Dial in who is allowed to be the billable party on an invoice or sales receipt with options to restrict privileges on the frontend.
Quick Jumps:
Global Privilege Settings in Association Settings
To update global Invoice and Sales Receipt privileges across a website's frontend, go to Association Settings > QuickBooks tab > Invoicing Privileges and Sales Receipt Privileges and choose the appropriate setting.
Admins always have the option on the backend to invoice when needed, as this setting only restricts users on the frontend of the website.
Dues invoices are not impacted by this setting (member type settings can prohibit invoicing) and renewals will generate invoices regardless of restrictions put on frontend users.
Options Overview:
Companies & People
Persons who are logged in can set the billable party as themselves, as other people in their family tree, or as companies in their family tree.
Persons who are not logged in (guest checkout) cannot be invoiced. Their options for a sales receipt are:
Their own name (From the Name field in the guest check out details
Their company name (From the Company field in Guest Checkout details if enabled in Association Settings)
Companies Only
People will not be shown as options for the billable party, only companies will be listed to select. This includes any company from across the person's family tree.
People Only
Companies will not be shown as options for the billable party, only people in the family tree, including the user.
Current User Only
By selecting "User Only," users only have the ability to bill themselves, not companies or people in their family tree.
None (Invoice Privileges Only)
Users will not see an invoice option when making transactions and will be required to pay via credit card or ACH.
Contact us if there are questions about which settings would be best for your organization's needs - we're happy to help!
Prohibit Invoicing Privileges for Records with Overdue Balances
Within Association Settings in the QuickBooks tab, admins can prohibit invoice privileges for any customer that has a # days overdue balance of more than $x amount.
When the settings values are added by admins, Novi automatically restricts invoice privileges for any customer that meets the set criteria of days overdue and amount overdue.
A common setting is 90 days overdue with a balance of more than $100, but some have opted for 1 day overdue with a balance of more than $1. The values set are displayed on the frontend for users to see.
When checking out on the frontend of the site, a user will only be prevented from invoicing if the selected billable party has an outstanding invoice exceeding the setting above.
Fully Prohibit Invoicing Privileges on a Record
Admins can fully prohibit invoicing privileges as needed per record under the Settings tab in the Accounting section by checking the box to enable "Prohibit Invoicing Privileges."
When checked, the record is blocked from being set as an invoice's billable party. On the frontend when a person tries to selected a prohibited billable party, a message displays that reads, "This account may not request invoices. Please contact us with questions."
Prohibited records can be identified in custom reports and in certain List Views.