons and fields to add Line Items to the Line Items section:
   • + Add Product button: Click the button for a menu of product types that you can add as Line Items. Each Product name link in the menu leads to another page that guides you through entering all the details of the line item.OR
   • Quick add: Enter a PLU code to add an item to the Line Items section.AND
   • + Add Complementary Products button: Click the button to open a child form listing all the complementary products associated with the line items you have already added.

   Note: To add a Complementary Product: 1) Choose your product and note its name and its code 2) Go to Modules > Inventory use the Find group item to search for your product by name or by product code 3) Open the product profile. 4) Go to the Affiliated Products tab > complementary products child form 5) Use the Add button to add complementary products.

5. Fill in the fields for the confirmation section as described in the table below:

   Fields	Required?	Description
   confirmation: send by email	Optional	Select this check box to send an email to confirm the order.
   confirmation: send by fax	Optional	Select this check box to send a fax to confirm the order.
   confirmation: group items	Optional	Click this check box if there are group items.
   description	Optional	Enter the invoice group description.
   bcc confirmation email	Optional	Enter the email address to blind cc on the confirmation email.
   opportunity	Optional	Select an opportunity from the drop-down list.

6. Fill in the fields for the payment section as described below:
• Edit the fields in the Payment Information section as described in the table below. Depending on the type that you choose, you may see some but not all of the fields listed in the table below.

  Field Name	Required	Description
  batch: drop down	Required	Select an existing batch from the drop-down list or add a new batch by clicking the add icon.
  po number	Optional	Enter a po number. Enter up to 50 characters, numbers or letters.
  type	Required	Select the type of payment from the drop-down list. Depending on what type you select, you will see some or all of the fields below.
  transaction date	Required	Enter or select a date for the transaction.
  payment method	Required	Select a payment method from the drop-down list. Depending on what payment method you select, you see some of the fields in the table in step 3.
  # of installments	Required	Enter the number of installments necessary to complete the payment.
  frequency	Required	Select the frequency of the payment installments.
  proforma?	Optional	Click this check box if the payment is proforma.
  invoice terms	Required	Select the invoice terms from the drop-down list.
  first payment date	Optional	Enter or select the first payment date for installment payments.
  notes	Optional	Click the notes icon to open the Invoice Notes page. On the Invoice Notes page, you can enter internal notes for users of iWeb and external notes for users of eWeb.

• Fill in the fields in the payment method pane as described in the table below. Depending on the payment method you choose, you see some of the following fields but never all of them.

  Payment Method	Field Name	Required	Description
  cash	reference number	Optional	Enter an optional tracking number for cash payments.
  check / TeleCheck	name on check	Required	Enter the full name on the check.
  check / TeleCheck	check number	Required	Enter the number on the check.
  TeleCheck	account number	Required	Enter the checking account number.
  TeleCheck	routing number	Required	Enter the nine-digit routing number.
  credit	cardholder's name	Required	Enter the full name on the card.
  credit	card number	Required	Enter the full credit card number.
  credit	expiration date	Required	Select an expiration date.
  credit	CVV	Optional	Enter the credit card security code from the back of the card.
  credit / TeleCheck	cc/check street address	Optional	Check the existing address.
  credit / TeleCheck	cc/check city	Optional	Check the existing city.
  credit	cc/check state & zipcode	Optional	Check the existing city and zipcode.
  TeleCheck	cc/check zipcode	Optional	Check the existing zipcode.
  TeleCheck	drivers license number	Optional	Enter the check holder's drivers license number.
  TeleCheck	social security number	Optional	Enter the check holder's social security number.
  credit / TeleCheck	cc/check email	Optional	Check the existing email address.

7. Click the Add Order button to save your changes and return to the previous page. Click the Cancel button to return to the previous page without saving your changes.

Centralized Order Entry | Order Page Icons

You might see the following icons on the Centralized Order Entry | Order page.

Use this Icon	To Perform this Action
	edit icon to open an edit page for that field.
	add icon to add a new record for that field.
	look up icon to see a list of individuals, customers, or other appropriate person records select the record you want to return to the wizard. The fields are populated with the person's information.