Set up digital invoicing

Introduction

In e-Captain it is possible to email rather than post invoices. Before you can email invoices you need to set up this function.

• In the main menu select Management center.
• Click on Invoicing.
• Select Invoice settings.
• Ensure that the fields below are filled in.

• Invoice preference (new members) – indicate the default setting for new members – email or post.
• Email address sender (name) – enter the name that the recipient will see in the ‘sender’ field.
• Email address sender (Email address) – enter the reply e-mail address which recipients can reply to.
• Advise if email was not read after – the system will inform you if emails are unread after this period so that you can take follow up action, such as posting the invoice.

Rights/users settings mailing module

To use the mailing module you must have the necessary user rights.

• In the main menu go to Home 
• Click on Rights/users (only possible for an Admin).
• Choose the user whose rights you want to change and double click. Choose the Part ‘mailing’ and change the rights as required.

Mailing templates

The mailing templates for invoices and reminders are supplied with a standard e-Captain format. This template can be adapted to your own style.

• In the main menu click on Mailing.
• In the submenu select Mail messages.
• Select the folder Templates.

• Choose the template you want to edit.

In the template there are a number of variables which are automatically filled out when you send an email invoice.

•  is replaced with Dear Paul, 
• captainhelp is replaced with the associations name (as entered in the settings).
• is replaced with the name entered in the invoice settings.

In the email is a link to Open invoice + invoice number. When the recipient clicks on this link it will open a new screen.

Once this screen is shown, the time that the email is opened is recorded in e-Captain.

• In the main menu choose Member management.
• Select a member and open the membership card.
• Go to the tab Financial.
• The time the email was opened will be displayed when you hover the mouse over the email icon.

Who receives the emailed invoice?

Who receives the emailed invoice?

To set which members receive invoices via email there are a number of settings that can be adjusted.

First, you can change the default ‘Invoice preference’ setting for new members to ‘by mail’.

• In the main menu choose  Management center.
• Select Invoicing.
• Select Invoice settings.
• Change Invoice preference (new members) to By mail. This setting does not change invoice preferences for existing members.

• In the membership card under Membership you will find the Invoice preference for each member.

Here you can indicate if invoices should be sent by post, work or private email. These email addresses can be entered under Contacts.

In Change collectively you can change the invoice preference for a group of members.

• Collective changes are under Membership management and will use the criteria / filter which you have entered.

• Once you have edited this setting the selected members will have a new invoice preference.

Invoicing

In the pro forma summary of invoices, some names have envelope icons after them. These members have their invoice preference set to  Email private or Email work and they have a valid contact email address. Emails are sent automatically when you click on Create Invoice. For the member invoices with no envelopes a PDF will be generated.

Once invoices have been made you will see the number of emails sent.

Unread e-mails?

Sometimes emailed invoices may not be read or opened by the recipient.

• In the main menu choose Management centre.
• Click on Invoicing.
• Select Invoice settings.
• Select the number of days under Advise if email was not read after.

This setting indicates after how many days an unread email will be notified. If an email remains unread after XX days a notification will appear in the Invoice menu.

You can now print these invoices to post them.