Batch Invoice Presentment (AS)

Create and send Billing records in bulk for more efficient processing of Billings. The TMS supports sending Billings in bulk when configured appropriately.

Configuration

Create PDF Format records to customize the look of documents. Note that for orgs with multiple Ledgers, a PDF Format may be created for each Ledger. See Accounting Seed documentation for additional information for configuring PDF Format records.

PDF Format Records

Create PDF Format records to send bulk Billings. Complete the following steps for each required PDF Format record, for example when sending Billings from multiple Ledgers with unique PDF Formats.

1. From the App Launcher, search for PDF Formats and select the link to navigate to the PDF Formats list view.

2. Click New to create a PDF Format record.

3. Enter the following values into the fields.

   1. PDF Format Name: Bulk Billing Product (or another desired name)

   2. Type: Billing

   3. Visualforce PDF Page: TransportationBillPDFBulk

   4. Default Email Template: Billing_Email_Template (or another desired template)

4. If desired, add values to the remaining fields.

   1. Add a ReplyTo Email address to receive email responses to the Billing PDFs.

   2. Add an Org-Wide Email Address to send Billing PDFs from.

   3. Image files larger than 250×150 pixels may cause Company Information fields to overlap Billing Address field information on the PDF. Use caution when adding large images.

   4. The Footer field for bulk Billings does not appear in the PDF file.

5. Click Save.

Provide a descriptive PDF Format Name. Additional PDF Format records may be created for other document types.

Add the new PDF Format record to the appropriate Ledger record. Enter the record name into the Default Bulk Billing Format field as shown below.

Save the Ledger.

Repeat the process to create PDF Format Records for additional Ledgers as necessary.

Note: The email template used for sending the bulk billings is set in the TMS Accounting Admin Batch Billing Email Template field. Create a bulk billing template as desired and select it to on TMS Accounting Admin.

Send Billings

From the App Launcher, select Billings to access the Billings list view.

Select any number of Billing records and then click the Send Invoices button.

This action opens the Billing Console to send Billings to the customers using their preferred Billing Method. The following billing methods are supported.

• Email

• Print

• EDI

When sending Billings, the following customer Transportation Profile fields are respected.

• Batch Invoicing Email Process

  • If no value is selected (None), the One Email, Individual Invoice Attachments value is used as the default functionality.

• Batch Invoicing POD Treatment

• Consolidated Invoicing

The Accounting Seed Master Billings workflow does not follow the settings on the customer Transportation Profile.

Click the Process button to generate and send the Billing PDF to customers.

The Status column contains a success icon (green checkmark) or a warning icon (yellow exclamation point) with any error descriptions. The generated Billing PDF icon is linked for reference.

Bulk PDF documents are stored on the Notes & Attachments related list on the Contact Lightning Record Page.

Organization-Wide Email Address

Set the Billing email address fields that a user may reply to by creating Organization-Wide Email Address records. Add values to the Reply-To Email and/or Org-Wide Email Address on the Accounting Seed PDF Format record.

Navigate to TMS Accounting Admin and select a value for the Default OWEA for Multiple Billings field. The following logic determines which email address appears as the Reply-To address in the recipient’s email client when they respond to a Billing email.

The Organization-Wide Email Address selected for the Default OWEA for Multiple Billings field must have the Allow All Profiles to Use this From Address value selected. If this value is not selected, an error message is presented to the user.

Prevent this error by completing one of the following actions.

• Change the setting to Allow All Profiles to Use this From Address on the OWEA record set for Default OWEA for Multiple Billings on TMS Admin Accounting.

• Change the Default OWEA for Multiple Billings record on TMS Accounting Admin to another OWEA record that contains the Allow All Profiles to Use this From Address.

Select Billing records and click the Send Invoices button to generate and send PDF-format Billings to users.

One Billing

When one Billing record is selected, the following logic order determines which email address is used. The next option is selected when no value exists in the field.

• The email address From field is set in the following order. If no value is present, the TMS uses the next available option.

  1. The Organization-Wide Email address set on the PDF Format record associated with the Billing.

  2. The Default OWEA for Multiple Billings field value on TMS Accounting Admin.

  3. The User that clicks the Send Invoices button.

• Entering values in both the PDF Format Reply-To Email Address and the Organization-Wide Email Address fields determines which email addresses the end user sees. The user receiving the email sees the Reply-To Email Address as the Reply-To and the Organization-Wide Email Address as the From in their email client.

Multiple Billings

Selecting more than one Billing record results in the following logic to determine the PDF Format and email address when sending Billings.

Billings are grouped first by Billing Contact and then again by Ledger.

• The email address From field is set in the following order. If no value is present, the TMS uses the next available option.

  1. The Organization-Wide Email address set on the specific Bulk Billing PDF Format record associated with the Billing.

  2. The Default OWEA for Multiple Billings field value on TMS Accounting Admin.

  3. The User that clicks the Send Invoices button.

• The Reply-To Email Address is not set. When a user replies to the Billing email, the From email address is used as the reply address.

See Organization-Wide Email Address for setup and other information.

Note: Copy the packaged TransportationBillBulkController Visualforce Page and edit it to create custom formats.

Billing Record Storage

Individual billing PDF attachment files are stored on the individual Billing record in the Notes & Attachments section.

When the Batch Invoicing Email Process field is set to One Email, Combined Invoice Attachment, the Billing PDF files are stored on the Billing Contact. Add a Related List - Single standard component to the Contact Lightning Record Page to view combined Billing attachment documents.