Account Finance Options Overview
Learn about Account Finance Options
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About Account Finance Options
The Account Finance Options page is where you configure how each Training Provider handles Invoices and payments in your platform. You can tailor Invoicing rules, tax settings, and payment methods so everything runs smoothly and consistently when it comes to receiving payments from your Customers
Please Note
Account Finance options are only available to access for Super Admins Only.
Benefits
Here are the benefits of using Account Finance Options
Customised invoicing per provider | You can set different Invoice settings, tax rules, and terms for each Training Provider, giving you complete control over how Finances are handled across your Accounts. |
Flexible payment methods | Choose which payment methods (including online gateways) are available for each provider, helping you offer secure and convenient options to your customers. |
One place for all finance preferences | Centralise your Finance configuration so your team doesn’t have to rely on spreadsheets or remember one-off rules, it’s all saved and automated. |
Reduce manual errors | Pre-set tax rates, payment methods, and invoice footers to reduce the risk of mistakes and save time on admin. |
Improve customer experience | Let customers pay how they want, with gateway integrations like Stripe and WorldPay built in. |
Key Terms and Glossary
Invoice | An Invoice is issued to a customer detailing what they owe you for their Course bookings, and Product & Service purchases. Invoices can include items, totals, tax, discounts, and payment instructions. |
Credit Note | A Credit Note is used to reduce or cancel an Invoice amount, for example, when a refund or adjustment is needed. |
Invoice Terms | Invoice terms are the payment expectations you set for a Customer, such as "Payment due in 30 days", these help manage cash flow and avoid confusion. |
Auto-Commit | Auto Commit allows you to automatically finalise Invoices following bookings without manual approval, this is useful if you do not need to invoice weekly/monthly and want to speed things up. |
Tax Rates | Tax Rate is the percentage of tax added to your Invoice Items. You can set this per provider to reflect your local VAT or sales tax rules. |
Tax Inclusive vs Tax Exclusive | A tax-inclusive price means the tax is included in the total shown. A tax-exclusive price means tax is added on top of the base amount. |
Invoice Footer | The Invoice Footer is at the bottom of your Invoice, where you can include payment instructions like BACS and cheque payable to details. |
Payment Method | Payment Methods are the way your Customer pays, such as by card (via a gateway like Stripe), bank transfer, or cheque. You can set which ones are available per provider. |
Training Provider | Training Provider is the specific Account in your platform that runs training. Each provider can have its own finance settings and rules. |
Transaction Methods
Within accessplanit, there are multiple types of payment methods available, which you can enable so that they are available in the Shopping Basket & Checkout for people making bookings for your Courses.
Payment Method Type | Payment Methods Available |
---|---|
Online Payment (payment gateways) |
|
Invoicing | |
Offline Payment (no payment taken through the platform) |
Learn more about Transaction Methods
⚙️ Invoice Settings
You can configure the information that is displayed or applied to Invoices and Credit Notes within your accessplanit platform.
The below outlines all functions that are available within this area of Account Finance Options, per Training Provider:
Invoice Prefix - Defines the prefix of your Invoice references. The default is INV.
Invoice Number - Defines the last-used Invoice reference number. The next Invoice generated will be one higher than this.
Credit Note Prefix - Defines the prefix of your Credit Note references. The default is CRED.
Credit Note Number - Defines the last-used Credit Note reference number. The next credit note generated will be one higher than this.
Purchase Tax - Overrides the tax label. The default is VAT, but sales tax or TAX can be used outside of the UK.
Tax Rate (%) - Overrides the tax rate. The default is 20% (current UK VAT).
Invoice Term Days - Defines the number of days before an Invoice being overdue based on the Invoice term type.
Invoice Term Type - Defines how the platform calculates an Invoice due date, i.e. being based the start date of the course, or at the end of a course date etc.
Tax Exclusive - Allows you to advertise your courses as tax exclusive if selected, or inclusive if not selected. This will apply to all courses platform wide for the selected provider. Please note, this is different to ‘tax exempt’.
Tax Label - Provides an additional label to your course costs, such as 'inc. VAT' or 'excl. VAT'.
Hide Tax Rate in Tax Row - Allows you to hide the tax rate on your Invoices.
Candidate Invoicing - Allows you to summarise your Invoice costs against the courses being booked, rather than being listed against each delegate.
Auto-Commit Invoices - Allows the platform to automatically generate Invoices following a booking. Without this Invoices must be generated manually. Please note, if a booker pays in full and auto commit is turned off, an Invoice will still be generated.
Invoice From Address - Here, you can define an email address as the sender's ‘From’ address for Invoices.
Display Booker Name - This option allows you to display the course Booker's name on the Invoice.
Display Client Telephone - This option allows you to display the customers telephone number on the Invoice.
Please Note
Tax Exclusivity settings can and will change the way that all of your new and existing Invoices are calculated and generated. Please avoid changing this tax settings too frequently, as this may lead to disruptions in your finances.
🧾 Invoice Footer
In Account Finance Options, you can add different footer messages to your Invoices to include extra information, such as BACS payment details or where to post Cheques
Standard Invoice Footer
Message to be displayed in the footer of the Invoice - This content will always show on your Invoice, regardless of the Invoice Status.
Additional Invoice Footer options
Message to be displayed below the content of an invoice if it is outstanding - This content will only show on your Invoice if the Invoice Status is Outstanding.
Message to be displayed below the content of an invoice if it is partially paid - This content will only show on your Invoice if the Invoice Status is Part Completed.
Message to be displayed below the content of an invoice if it is fully paid - This content will only show on your Invoice if the Invoice Status is Completed.
Message to be displayed below the content of an invoice if it is cancelled - This content will only show on your Invoice if the Invoice Status is Cancelled.
If you don't see the option to add a footer based on Invoice Status, please contact our Support team to enable this functionality for you.
Where to find Account Finance Options
Account Finance Management
Learn how to create and manage Account Finance Options in your platform:
Payment Gateways:
Support Online Payments using PayPal
Support Online Payments using Opayo
Support Online payments using Adyen
Support Online payments using Barclays EDPQ
Support Online payments using WPM Education
Support Online payments using Stripe
Additional Payment Methods:
Enable logging Cheque payments on Invoices
Enable logging Card payments on Invoices
Enable logging Cash payments on Invoices
Enable logging BACS payments on Invoices
Invoice Settings:
Add my BACS details to the bottom of Invoices
VAT options within accessplanit
FAQ’s
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