Batch Billing allows you to bill multiple customers at one time. Generally, these are customers who are billed in regular periods that extend beyond a single visit, for example, weekly, or monthly.
1. The billing module provides several tools to manage the list of customers you want to bill. The numbered items explained below correspond to the numbers in the picture, indicating their position on the screen.
- Filter: Search for any customer by their name, the list will dynamically change to show matching results as the search text is entered.
- Term: Search for customers by their payment terms, Net 10, Net 15, Net 30, etc.
- Charge: Show customers who are charge only, in other words, customers whose credit cards you have stored. Note that this does not necessarily mean that the card is stored in Enlite. See the Adding Customers to Billing (https://darkpos.freshdesk.com/support/solutions/articles/31000151472-how-to-add-customers-to-billing) knowledge base article to find out how to designate a charge customer.
- Route: Show only customers who are, or, are not assigned to a route. See the Adding Customers to Routes (https://darkpos.freshdesk.com/support/solutions/articles/31000151486-how-to-add-customers-to-routes-from-route-screen) for how to do this.
- Email: Show customers who prefer to receive their statement via email. See the Adding Customers to Billing (https://help.darkpos.com/hc/en-us/articles/360019182292-How-to-add-customers-to-billing) knowledge base article to find out how to set this preference for a customer.
- Zero: Show or hide customers with a 0 balance.
- Cycle: Filter customers by cycle date, for example, show only customers billed on the 1st of the month. See the Adding Customers to Billing (https://darkpos.freshdesk.com/support/solutions/articles/31000151472-how-to-add-customers-to-billing) knowledge base article to find out how to set a customer’s cycle date.
- Billing Period: Set the billing period that you will use to bill your customers. Note that by default, the period is always set to the previous month. Adjust the starting and ending dates to capture the invoices and charges that will be included in this billing period. You may set any period you like.
2. Set your billing period. This is the most important step. The billing period will capture the invoices and charges that are included in the statement and affects the Last Balance, Current Balance, and Current Total fields that make up the amount the customer will be billed.
- Last Balance: Includes any charges owed PRIOR to the billing period that has been defined. In the case below, Bruce Wayne has $332.09 that he incurred prior to the 04/01/2019 billing period start date that has been defined. These charges will appear under Previous Balance on the customer’s statement.
- Current Balance: Includes any charges owed WITHIN the billing period that has been defined. In the case below, Bruce Wayne has incurred $110.90 at some point between the 04/01/2019 thru 04/30/2019 billing period that has been defined. These charges will appear under Current Balance on the customer’s statement and all the invoices falling into the current balance will be detailed so the customer can review the charges.
- Current Total: Total of all charges incurred PRIOR to and WITHIN the billing period that has been defined. In the case below, Bruce Wayne incurred $332.09 PRIOR to the 04/01/2019 billing start date and has also incurred $110.90 during the billing period (04/01/2019 thru 04/30/2019). So, his Current Total is $442.99 which is the sum of his Last Balance and his Current Balance. The Current Total will appear as the Total Amount Due on the customer’s statement.
3. Select customers to bill by checking the names of the customers, they will be selected to be billed and their statements will be generated. From this module, you will be marking numerous invoices as paid with the touch of a button. Proceed carefully. If you are new to this module, begin with 5 or 10 customers at a time until you are confident in your actions. In the example below, we have selected 3 customers to be billed.
4. Viewing Statements. To view the statements belonging to the selected customers, click on the Statement tab. Note that if you do not select customers, you will not see statements.
5. Statements will be generated for all the selected customers. They will be generated on the same screen one after the other. From the Statement page, several actions can be taken:
- Email: Email an individual statement. This is done by clicking the email button INSIDE the statement.
- Export CSV: Export an individual statement to a CSV file. This is done by clicking the Export CSV button INSIDE the statement.
- Email All Statements: For the customers, you have generated statements, you can email all the statements at one time by pressing the Email All Statements button.
- Print: For the customers, for whom you have generated statements, you can print all the statements at one time by pressing the Print button.
- Charge Credit Card: This is the last action you will take on this screen. Once you have reviewed the statements and the charges and emailed or printed them, you can charge all the selected customers at one time by pressing the Charge Credit Card button. In order to do this, you must be integrated with a payment processor so that Enlite may perform this action. Once the button is pressed the customers’ credit cards will be charged for their corresponding amounts and update all the invoices to reflect the payment that was made. It is important that you print or email your statements PRIOR to pressing this button because balances will be recalculated after the payment has been processed.
6. To Process payments, return to the Customer List and select the blue $ button next to the customer you wish to charge. In this case, we will charge Bruce Wayne.
7. In the modal that appears, select your payment type. Payment types will vary by store and will be configured by the DarkPOS Support team at the time of your initial store setup. In this case, we have selected the Check payment type, entered a check number and you can manually entered an amount. If the payment amount, whether it is a check, cash, wire transfer, etc., is less than the payment due, Enlite will apply the amount paid to the oldest invoice first and continue applying it to newer invoices until it has been consumed. Any partial or unpaid balances will remain open to be paid in the following period. When ready, press the Process Payment button. Enlite will apply for the payment and recalculate the balances. As mentioned above, this should be done AFTER emailing or printing the statements as processing the payment will recalculate balances on invoices.