How to create an Invoice that will be recognized as Auto Pay
The Apxium system will recognize any invoice that has a template name; APX Auto and treat this invoice or invoices as Auto Pay invoices
It does not matter whether you use APXauto or APX Auto or some variation
MYOB AE/AO Guide for Auto Pay
It is very simple to create a new invoice template, by creating it in the “Maintenance-Document Styles” tab. Simply create a new invoice template and name it APX Auto.
When creating a new invoice, simply apply APX Auto theme/style to your invoice.
When an APX Auto invoice is generated by Apxium after posting in MYOB AE/AO, the HTML invoice will not have the green “Payment Options” button on it rather it will have been replaced by the statement, “This invoice will be automatically paid using your nominated payment method on the invoice due date.
For any new invoice, both ad-hoc or standing orders, you can apply the APX Auto template/style.
If you wish to set up a recurring invoice for Auto Pay, you need to set it up as a standing order or recurring invoice in your accounting system.
Xero [Blue] Guide for Auto Pay
It is very simple to create a new invoice theme, by adding a new Brand (Settings > Invoice Settings> New Branding Theme. Simply create a new invoice template and name it APX Auto.
For any new invoice, you can apply the APX Auto branding by using the drop-down menu Branding and selecting APX Auto instead of standard. See the example below;
The invoice template should include a statement to the client - “that the invoice is sent for information and that their saved payment details will be used to automatically pay the invoice on the due date”. See the example below showing the bottom half on an invoice themed APX Auto;
GreatSoft - Guide for Auto Pay
When creating an invoice in GreatSoft, a line item must be added with “APXAuto” description (without any space) and has a $0 dollar amount in order for the system to recognise it as a direct debit invoice.
STAR - Guide for Auto Pay
To enable the APXAuto functionality, you need to create a template with the name of APXAuto and confirm with us once it’s done.
We then need to put the name of the template into the configuration for the firm. Once in the configuration, our system will recognize it as APXAuto.
The Apxium system will recognize any invoice that has a template name; APX Auto. And treat this invoice or invoices as Auto Pay invoices.
Note: It does not matter whether you use apx auto or APX Auto or some variation, but we need to have the name listed in the configuration.
Also, if using both Web and Windows billing, you will need to create two templates and hence the names will be different e.g. APXAutoWeb and APXAutoWindows or 1 and 2 etc.
You can have as many as you want in case you want to have different ones for different entities or clients or work, etc. As long as we list those template names in the Config, we will know they are APXAuto.
You can apply the APXAuto template to both ad-hoc and recurring invoices in Star.
Your Star invoices should make it clear that they are presented only for the client’s information and not for payment. There is no click-through link to their payment portal included.
We would suggest that the template used for APXAuto have the payment link removed and instead have a statement on the PDF that states “This invoice will be automatically paid using your nominated payment method <# of days> after the invoice issue date" or something similar, to ensure your clients are fully informed.
TESTING
Initially, we advise a test APXAuto invoice be created for a test client to allow you to see how it progresses through the various stages to the final debiting of the amount and posting in Star.
We can monitor this with you if you wish.