Billing Preferences

This guide explains the settings you can use to optimize your invoicing workflows. It is intended for system administrators.

To manage these settings, navigate from Main Menu > System Admin > Preferences > Billing.

1. General Billing Preferences

This section controls how invoices are automatically generated, as well as how deposits are handled. Settings include:

  • Auto-generate invoices on order open — This setting must be configured carefully. Please consult with your aACE partner before marking this flag.
  • Auto-generate invoices on shipment
    • Append auto-generated items to pending invoices by order
    • Append auto-generated items to pending invoices by customer 
  • Auto-generate invoices for drop-shipment purchases
  • Leave auto-generated invoices pending
  • Record payments as deposits
  • Prorate deposit reversal

2. Automatic Credit Hold

Use this setting to specify when a company will be automatically flagged for a credit hold. If you specify a threshold here, you must also enable the Automatic Credit Hold automation schedule:

This schedule completes several actions. It first searches for any companies that have at least one open invoice that is past due for at least the specified number of days. For any companies that match this criteria, the schedule automatically:

  1. Flags those companies for a credit hold. 
  2. Notes this update on the Company record's logs. 
  3. Generates a notice to the Financial Oversight team, including a link back to the company and to each of the relevant invoices.

Once a credit hold is applied to a company, anyone who tries to open an order for that company will receive a warning message about the credit hold. If they proceed with opening the order, a notice will be sent to the Financial Oversight team, including a link back to the order.

To clear the Credit Hold flag for a company, you must manually review the company and edit the record. You can view the company's credit details on the Customer Details tab:

If you manually clear the flag, but a past-due invoice is not addressed, the flag will be marked again the next time the automated process runs.