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Trade Customer Center

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Trade Customers are businesses for whom you perform Trade Services or Trade Cremations. They are business-to-business relationships between your business and vet clinics or other funeral homes. Halcyon can invoice your trade customer case-by-case or by a periodic, consolidated invoice.

Description

There are two methods for collecting payments for trade customers.

Periodic, Consolidated Trade Invoicing and Payments

With consolidated invoicing, Halcyon will take all the cases (and case changes) from the previous period and automatically create a consolidated invoice for you. When you setup your trade customer for consolidated invoicing you will decide on invoicing frequency, invoicing format, auto-emailing of the invoice and other important setups. Any trade customer that is using the trade partner portal (aka the vet clinic portal) will be able to pay any open invoices. 

You can see everything about each trade customer's invoicing and case activity by going to the Trade Customer activity screen at Financials/Trade Customer. If you are going to apply the trade partner's payments yourself then you will do that from Financials/Trade Customer.

Case-by-Case Trade Statement and Payments

If you want your trade customer's payments to be handled case-by-case then you can get Halcyon to create a statement of charges at any time and any case that is not previously paid in full will be included on that statement. Note this means that if the customer has a payment in transit and not yet entered into Halcyon then the cases that payment would address will still show up on the latest statement of charges. You can setup your trade customer to get a statement that lists out each case separately if you wish. If your trade customer is using the trade partner portal (aka the vet clinic portal) they will be able to pay any open cases. If you are going to apply their payments yourself then there is a screen to apply one payment to multiple cases.

To take payments Case-by-Case you can go to the Case/Account screen or to the more central Financials/Trade Invoicing - Case-by-Case. If a case is part of consolidated invoice (or going to be part of a future consolidated invoice) then you won't see the Case/Account screen for that case. 

Setups for Trade Invoicing

Transaction Screens

Trade Customer Credits

There are three different types of customer credits: Prepayment, Credit Note and Overpayments. Prepayments and Credit Notes are input manually. Overpayment credit types are created by the system when a user inputs a payment that exceeds the invoice amount(s). Credits can be open or used.  Here are some important business rules around credits.

  • An overpayment credit cannot be edited but it can be deleted. If deleted an audit trail is available (see Reports).
  • When a new invoice is created any open credits will be applied to the invoice. When that credit amount is applied to an invoice a payment is also made toward that invoice. The credit's remaining amount available is updated.
  • If a credit is deleted then the system will check to see if any payments were previously applied to the credit and warn the user if there is. The system will not delete those payments.
  • Payments that were created as credits were applied to invoices cannot be deleted. 

Related Reports

By going to Admin/Reports you can setup what reports are available on the Reports Menu. Here are a few reports related to Trade Customers.

  • Accounts Receivable
  • Revenue by Trade Partner
  • Payments Made (By Date)
  • Pet Crematory Revenue Summary
  • Pet Crematory Revenue Detailed
  • Account Write Offs with Addons
  • Payments by Trade Partner

 

FAQs about Trade Invoicing

Q: Do case-by-case invoices have invoice numbers on them? 

A: No. With case-by-case you are effectively giving the trade customer a PDF notice of each that case that is unpaid. But Halcyon doesn't create an actual invoice object. Alternatively, consolidated trade invoicing does create an invoice object with a unique invoice number.

Q: Can I have the consolidated invoice automatically emailed to the customer when created?

A: Yes. You can set that up on each trade customer. Halcyon can not automatically email case-by-case invoices.

Q: Can I change a trade customer from consolidated invoicing back to case-by-case invoicing?

A: Yes. As long as a consolidated invoice has not yet been created. If a consolidated invoice has been created for this customer then the trade customer cannot be changed to case-by-case. However, you can create a new trade customer that is case by case and deprecate the original trade customer.

Q: How can I reconcile my trade invoices with cases?

A: If you are a pet crematory then the report Pet Case Listing With Vet Request Details gives a good idea of vet clinic requests that resulted in cases along with the vet clinic's requested weight and the weight that is on the case. 

Three other reports will return case amounts. You can filter these reports and compare the results with consolidated invoices:

  1. Trade Customer Case Charges
  2. Net Sales With Service Type
  3. Pet Sales Details (for pet crematories)

 

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