Admin Interface

Admin Interface

Back   Posted on 1 september 2018 / Updated on 15 october 2019
Reading time 5 minutes

Changes in General Settings

With Billing Extension we improved usability of WHMCS to avoid unnecessary complexity. Our primary goal is to reduce your workload delivering accurate information. In this process we felt that some parts of WHMCS were out of place and some others had to be redesigned.

For example we created an improved version of Tax Rules page that replaces the default one, we extended the concept of Late Fees to a whole new level and many more things. But the first thing that you might notice is that several settings of WHMCS have been removed from General Settings and integrated directly in Billing Extension. In this way you can comfortably find all the options in one place grouped by categories.

An exhaustive list of settings that have been moved is reported below:
  • Setup > General Settings > Localisation > Default Country
  • Setup > General Settings > Invoices > Store Client Data Snapshot
  • Setup > General Settings > Invoices > Enable Proforma Invoicing
  • Setup > General Settings > Invoices > Sequential Paid Invoice Numbering
  • Setup > General Settings > Invoices > Sequential Invoice Number Format
  • Setup > General Settings > Invoices > Next Paid Invoice Number
  • Setup > General Settings > Credit > Enable/Disable
You can find and manage these options from Settings page of our module. When the Late Fees system of Billing Extension is in use, the following settings are removed too:
  • Setup > General Settings > Invoices > Late Fee Type
  • Setup > General Settings > Invoices > Late Fee Amount
  • Setup > General Settings > Invoices > Late Fee Minimum

Page Replacements

We all spend a lot of time in filtering and exporting invoices on CSV files but WHMCS offers us only 9 filters in Admin Area (Billing > Invoices) and up to 5 in Reports (Reports > More > Invoices). Sooner or later everyone realizes that we need more than this. Here is where Billing Extension comes to help. We created a new page that gives you 33 filters that can be applied simultaneously and that can also be used to export invoices on XLS files with multi-language support. Take a look at the animated gif below.

We managed to create this page with the support of our SorTables technology that allows you to add, remove, hide, move and export data on the fly. We used the same approach for transactions page (Billing > Transactions List) where instead of 8 filters now you can make use of 13 filters.

When we created these pages basically we were trying to replace the respective ones of WHMCS but we understand that it might feel like kind of an imposed decision. That's why we created Page Replacements option that gives the ability to decide whether or not you want to substitute WHMCS pages with our ones.

If you enable this option, Transactions List and Invoices (including sub-menus) will point to enhanched pages powered by Billing Extension. Before you ask yes, clicking on Invoices > Unpaid will actually show Unpaid invoices on our module. On the contrary if you leave this option disabled we will not replace any menu of WHMCS. You'll need to visit Addons > Billing Extension to reach our enhanced pages.

Invoice Restrictions

We know that an invoice, once issued, can't be changed. Even a small change requires that your and your customer agree on that change and you both need to get the new version of the document discarding the previous one. When an invoice has been issued from few days, on paper it's not even possible to agree on a change since probably one of the parties have already recorded the invoice. Now that we know how important is to preserve invoice data, we can describe you 4 options that Billing Extension offers you. Let's analyze them one by one.

Merge. In WHMCS there's a feature that allows you to combine multiple separate proformas into a single proforma. Even though the idea of merging proformas seems pretty okay, the problem is that the same action can be performed also on invoices. Merging them actually combines all the individual invoice line items into a single invoice, deleting all but one of the merged invoices. This causes billing troubles since it creates gaps in invoice numbering sequence (eg. if you merge 4 invoices 3 invoice numbers disappear from the system). Enabling this option removes the Merge button from interface so that no one can cause such a problem.

Mass Pay. Similarly to Merge, this feature of WHMCS allows administrators to create mass payment proformas but its use is more harmful than helpful. On one hand it is convenient since lets customers to pay multiple proformas with one payment reducing your transaction costs but on the other hand it produces accounting problems. First off it can be performed also on Paid invoices. Secondly creates a new invoice that is totally unnecessary. Normally you never want that to happen. Enabling this option allows removes the Mass Pay button from interface so that it can't be used accidentally.

Delete and Edit have much in common. We can all agree on the fact that invoices can't be deleted or changed once they have been issued but what if you accidentally delete one of them? Or what if one of your administrators who aren't familiar with tax regulations change one of them? If you don't want that to happen, enable both options.

As you can see with this option enabled, it's not possible to inadvertently delete an invoice (2018-1222) or a credit note (2018-1221). You can't even select them with checkboxes. The same logic repeats also on invoice view.

First off an alert on top of the page warns you that you are watching a true invoice (or credit note) and that changes are disabled. You can't edit items descriptions, prices, tax status. It is not possible to add new items. You can't delete transactions and most important many tabs next to Summary are hidden (Add Payment, Options, Credit). If you need to make a change you have to press Enable Edit button in the alert. This will unlock the invoice.

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