General Settings

General Settings allow for default behaviors across the Ordway platform. 

Preconditions:

User has the Admin role OR has a role with permissions for the Setup module.

Steps:

1. Navigate to Menu > Setup > General Settings.
2. Make enablement selections for each section. 

System Configuration

Customer Notes - Turn ON to add notes to Customer Accounts. 

Notifications – Turn ON to receive Notification Center content. This includes new releases, features, and Ordway updates. Read more about the Notification Center. 

Order Management – Turn ON Orders which are used for one off purchases available via Menu > Contracts & Orders > Orders.

Subscription Contract Management – Turn ON to use Subscriptions which are used to manage  recurring services via Menu > Contracts & Orders > Subscription Contracts.

Auto-Apply Payment for Next Invoice – Allows control of automatically applying payments to next invoices at the Organization level. Users can still toggle auto-apply OFF at the individual Payment level.

Example: A Payment made will auto apply to any available open invoices plus any open credits. It is based on the status of the invoice and the credit, not date based.

Customer Settings

Default Invoice Delivery Preferences – Used for all Customer Accounts created in the future. When Email is not checked, they will not receive any email communications from the Ordway Platform (see Menu > Setup > Manage Templates).

Auto-Pay – Used for all Customer Accounts created in the future. When Auto-Pay is turned off for a Customer with an electronic payment method (i.e. Payment Gateway ID value is set), payments are not processed by Payment Runs.

Notes: When changing the Auto-Pay setting, it only applies to newly created clients and does not affect existing clients. 

Auto-Pay must be enabled within the Customer account, even if no electronic payments are stored in order for payments to auto-apply to invoices.

Disable Auto-Pay in Pay Now Portal – Customers are required to remit invoice payments via Auto-Pay when a valid electric payment method has been added to the Customer Account. 

Default Billing Cycle Day – Used for all Customer Accounts created in the future. Select a specific day of the month or last day of the month (e.g. 13th day of the month, or last day of the month).

Default Payment Terms – Used for all Customer Accounts created in the future. Payment Terms granted to a Customer determines the amount of days before an Invoice becomes due (e.g. Net-15 = 15 days).

Subscription Settings

Default to Separate Invoicing – When enabled, set the Bill To and Ship To contact information when adding or editing a Subscription Contract. This setting also allows for overriding the contract's currency and payment term. Toggling this setting ON routes each separate Invoice to individual Billing Contacts that may not be the same contact. Toggling this setting OFF routes Invoices across multiple Subscriptions for a Customer and sends them to a single Billing Contact. 

Include List Base Price – Toggle used for all Subscription Contracts created in the future. This enables changing billing period for an individual charge level on a Subscription.

Automatic Price Changes on Renewal – Toggle used for all Subscription Contracts created in the future.

When enabled, users can set a percentage increase for all charges within a given subscription to be applied to the unit price of each charge upon renewal. The percent increase can be configured for all charges within the Subscription Information of a contract or can be configured at the individual charge level, which takes precedence over what has been configured at the contract level.

Best Practice: Toggle OFF, as this is usually determined and set during implementation. 

Default Auto-Renew – Only available for Termed Contracts. Set the number of days prior to the contract end date to auto-renew. 

Partial Period Proration – This master toggle is used for all Subscription Contracts created in the future.

Proration Method – Select either Prorate by month first or Prorate with exact days. Read more about Proration Method options. 

Default Charge Timing for Recurring Charges – Selecting recurring charge timing In Advance or In Arrears is used for all Subscription Contracts created in the future.

Contract Term – Define default value for any new Subscription created in the future.

Billing alignment with Deferred Start Date – Define the default billing alignment when Deferred Start Date is used. 

Service Start Date - Schedules billing to commence from the service start date. 

Contract Effective Date - Schedules billing to commence from the contract effective date, and would result in prior periods' scheduled amount to be adjusted to the latest open financial period for invoicing. 

Invoice Settings

Regenerate Invoice PDF automatically – Toggle allows for automatic regeneration of PDF when a payment or credit is applied. 

Edit Invoices – Toggle used to allow edits to Posted Invoices as long as the Invoice is dated in an open Financial Period.

Best Practice: Toggle OFF.

Early Pay Discounts – Toggle used to allow for a percentage-based discount for invoices paid before a set number of days prior to the invoice due date. 

Regenerate Invoice PDF on Reversal – Toggle allows for automatic regeneration of PDF when invoices are reversed to notify the customer of reversal. This setting will replace the existing invoice PDF with a new reversal PDF using the invoice reversal template. 

Quote Settings

Auto Convert Quote upon Completion – Toggled used to automatically convert a completed quote to a Subscription or Order. 

API Error Email

Enable API error daily digest email – Toggle this on to allow a daily digest email of API errors. 

Additional Settings

Work with your Implementation Specialist before adjusting these settings: 

Clear Test Data – Setting used to delete all test data from the current environment. 

Go Live – Toggle ON to start using the current environment with real data. 

Click Save when finished updating all enablement settings.