3A - Invoice Follow

Always click Save at the bottom of the page in Setup - changes are not saved until the Save button is clicked.

This area will help you set up what your invoice looks like and the functionality you prefer.

1. Auto Invoicing

• When Automated Invoicing is turned on, the system automatically generates invoices for any user that has modified orders since their last invoice generation. This invoicing occurs around 5 a.m. US Eastern. When on, the invoices are generated each night and not immediately to allow changes to exhibitor records throughout the day without generating the invoices.
  
  
• If you prefer to not use auto invoicing, admin can trigger all invoices at a time that might be more convenient.
  
  
• Individual invoices can also be "forced" by administrators that have that permission. See your CRM for more information on gaining access to this function.

2. Days Before Installment Date to Generate Invoice

• Because invoices are only generated for those exhibitors that have had a change to their main orders or other financial entries, the system will not generate invoices ahead of any Installment Dates. To overwrite this, use the tool to enter the number of days before the next installment date is due by entering the number of days before the next installment and the date you want to send invoices.
• If Auto invoicing is ON the invoices will generate automatically on the day corresponding to the Days Before.
• If Auto Invoicing is OFF, you will need to use the Generate Invoice tool (Tools>Generate Invoices).
• Note that it is best to have an email set up before hand if you want the system to automatically send an email with information and a link to the invoice to pay.

3. Hide Imported Upgrades

• GoExpo has the ability to import upgrades from another source (partner feed, e.g. SalesForce) and populate the purchases in the system. Often these will be an upgrade of items for a New Exhibitor and do not need to be displayed in the invoice if there is no charge for the item(s). By turning Hide Imported Upgrades ON, the system will not place these items into the invoice, however the data is available to admin.

4. Hide Item Descriptions in Printed Invoice

• GoExpo allows for a description in the Upgrade Choices that includes HTML and allows for images. This assists in selling the upgrade on line by including information about the item.  But when it is populated in the invoice it becomes very long. By turning Hide Item Descriptions ON the system will only include the Name and Price of the upgrade.
• If the upgrades have simple descriptions (1 to 4 lines) you can leave this OFF and the description will populate in the invoice.

5. Company Logo

• You can upload your company logo that you would like to have on the invoice on the left hand side. Generally, you do not want this logo to take up too much space. A limit of 200 x 200 pixels is recommended.
• If you prefer, you can upload a Banner into the logo field that is up to 750 pixels wide.

6. Header HTML

• The header HTML givers you additional areas to place information that is not part of the logo (e.g., your Tax ID Number).

7. Remit Payment to

• Enter the full address to remit payments to via mail. You can use the Footer HTML below to add information for wire transfers, lock box, overnight mail, etc.

8. Footer HTML

• Allows you to configure the information you want to add regarding wire, lock box, overnight mail etc as well as other contact information and links.
• NOTE - the invoice will contain all of the information in the footer HTML.

9. Force Invoice Permission Error

• Permissions are set up for those admin users that you want to be allowed to force invoices. This typically contains an error message and a contact name.
• Example:
  "You do not have permission to generate invoices. Please contact the show administrator."
• Note that the super user can add the Group for Force Invoices to users that they want to allow this function.
• See Set Up Host Accounts