Configure Settings for Enhanced Invoice Numbering

Knowledge Center > Marketplace > App Documentation > Enhanced Invoice Numbering > Configure Settings for Enhanced Invoice Numbering

Configure Settings for Enhanced Invoice Numbering

For the Enhanced Invoice Numbering app to work, you need to configure settings in Zuora and the app instance.

Disable Automatic Posting of Bill Runs in Zuora

To avoid sending duplicated invoices (original invoices and invoices with the new numbering) to your customers, you need to turn off automatic posting of bill runs.

  1. In Zuora environment, go to Settings > Billing and click Define Billing Rules.
  2. Click Edit, and set Support bill run auto-post? to No.
  3. Click save to save the change.

Add Custom Fields for the App in Zuora

You need to add custom fields for the account entity, invoice entity, and invoice number.

  1. In Zuora environment, go to Settings > Billing and click Manage Custom Fields.
  2. Click Account Fields
  3. In the Account Custom Fields & Relationships (Indexed) section, click add new field. On the page that opens, specify the settings for the new field and click save.
    • Field Type: Picklist
    • Field Label: Entity
    • API Name: Entity
    • Picklist Values - Enter the list of names that you want to use different invoice numberings for. For example, a company wants to use different invoice numberings for customers in different geographic locations. The picklist values can be UK, US, Sweden, Denmark, etc.
    • Description - Optionally enter some description for this entity. 
    • Required - Do not enable. 
    • UI Read Only - Do not enable.
  4. Go back to the Maintain Fields page, and click Invoice Fields.
  5. In the Invoice Custom Fields & Relationships (Indexed) section, click add new field. Use the same settings as in step 3 and click save.
  6. Add an invoice number custom field with the settings below:
    • Field Type: Text
    • Field Label - Enter a name to identify the invoice number custom field.
    • API Name - An API name will be automatically generated based on the field label that you enter. Revise the name if necessary.
    • Length: 255
    • Description - Optionally enter some description for this new custom field. 
    • Required - Do not enable. 
    • UI Read Only - Enable

Configure Notifications for the App in Zuora

  1. In Zuora environment, go to Settings > Billing and click Setup Profiles, Notifications and Email Templates.
  2. Ensure that billing settings are displayed.
    setting_bill_noti.png
  3. Click Edit on Bill Run Completion│Completed Status.
  4. Complete the Notification settings and click save.

    • Basic Information:

      • Name: Completed Status

      • Description - Can be changed for easier identification.

      • Active - Enable to activate the notification.

    • Event Parameters:

      • Bill Run Status: Completed

    • Delivery Options:

      • Email - Do not enable.

      • Callout - Enable

      • Base URL - Enter the Bill Run Complete Callout URL from the Enhanced Invoice Numbering app. 
        On the landing page of the app, select Options > API Token and copy the URL displayed in the Bill Run Complete Callout URL field.

        invoice_num_token.png
      • Click add parameter to add a new parameter.

        • Parameter Name: BillRunID

        • Parameter Value - Select BillRun.ID under Legacy Fields.

      • HTTP Method: GET

      • Retry - Do not enable.

      • Callout Authentication - Enable

        • Username - Enter your Zuora username.

        • Password - Enter the API Token from the app.
          On the landing page of the app, select Options > API Token and copy the API token displayed in the API Token field.

  5. Optional: If an invoice is generated outside of a bill run, you must also configure the notification settings for Invoice Posted │Invoice Posted via API

    • Basic Information:

      • Name: Invoice Posted via API

      • Description - Can be changed for easier identification.

      • Active - Enable to activate the notification.

    • Event Parameters:

      • Trigger event: API

    • Delivery Options:

      • Email - Do not enable.

      • Callout - Enable

      • Base URL - Enter the Invoice Posted Callout URL from the Enhanced Invoice Numbering app.
        On the landing page of the app, select Options > API Token and copy the URL displayed in the Invoice Posted Callout URL field.

      • Click add parameter to add a new parameter.

        • Parameter Name: invoice_id

        • Parameter Value - Select Invoice.ID under Legacy Fields.

      • HTTP Method: GET

      • Retry - Do not enable.

      • Callout Authentication - Enable

        • Username - Enter your Zuora username.

        • Password - Enter the API Token from the app.
          On the landing page of the app, select Options > API Token and copy the API token displayed in the API Token field.

Configure Settings in the App

  1. Launch the app instance. 
  2. From the landing page of the app, select Options > Settings to open the settings page.
    Upon the first launch of the instance, you are automatically navigated to the setting page. 
  3. Configure the settings as specified below and click Save to save the settings. 
    invoice_number_app_settings.png
    • Entity Source Object - No need to select anything. The only option is Account. 
      This field identifies the source object of the differentiator entity.
      Note: If you want invoice numbering to be based on a subscription attribute instead, please contact your Engagement Manager.
    • Account Entity Field - Select the account level custom field that is defined for the entity.

    • Target Invoice Number Field - Select the invoice number custom field that you entered in step 6 of Configure Settings for Enhanced Invoice Numbering.

    • Enable Writing Entity to Invoice - Determines if the entity is displayed in invoices.

      • Enabled - Displays the entity in invoices.

      • Disabled - Does not display the entity in invoices.

    • Target Invoice Entity Field - Select the invoice custom field used for the desired numbering. 
      If Enable Writing Entity to Invoice is selected, this field will be displayed in invoices.

    • Post Invoices - Determines whether to post draft invoices

      • Enabled - The app posts draft invoices.

      • Disabled - The app does not post draft invoices. Draft invoices are kept in the system.

    • Do Not Number $0 Invoices - Select the option if you want to skip numbering for zero-value invoices.

    • Update Invoice PDFs with Entity Number - Select to update invoice PDFs with the new numbering formats.

      You need to submit a ticket at Zuora Global Support to enable this function.
    • Send Customer Emails - Determines whether to send emails when posting invoices.
      You must configure and activate the “Manual Email For Invoice” notification before you can email invoices manually.
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