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Obtain invoice and direct to finance dept and pay

Posted: July 8, 2019 at 3:18 pm


Vernon

July 8, 2019 at 3:18 pm

Can you best guide me on how to take a ticket that is Purchase Order and pending and email and invoice to the finance/accounting person who would then be able to pay by credit card. (Via a link back to event espresso)


Tony

  • Support Staff

July 9, 2019 at 7:52 am

Hi Vernon,

Did the registrant include the finance/accounting email in the registration somewhere?

For example, do you have a question on the registration form requesting that email address?


Vernon

July 9, 2019 at 8:28 am

The email address was not part of the registration questionnaire. But we do have the email address of the finance/accounting person, if there is a proper way to copy/download the invoice and forward to the finance/accounting person and have the payment be completed by being made by PayEeezy for credit cards.


Tony

  • Support Staff

July 9, 2019 at 10:48 am

Ok, so the reason I asked if the email was captured as part of the registration is you could have done this somewhat automatically if it is was part of the registration, as it’s not, you’ll need some manual work.

EE currently does not have a way to ‘split’ the purchaser from the registrant so it classes the primary registrant as the user that will pay.

However, EE has a ‘Payment Reminder’ email which the admin can manually trigger, within that email is a link the recipient can use to complete the payment from the front end (just like any other registrant can).

So what I would do is create a custom Payment Reminder email to use for situations like this and edit the content to sit a little better for the accounting department to understand what is happening. Then set that payment reminder onto the event, trigger the payment reminder email for the user (setting the email address it should send to within the template itself so that it goes to the accounting department) and then set the event to use the default template again to prevent any mistakes later.

I can provide more in depth details on what to do if it sounds like it will work for you?

The other option is to manually email the accounting department directly and include a link to the Invoice within that email (you can copy the link from the admin) so they can pay.


Vernon

July 9, 2019 at 11:02 am

If you could provide guidance on how to do the payment reminder, that sounds like that may be the fix.


Tony

  • Support Staff

July 9, 2019 at 11:18 am

Ok. so edit the event this registration is for and go to the ‘Notification’ section at the bottom.

For the payment reminder email, click the ‘Create new custom’ button – https://monosnap.com/file/YFZOkiFiEoVfoAk3JJuiuFyoxNdgrp

Give the new template meaningful name so that you know what it is!

Once you click ‘create template’ that new custom template will be set on the event. Click the Edit button for that template to now edit it – https://monosnap.com/file/CfXKNtTPuaaHLx8s09uXwOXmQkmAtG

In a new tab EE will load the custom template.

At the top of the page, switch to the Primary Registrant context (select Primary Registrant in the dropdown and click ‘Switch Recipient’, more details HERE)

Confirm your editing the correct context and that ‘Primary Registrant Recipient’ is shown in the brackets at the top of the page.

Make any changes you want to the payment reminder email, you can include a link to download the Invoice itself in the ‘Main content’ section using the [INVOICE_LINK] or [INVOICE_URL], I’ll leave how you want to display that down to you.

Once your finished and ready to send it to the accounts department for the user to the ‘To’ field in that template to the email address for the accounts department in question and save – https://monosnap.com/file/uMWC0QUOwx2XnGdyl9F2FpEjqrS7r6

Now go Event Espresso -> Registrations and find the registration in question, click on the TXN Date – https://monosnap.com/file/BIDSi7o0eyg2iLQzwxsbG7VHN3YsjJ

Now you’re on the EE Transaction page for that user, click the ‘Send Payment Reminder’ and the email you just created will be sent.

Important – once finished edit the event again and set the ‘Payment Reminder’ template to use the ‘global’ option again. I’d also recommend editing the template again and either removing the email completely, or setting it back to the default value of [PRIMARY_REGISTRANT_EMAIL].

In effect, your hard coding the email address for the Payment reminder email, sending it on and then setting it back to default.


Vernon

July 10, 2019 at 1:44 pm

Would there be an easier way to just copy the url for invoice and send to the accounting/finance person? Or could the contact person email address be changed temporarily and then send a payment reminder?


Tony

  • Support Staff

July 10, 2019 at 3:02 pm

Would there be an easier way to just copy the url for invoice and send to the accounting/finance person?

Sure, from Event Espresso -> Transactions

Copy the link you go to with this icon – https://monosnap.com/file/QQWbZ0y3rZDH2Dd2oHfJJrZG5SF5QP

That’s the same link for both you (the admin) and the user.

Or could the contact person email address be changed temporarily and then send a payment reminder?

If you prefer to do it that way then yes.

View the registration and click the ‘View/Edit Contact’ button.

Change the email address of the contact – https://monosnap.com/file/nrHtSYeQ87VJ7iJJ4mAKa1f6qHVhMM

Then trigger the payment reminder.

Don’t forget to change it back once finished.

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Updated by  Tony 3 months, 2 weeks ago ago

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