Havenstar Invoice Restrictions Settings - Requiring Minimum Customer Data Before Allowing Invoicing
Quick Intro
Whenever an invoice is raised, certain customer details are recorded onto the invoice, such as name, address, etc. To preserve historical accuracy, these details never change, even if the customer subsequently changes their address. This can cause problems if invoices are raised with missing or inaccurate customer details. To reduce this possibility, Havenstar has the option to disable invoicing against a customer if certain details have not been filled in on their account. This article explains how to configure this, and what effect it has.
Where To Find It
The options can be configured in the Settings screen. Go to the Nav Bar, and find Settings under the Configuration section.
Turning the Restrictions On
- Go to the Settings screen, and navigate to the Accounts section. Under the Invoice Settings heading, you will see a subsection titled Required Customer Data.
- Here, tick the relevant box for each piece of data that you want to be captured before invoicing is allowed on an account. Hovering over each box will give more information.
- Close the Settings screen, and, when prompted, click Yes to save your changes.
How It Affects The Invoicing Workflow
When the user comes to raise an invoice, if the account is missing any of the required data, they will see an error screen after clicking the Raise button. This screen will indicate which data specifically is missing.
Notes & Tips
- These options only help to encourage users to capture complete customer information, it does not necessarily help to improve the accuracy of that information.
- It is possible for an administrator to update invoice details post-raising using the Accounts Maintenance screen, although if you are using certain other data export functions, such as SAFT export, some or all of these options may be restricted.
- Be mindful of the impact on your administrators' workflow - this will prevent them from raising an invoice entirely, at a time when the marina may be busy and time of the essence. They should be made aware when these restrictions are coming into force, and how to deal with the situations that might arise.
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