Introduction:
ServiceBox has introduced a new feature that allows users to set specific statuses for paid invoices. With this feature, you can now set a specific status for paid invoices in the accounting connector settings. This article will guide you through the process of configuring these settings to ensure smooth invoice management between ServiceBox and Sage.
Step 1: Configure Invoice Statuses in ServiceBox:
1. Log in to your ServiceBox account using your credentials.
2. In the top-right corner, click on your login name to access the drop-down menu.
3. From the menu, navigate to "Settings" and then select "Invoices and Statuses."
4. In this section, you can define multiple statuses that will determine whether an invoice is paid. For example, you can have a status named "Paid in ServiceBox" and another one named "Paid in Sage."
5. For each status you create, make sure to set the "Paid" flag to "Yes." This setting is crucial for the system to detect and mark the invoice as paid in the respective software.
Remember that the names of the invoice statuses can be tailored to suit your business needs. These statuses will play a significant role in determining the invoice's status across platforms.
Step 2: Configure Connector Settings:
1. To get started, ensure that you have downloaded the Service Box Accounting Desktop Connector on your desktop. This tool, resembling a black box, is crucial for setting up specific statuses for your paid invoices.
2. Once the Accounting Connector is open, locate the setup button situated at the top-right corner of the interface. Click on this button to proceed to the next step.
3. Upon clicking the setup button, you will be directed to the settings page. Scroll through the options until you find the "Export/Import" tab, which should be the second last tab in the list.
4. Within the settings, locate the "Use this status when setting invoice to paid" section. You will notice a drop-down box next to it, offering three different options:
a) Use Default
b) Paid in Service
c) Paid in Sage
5. Choose the status that best suits your needs. If you wish to have the system automatically detect and update the invoice status when the payment is received in the accounting program, we recommend selecting the appropriate option. For example, if you use Sage, choose "Paid in Sage."
6. After selecting the desired status, click on the "OK" button, located at the top-right corner of the interface, to save your changes.
Step 3: Selecting the Status:
Now, let's understand the implications of each option:
1. **Use Default:** If you choose this option, the system will function as it did before, automatically marking the invoice as paid based on the first status where Paid flag is found to be set to "Yes" in ServiceBox, regardless of whether it's paid in ServiceBox or Sage.
2. **Paid in ServiceBox:** Choosing 'Paid in ServiceBox' as a status means that you manually mark the invoice as paid in ServiceBox when you receive payment through that platform. You have the freedom to customize status names based on your preference and use them to track payments accurately."
3. **Paid in Sage:** Opting for this option will result in the invoice being marked as paid in Sage only. The status in ServiceBox will remain unchanged, even if you receive payment through ServiceBox.
Step 4: Testing the Configuration:
After setting up the appropriate options, you can now create a new work order and invoice and sync it to Sage. Observe the invoice status as you process it in Sage.
For example, if you receive payment in Sage, the system should automatically update the status in ServiceBox to "Paid in Sage" when you run the sync. Similarly, if you receive payment in ServiceBox, it indicates that you want to manually mark the invoice as paid in ServiceBox when you receive the payment for it through ServiceBox.
By following these steps, you can ensure that your invoices are accurately tracked and updated across ServiceBox and Sage, providing you with better control and visibility over your financial transactions.
If you encounter any issues or have further questions, please don't hesitate to reach out to our dedicated support team at [email protected]. Thank you for using ServiceBox, and we hope you enjoy the enhanced functionality!