You can configure your system to automatically alert clients about unpaid invoices and prevent them from placing new orders if invoices remain unpaid for a specified period. These settings can be applied globally, by client type, or at the individual client level.
Global Accounting Alerts and Bars
To set up global accounting alerts and bars (which can be overridden by client-type or client-specific settings):
Go to System Settings.
Under the Clients section, click Clients' Accounting.
From here, you can access the following configurations:
Accounting Bar
The Accounting Bar blocks a client from ordering if their invoices remain unpaid beyond a defined number of days.
Settings:
Accounting Bar Message
Customize the message clients will see when an accounting bar is in place. This message appears when they attempt to order and are blocked due to unpaid invoices.Days Until Accounting Bar
Set how many days after an invoice is created and remains unpaid that a client should be automatically barred from placing orders.Enter
0to disable automatic bars.For example, entering
60means the client is barred 60 days after the invoice date if unpaid.
Note: When an accounting bar is applied to a parent client, all branch clients paid for by that parent will also be barred. However, removing the bar from the parent does not automatically remove it from the branches—these must be removed manually.
Admin Tip:
When marking an invoice as paid, the payment screen will display if the client has an active accounting bar, along with a link to unpaid invoices. You'll also have the option to remove the bar directly using the Accounting Bar On/Off radio button.
Approaching Accounting Bar Notice
Send clients a warning before an accounting bar is applied.
Settings:
Notification Email Subject
Subject line for the warning email.Notification Email Body
Message body explaining that their account will be barred unless payment is made.Days Before Bar
Specify how many days before the accounting bar is applied that the warning email should be sent.Enter
0to disable the warning.
Example:
If an accounting bar is applied after 60 days, and this warning is set for 10 days prior, the system will send the email 50 days after the invoice date.
Unpaid Invoice Reminder
This is a softer reminder than the approaching bar notice, typically used earlier in the process.
Settings:
Reminder Email Subject
Subject line for the unpaid invoice reminder.Reminder Email Body
Message body reminding the client to pay.Days After Invoice Creation
Set how many days after the invoice is created that the reminder email should be sent.Enter
0to disable this reminder.
Example:
If set to 30, a reminder will be sent 30 days after invoice creation if unpaid.
Location: Configure this under System Settings > Client Accounting > Unpaid Invoice Reminder, or override it under Invoice Payment Options for individual clients or client types.
Manually Sending Invoice Reminders
To manually resend an invoice:
Go to the Accounting tab.
Click View Client Invoices.
Search for the specific client or unpaid invoices.
Either:
Click Send all invoices below to clients, or
For a specific invoice, click Send Invoice.
Emailing Invoices
Customize how invoice emails are sent to clients.
Settings:
From Email Address
Sets the "From" address used for all invoice and accounting emails. Replies will go to this address.Invoice Email Subject
Subject line for the invoice email.Invoice Email Body
Body of the email accompanying the invoice attachments (summary and detail).
Tip:
You can send invoices in bulk or individually from Accounting > View Invoices. Invoices are sent via email or fax, depending on each client's communication settings.
Client-Level Accounting Controls
You can override global settings at the client level via the Client Editor.
Manual Accounting Bar
Check this box to manually bar a client from logging in.
The same message from the global accounting bar settings will be displayed.
Prevent Automatic Bar
Enable this to exempt a specific client from receiving an automatic accounting bar, even if global settings would apply.
Credit Limit
Set a monthly credit limit for the client.
Clients can log in but cannot place orders exceeding the credit limit.
Credit is evaluated during order finalization.
Note: If a search is added to a report from a prior month, the amount is applied against the current month’s credit.