We are excited to announce a new feature in ezyCollect which extends the invoice exclusion process allowing you to create different 'invoice statuses' once invoices are synced to your ezyCollect file.
This can be defined by pausing or excluding invoices or putting additional invoice statuses that you can make visible to your customers and whether you want to prevent chasing on the follow up reminders (1st to 6th follow ups). This will help you get even more control over your collections.
How Does it Work?
You can set up rules based on different invoice statuses that you define.
Please note that this replaces the old invoice exclusion rule and feature in ezyCollect. Only ezyCollect Manager users can make changes to the invoice status.
You can add and remove different Invoice Statuses as follow:
Invoice Status Name | Description | Visible to Customer | Does it prevent from chasing in the workflow?* | Expiration Date*** |
Invoice Dispute | You can add additional information why the invoice is in dispute. | User defined** | Yes | Not Available |
Exclude Invoice | Add an internal description why you are excluding the invoice | No | Yes | Not Available
|
Pause Invoice | Add additional information why you have paused this invoice. | User defined** | Yes | User defined** |
Mark on Direct Debit | Add additional information | User defined** | Yes | User defined** |
Custom Status | Allows you to create your own status name. You can add additional information, make it visible to customers, prevent chasing, and set an expiration date. | User defined** | User defined** | User defined** |
Important Notes:
*Prevent Chasing - in most invoice statuses, the system will automatically prevent the invoice from being chased and calculated in the oldest overdue invoice. However, in the invoice custom status, you can choose whether to prevent chasing or not.
**User defined - as an ezyCollect manager user, you can select the following:
Prevent Chasing: If selected in the Custom Status, the invoice will not be considered when calculating the oldest overdue invoice, and it will not be chased.
Visible to Customer: When this option is enabled, the invoice will be displayed as part of the email merge field tables. If not selected, then the invoice will be removed from the invoice table merge fields and won't be visible to your customers until the invoice status expires or is removed by the ezyCollect user.
***Expiration Date - in some Invoice status, you are able to select an expiration date. Once the expiration date is reached, the system will automatically remove the current invoice status. Please note that there's no user notification email that will advise you on this.
How to change the Invoice Status?
Login to your ezyCollect file.
Go to the Customers Page and click on the Customer where you want to make some changes on the invoice status.
Select one invoice or multiple invoices where you want to apply the new invoice statuses.
Then click on the Invoice Status button.
3. You can then choose and Add Status
4. In this example, I chose to Pause Invoice. Once you have done this, the system will action this immediately.
I have selected an expiration date where the system will automatically remove this invoice status.
I have an added further Description that will appear in the email merge field tables and visible to the customer.
5. This Invoice Status actions will also be visible in the Activity History.
How to Cancel Invoice Status
Simply select the invoice/s with the current Invoice and tick the checkbox next to it, then click Invoice Status.
2. Click the option Remove Status and a pop up will ask again to confirm this - click
Confirm to go ahead or Cancel.
Video Guideline
Invoice Status Video part 1 - How to Pause, Exclude, Remove Status add Invoice Dispute and Mark on Direct Debit
Invoice Status Video part 2 - Custom Status and how the invoice status appear in email merge fields