Organizations are used to collect various customers under one common entity. Currently, you can specify an organization on a customer and on a lead. his is different than the Organizations area. As opposed to just being informational, when working in the Organizations area, you gain many additional features that we will describe below.
Starting with Organizations
To start using Organizations, there are a number of things you must make sure you have enabled.
- In the Email Center, make the Customer - Invoice (Account Statement) email active.
- In Contract Templates, use the drop down to add an Account Statement Template.
- In Pages/Templates, add a new page and set it to the invoice type if you do not have an active invoice page type already for the page group you plan to use.
- Go to Organizations and add your first organization.
Adding an Organization
When adding your first organization, begin by typing in an organization name. We will search and display all organization names you have in use on customers. If you see a match, choose that name. We will automatically open the customer section and use the same text in the search field of the customer section. If you choose a name, you will automatically see a list of matching customers that you can add to this organization. If you do not choose a name in the list, we will open the customers section when you leave that name field and you can search for a customer manually by changing the search text in the customer section.
Select at least one customer profile to add to the organization. Then save the organization. After saving you will be able to see a new section called events that contains all the leads that were booked by the customers you associated with the organization.
Filtering Organization Events
You can filter the events for the organization you are looking at by choosing any of the quick filters above the list of events. Only lead in statuses that are set to display in preset charts and statistics will show. Those leads we assume you are planning to collect payment on. The events listed by the filter you are using will be the events that are used when you click on the Email Statement button or the Statement link. You may further filter down the leads you want to use for the Email Statement and Statement by checking the boxes next to the events. If no boxes are selected we will assume you want to use them all. Otherwise we only use the selected events in building the email or page. Remember that if a filter is chosen and no events are selected, we will operate on all filtered events, even if they are not showing. To see all the filtered events, scroll to the bottom of the list and continue to click load more.
Emailing an Invoice/Statement
When you choose to email a statement, we will open the email toolbar, enter the customer email of the first event, choose the Customer - Invoice (Account Statement) email, and populate that email with the filtered events. The default email template will include a link to the Invoice/Account Statement page where the customer can view, print, and make a payment. There is an automated account statement email but it only gets sent when you are using Global Payments and an automatic payment is taken.
Viewing/Paying the Invoice/Account Statement
To view and/or pay the invoice/account statement, click the statement link in the footer of the open organization. This will load the Account Statement page, which loads the Account Statement contract template as well as a payment form. This page is primarily used when customers want to view, print, and make a payment. The default template includes a link for the customer to download the statement as a PDF.
Account Statement Templates
Account statement templates contain both event and payment information in chronological order. A running balance is tabulated on the far right. Amount due information is shown on the bottom of the statement.
You can enter manual payments for organizations in the Events section of the Organization. When you do this, we will use your organization payment settings to apply the payments to the filtered/selected events. When viewing that payment or receipt, we will show the full amount of the payment and in some cases show you the leads the payment is spread across and the amounts applying to each lead. Remember that if a filter is chosen and no events are selected, we will operate on all filtered events, even if they are not showing. To see all the filtered events, scroll to the bottom of the list and continue to click load more.
Customers can choose to pay the entire balance or an other amount. If they choose to pay an other amount, we will apply the payment according to your organization payment settings.
You may choose to have payments on organization account statements for amounts other than the full balance to be applied in one of the following ways:
- Apply to the oldest leads first.
- Apply up to the required deposit amount to the oldest leads first, and then apply additional amounts toward the balance of the oldest leads first.
You can set payment terms on any organization. When you do that, if you are using Global Payments, we can automatically take the payments if there is a card on file for a customer listed on the organization. When we take automatic payments, we will also send the automated account statement email if it is enabled. If you are not using Global Payments, you can use this setting and template variables (*deposit_payment_terms*, *balance_payment_terms*) to put your terms into any template you may send the customer. You can set your payment terms per lead or per organization. Within those options, you have a variety of payment term options.
You may add attachments, documents or images, to any organization. This is useful for tax exemption certificates, event images, campus maps, or other documents you may want to save with the organization.
See the video below for more information on Organizations.