Dispatch invoices

Step 7 of 9
Smile's dispatch functionality lets you automate the sending of invoices, reminder notices and statements to customers. Dispatch rules control the following:
  • notice type—for example, reminders, invoices, disconnection warnings.
  • dispatch time—for example, 30 days after the due date.
  • format—for example, email or print.
  • stationery—for example, different layouts for invoices or statements, or different logos for subsidiary companies.

Dispatch rules apply to accounts and are inherited from the package used to create the account. If you wish, you can customise the dispatch rules for an account after you create it.

Note: For more information about dispatch rules, see the Configuration Guide.

This task explains how to dispatch invoices to customers. You must approve an invoice before you can dispatch it.

  1. On the Smile menu, click Billing, then click Dispatch.
    The Dispatch page is displayed and lists each group of invoices ready for dispatch. Smile groups invoices by format and notice type, but does not create a separate dispatch queue for each billing run.
  2. Click View next to the invoices you want to dispatch.
    The Pending Dispatch page appears.
  3. Ensure that each invoice has a valid destination, for example, a valid email address.
    If an account does not have a valid destination, click Account next to the invoice to display the account, then add the customer's email address to their account details.
  4. Click Dispatch, then click Continue.
    Smile creates a batch for the invoices, then emails or prints the invoices so they can be sent to customers. Smile ignores any invoices in the dispatch queue that do not conform to a dispatch rule.