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Change the way Mass Payment is working - add special status + add the invoice to the client area etc

ramf shared this idea 8 months ago
Under Consideration

Hi,

This is the current workflow when a customer or admin use the Mass Payment option to pay several invoices together :

Admin:

1. Select the relevant invoices he want to Mass Pay and click on the Mass Pay button (let's call them invoice A, invoice B and invoice C).

2. When clicking on the Mass Pay button a new invoice is created (invoice D)- in that new invoice each of the invoices we selected in the first stage (A, B and C) will be added to the new invoice (invoice D) in the Invoice Items section - one line per invoice.

Please note that this new invoice (D) will not be sent to the customer - and that's o.k. since he already got each of the original invoices (A, B and C) when they where created.

Also this new invoice (D) is not being added to the client area.

3. The only way to pay such a combined invoice is by the admin via the add payment section of the new invoice (D).

4. After the admin add a payment to the new invoice (D) this invoice will be marked as paid and will be sent to the customer.

5. At the same time all the previous invoices (A, B and C) will also be sent to the customer via email (one email per invoice) in paid status - but without any information in the Transactions section of the invoice.

So in this scenario the customer will get 4 emails.

Also please note that even after paying this new invoice (D) - and although it was sent to the customer via email, and although it is available in the admin side - it's not displayed within the client area.

This is the things I think should be changed:

1. Please send to the customer only the new invoice (D) - there is no need to send also all the invoices that where include in the combined invoice (D) - (So the customer should get only one mail with invoice D without all the other emails with invoice A, B and C).

2. Please add In each original invoice ( A, B and C) an indication under the Transactions section that this invoice was paid via invoice D so there will be a clear connection between invoices A, B and C to invoice D. Also add a spacial marking such as "Mass Payment" instead on the green banner "paid" and as a new invoice status so it will be clear that this invoice was paid by the Mass Payment option and that the relevant invoice is invoice D.

3. Please add to the client area the new invoice (D) - after it was paid so all the customer invoices will be available in his client area and will be similar to the invoices he got by email.

Client:

1. In the client area the customer see a green button "Pay all" in the Invoices Due section.

2. When a customer click on this button he see a new ad hock invoice that combines all of his unpaid invoices.

Please note that there is no way to select which invoices the customer want to pay - If he select the "Pay all" he can actually pay all if his invoices together.

3. After the customer pay this new ad hock invoice (let's call it E) - It won't be added to his client area - only available in the admin side.

Please note that it a customer select to pay this new Invoice by bank transfer or in mail payment - the new invoice (E) will be set to Unpaid in the admin side - together with the original invoices (A, B and C) - so his debt is doubled! if invoice A + B + C = 100$ - now with invoice E is debt is 200$. This doubled debt is visible only in the admin area,

Also please note that since there is no distinction between invoices A, B, C and E in the admin side - there is no way to know that the actual debt of the customer is 100$.

4. At the same time the new invoice (E) will be marked as paid and will be sent to the customer together with all the previous invoices (A, B and C) that will also be sent to the customer via email (one email per invoice) in paid status - but without any information in the Transactions section of the invoice.

So in this scenario the customer will get 4 emails.

Also please note that even after paying this new invoice (E) - and although it was sent to the customer via email, and although it is available in the admin side - it's not displayed within the client area.

This is the things I think should be changed:

1. Please send to the customer only the new invoice (E) - there is no need to send also all the invoices that where include in the combined invoice (E) - (So the customer should get only one mail with invoice E without all the other emails with invoice A, B and C).

2. Please add In each original invoice ( A, B and C) an indication under the Transactions section that this invoice was paid via invoice E so there will be a clear connection between invoices A, B and C to invoice E. Also add a spacial marking such as "Mass Payment" instead on the green banner "paid" and as a new invoice status so it will be clear that this invoice was paid by the Mass Payment option and that the relevant invoice is invoice E.

3. This new invoice status should be excluded from any calculation of the customer debt or income - in the customer level or in the accumulated debt we see in WHMCS.

4. Please add to the client area the new invoice (E) - after it was paid so all the customer invoices will be available in his client area and will be similar to the invoices he got by email.

5. Please allow the customer to select which invoice he want to pay using the mass pay all button.

To sum it all up:

- Add a new status for invoices that where paid by mass payment option - with a clear indication regarding the actual invoice the payment was done in.

- Make sure that the customer gets only one email with the relevant invoice without all the invoices with the new status.

- Make sure that every invoice that was sent to the customer is available in the client area.

Thanks!

Ram

Comments (2)

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I like the idea, but I think there should not be a seperate invoice for the mass payment at all. I think it should be only a transaction that is referenced on all mass-paid invoices. That way we don't pollute the invoice list with pseudo-invoices and don't have to give some invoices a special status.

This way when you select a specific invoice you'll be able to see the reference to that transaction. The transaction description should show all invoices that were paid.

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Hi,

@Thom Heemstra I see your point and agree,

let's change the mass payment option to a mere transaction option - and leave the original invoice intact.

Hopefully WHMCS will implement this.

Regards,

Ram