growe Posted April 11, 2009 Share Posted April 11, 2009 I am interested to see what others have done to work around this situation... Yesterday a customer decided on her own to "Add Funds" to her account. The system auto generated an invoice for it. The funds were added via PayPal via eCheck. The eCheck has not cleared yet, so, today it generated an overdue notice. When clients get an "overdue" notice, it confuses them and immediately puts them on the defensive because they know that none of their payments are overdue. The problem relates to the due date of the invoice. WHMCS auto sets the due date to be the current date. Since the "Add Funds" is not related to a particular product/service there is no need for the due date to be immediate. If the due date for "add funds" invoices was 1 month in the future then the likelihood of overdue notices being sent is slim to none. If payments still haven't cleared with a month then an overdue notice might be prudent because it will serve as a notice that the payment still hasn't cleared. I made this suggestion to Matt and he doesn't seem to feel that it would be prudent to make the change in the system. That being said... How has everyone else stopped overdue notices from being sent? 0 Quote Link to comment Share on other sites More sharing options...
scurrell Posted April 11, 2009 Share Posted April 11, 2009 As far as we're concerned, any payments made by eCheque don't count towards anything until they've cleared. We don't consider any invoices paid until we've actually received the money. If the customer chooses to pay be eCheque, then he should be aware that it takes 10 days to clear, and his invoice is therefore overdue in our eyes. 0 Quote Link to comment Share on other sites More sharing options...
growe Posted April 11, 2009 Author Share Posted April 11, 2009 That would be true if the invoice was for an actual product. The problem is the above situation relates to "add funds" invoices. Scenario... Client has absolutely no outstanding invoices. Client decides to add funds to their account so that future invoices will be paid automatically. Client adds funds via eCheck. WHMCS auto generates an invoice. Cron job runs on the next day and voila... an overdue notice is sent. Why is it overdue when there are no products/services that are being invoiced for? The client decided on his/her own to put money in the account.... we never asked for it. 0 Quote Link to comment Share on other sites More sharing options...
peaceofmind Posted April 11, 2009 Share Posted April 11, 2009 I would like to have a better understanding of how "add funds" works as well. I tried to apply it to a client's account who had paid extra to cover future invoices and an invoice was automatically generated and I couldn't figure out why. 0 Quote Link to comment Share on other sites More sharing options...
growe Posted April 11, 2009 Author Share Posted April 11, 2009 Matt told me that even though a product/service is not being sold, an invoice must be created so the system knows what to do with the $$$. Personally I think the creation of an invoice in conceptually wrong. It should not be an invoice. Maybe a "deposit receipt" which could just be a confirmation email but an invoice is not the right way as far as my thought process goes. An "overdue" notice is even more conceptually flawed. g 0 Quote Link to comment Share on other sites More sharing options...
growe Posted April 11, 2009 Author Share Posted April 11, 2009 Another quick thought... If the system needs an invoice number to keep track of things... maybe a virtual invoice number can be assigned that the system keeps track of. The invoice would not actually be sent to or displayed to the client. That might satisfy WHMCS as far as the programming needs go and it would satisfy us by not sending confusing invoices to clients. The system could also be set to not send overdue notices for "virtual" invoices. 0 Quote Link to comment Share on other sites More sharing options...
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