All of these fields are under the individual Supplier.
Here is how to update the invoice appearance:
- Click on the Wines tab.
- On the left, click on Manage Suppliers
- Click on the Supplier you would like to edit
- On the left, click on Edit - proceed to make the desired changes (see below for descriptions of the sections) and click on the Save button at the bottom.
Be sure to reach out to help@vinosmith.com with any questions!
Invoice Email
Reply-To: this single email address will be specified as the Reply-To for all outbound invoice emails that Vinosmith attempts to deliver, including any email that is triggered during the Supplier Order Confirmation pop-up (to accounts, warehouses, etc.). Most likely, you will want to enter your orders desk email here. It's a single email address and does not support multiple emails comma-delimited.
Invoice Mail Subject: the default entry for the subject line is “(Account Name) #Invoice from Representation Name”, as an example, it would read like this -- "(The Parker London) #765 from Vinosmith Distributor".
You have the ability to adjust the subject line using the options provided in the Supplier Invoice Template. The chosen Subject Line set in the Supplier Invoice Template will populate for all invoices for that Supplier.
A one-off update can also be made to that field for a specific order during order confirmation.
Invoice Email: this is the content that is sent in the actual body of the email. By default, Vinosmith will insert the text: "See attached invoice for details." But you can add to this if you want. Please note - the above text will always be inserted into the body of the email. But any additional content you provide will be inserted above this line.
Warehouse CC: If you want the warehouse to automatically be CC'd for all invoices, put the warehouse email address(es) here. Multiple emails comma-delimited is supported.
Invoice Content
Static Header Text:
Invoice Terms Override: If this supplier has different payment terms, put them here. These payment terms will override the account-wide settings and display on all invoices for this supplier
Invoice Remit To: If the invoice should read something different than the supplier name, type that remit-to name here.
Sales Document Type: Sales Order does not include Remit To information and will instead print "THIS IS NOT AN INVOICE" **Please email help@vinosmith.com before changing the Sales Document Type**
Sales Order Description: Additional description text that is displayed on Sales Orders in lieu of the Remit To information
Invoice Phone Number: Prints on invoice with all Remit-To information
Invoice Fax Number: Prints on invoice with all Remit-To information
Invoice Email: Prints on invoice with all Remit-To information
Invoice Website: Prints on invoice with all Remit-To information
Date Format: Options for the Date Format printed on PDF invoices.
Font Size: Body: Manages the font size for the verbiage in the body of the invoice. (Recommend no smaller than 8)
Font Size: Line Items: Manages the font size for the line items. (Recommend no smaller than 8)
Font Size: Footer: Manages the font size for the footer. (Recommend no smaller than 8)
Invoice Options: Each box checked will display in the right-hand corner of the invoice. We recommend selecting no more than 6. Invoice options include Terms, Sales Rep, Account ABC#, Warehouse, etc.
- NOTE:
- When the Bin Location column is enabled on the PDF display, it triggers the system to sort line items alphabetically based on BIN. Uppercase values sort higher
- Blank Bin values are displayed at the top in random order.
- Include Account Contact Information? - enabling this option shows all Account Contacts with Buyer or Receive Invoices attributes on the PDF
There is a maximum sum of 550. You have to provide the same count of numbers as the number of columns (which is itself driven by the choices of the supplier. If there are 8 columns by choice, then 8 numbers must be provided. For example:
If taxes are enabled on invoices, enter the text to display alongside the tax amount. This is a free-text field.
Invoice Logo: You can add a logo to be displayed on the invoice. Please upload a PNG or JPEG file.
Invoice Line Item format: Choose how your wine names are displayed in the invoices. Use the descriptions in the invoice settings to select your format. If you need help with this, please email help@vinosmith.com.
Invoice Footer: Space to add a salutation or additional information in the footer.
URL of Payment Link (QR Code): You can add a URL will be converted to a QR code and embedded in the invoice.
URL of Payment Link Instructions (QR Code): Enter any additional instructions to be printed under the above generated QR code.
Invoice Prefix: You can add a prefix that will appear before the invoice number. E.g., a prefix of VS: will display invoice numbers such as VS:102, VS:344. For more details, please visit the Knowledge Base article HERE.
Default Email Delivery: Choose whether the invoice gets sent right when the order is confirmed or on the date of the order delivery.
Financial (this section only applies to Distributors that Broker).
Commission Rate %: This does not print on the invoice. This is used in the Supplier Commission report
Commission Invoice Content: This note content will be inserted on the 1st page of the Commission for Supplier Report.
Export Properties
Processing Version: Version 2 is the most recent version and is required for all EDI export compatibility. We recommend all suppliers use version 2.
Next Invoice Number: *Only adjust this if you are sure of what you are doing*. You can fast-forward the Vinosmith invoice numbers to continue from your most recent invoice number instead of beginning at 1. For more details, please visit the Knowledge Base article HERE. If you need help with this, please email help@vinosmith.com
Accounts Receivable
** Please do not enable this feature on your own. Contact help@vinosmith.com if you are interested in turning this feature on**
Accounts Receivable Notifications? The feature-set whereby Vinosmith finds past due invoices and notifies the sales rep (and optionally the account contacts). This setting controls those notifications. Checking that box does not enable the full functionality of AR.
Deliver Weekly A/R Email? (Applies to Distributors that Broker) Suppliers can receive an email with the prior week's Invoices, including the ability to download the Invoice PDF. This feature requires additional setup. Please see this Knowledge Base article for more information.
Negative Invoice Handling: Option to close negative invoices or keep negative invoices open until the balance due is exactly $0.
Integration
External Invoice Repositories: For QBO, QBD, and Xero integrations. This must be enabled if you want Vinosmith to push confirmed orders to the pending invoices batch screen.
Payment Platform: Enable if you use the Vinosmith Payment platform. ** Please do not enable this feature on your own. For more information about integration with Vinosmith Payments, please contact help@vinosmith.com.
- Note: If the "Online Payments Enabled?" flag is enabled at the account level, the Vinosmith Payment link is displayed on PDF invoices or emails.
Packing Slips / Bill of Lading
Generate: Adds a Packing Slips / BOL button to download the Packing Slip or BOL on an order.
BOL Footer Content: Free-text field for adding content to the BOL footer.
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