Documentation Series

Learn About VISP App Dashboard

Invoicing

Your billing system is made easier with VISP — just take note of these important items:

There are now two types of billing cycles in VISP – Fixed and Flexible. Fixed billing means you schedule invoicing to happen on a specific day of the month for all of your subscribers. Flexible billing allows your customers to be invoiced on their anniversary, or more specifically, when they signed up for service.

Changing The Paid Thru Date

The system allows some adjustment of the Paid Thru Date during the initial migration of accounts into the software. The recommendation is that this only be done in strict compliance with the migration instructions and not at all after the migration is done. 

The reason for this is that the subscriber’s billing term is based on the Paid Thru Date. For fixed billing, for example, when invoices are created on the first day of each month, the billing term of that invoice is based on the end of the term of the previous invoice.

Changing the Paid Thru Date changes the end of the term on the current invoice and affects all future invoices. This can cause subscriber statuses to become out of sync, which can cause the system to invoice subscribers that are paid up and not invoice past due subscribers. 

Out-of-sync statuses can also cause the reports to display inaccurate data. Because of these potential issues, it is strongly recommended that you do not manually change the Paid Thru Date on a subscriber record without the assistance of the VISP Client Success team. The software is designed to automatically adjust Paid Thru Dates for you. If you feel that a Paid Thru Date on an account is not accurate, please create a ticket request, and we will correct it for you to avoid any further issues with the account.

Note: If a subscriber signs up for a quarterly package and then after the first quarter indicates that they want to switch to monthly billing, simply change the Billing Cycle on the subscriber’s Billing Info tab from Quarterly to Monthly, and the invoice will automatically adjust. Billing cycle changes must be made during the same month that the invoice was created. If the billing cycle is set as Quarterly and it is changed to Monthly the month after the invoice was created, it will cause severe issues with the account because the change will directly affect the end date of the billing term.

When are invoices created?

Invoices are first created when a package is added to a subscriber. For a fixed billing cycle, invoices are thereafter created on a specific day of the month (usually the 1st), prior to the end term of the previous invoice. For a flexible billing cycle, the software can be configured so customer invoices are generated on their anniversary date. 

Example (with proration enabled): A package is added on June 15th for a customer with a monthly term. The invoice is created that prorates the remaining days of the month and then covers one term. The end-term of that invoice is July 31st (prorate for June 15th – June 30th and one term covering July 1st – July 31st). The next invoice is created on July 1st for the next term covering August 1st – August 31st.

When are invoices due?

The first invoice is due on the date it is created. All other Invoices are due on a date between the first and the end of the month, prior to the beginning of the next term as configured.

Example: A package is added on June 15th for a customer with a monthly term. And the ISP has set the invoice Due Date as the 25th. The first invoice is due on June 15th (the creation date), and the next invoice (which is for the August 1st – Aug 31st term) is due on July 25th.

How does the prorating work?

For fixed billing, a prorated charge is automatically added to an invoice each time a new package is added to the account. If you do not wish to prorate the customer, you will need to add a custom line item with a negative amount or post a credit in order to reverse the prorated charges. Another option is to have Visp.net completely turn off prorating for you, and you can add a setup fee to your packages.

How can I edit the invoice?

General accounting practices dictate that you don’t edit invoices and we have embraced that with the software to help keep an accurate accounting for stakeholders. Of course, invoices are only one part of the subscribers’ billing record along with payments, credits and (at times) some adjustments. We have addressed changes you need to make by allowing custom line items to be added and removed from an invoice and corrections can be made by removing prorated charges and charges for packages the subscriber isn’t currently subscribed to.

How are payments applied?

When a payment is posted to a subscriber’s account, it is applied as a line item to the subscriber’s statement. The payment can be manually applied to a specific invoice within the statement or affect the total balance due of an account. This affects the subscriber’s record in the following way: if the payment zeros out the subscriber’s statement, then the Paid Thru Date is forwarded to the end term of the subscriber’s most recent invoice. Otherwise, the Paid Thru Date will behave in the following way: if the payment is sufficient to pay all but the most recent invoice, the Paid Thru Date is forwarded to the end term of the previous invoice. If the payment is less than that required to pay the current invoice or the last invoice, no change is made in the Paid Thru Date. Also, with the payment distribution feature, payments can be applied across multiple invoices and can affect the Paid Thru Fate accordingly. 

How do late fees work?

When a subscriber is paying past the due date, you can charge an additional Late Fee or Re-billing Fee. Late fees are applied on the same day or on a predetermined number of days after the account turns past due. An account turns past due a day after the invoice due day or on a predetermined number of days after the invoice is generated, if unpaid.

Welcome to Visp!

Update your VISP Profile to ensure that your statements and portals contain your contact information. Setup your automated payment to VISP and view your account history. To open this panel, go to the Menu, select General, and click on My VISP..

Invoicing

Your billing system is made easier with VISP — just take note of these important items: There are now two types of billing cycles in VISP – Fixed and Flexible. Fixed billing means you schedule invoicing to happen on a specific day of the month for all of your…

Auto Actions

Auto actions are simply automated actions, designed to streamline recurrent processes such as non-payment suspension. Automating them would ensure consistency and lessen the chances of error. To set it up, go to the Main Menu > Auto Actions. Tick the “Set the…

Forms

Personalize the appearance of your invoices, statements and receipts, which includes adding logos and personalized messages. Invoice Message – Message that will appear in subscribers’ invoices. Statement Message – Message that will appear in subscribers’ statements….

Time Zone

For UBO or desktop (Java) version, refer to this link. Set the time zone being used by your ISP to customize the date and time logs throughout VISP. Go to the Main Menu > Timezone Select from the available time zone options listed in the drop-down menu. The date…

Application Security

For UBO or desktop (Java) version, refer to this link. To enable additional access security for your subscriber and ISP data, specify the default IP range for network locations from which application users (App Users) can access VISP. Note: You should be an Admin User…

Marketing Source

or UBO or desktop (Java) version, refer to this link. Gather marketing details to analyze where your subscribers learned about your ISP or the reasons why they want to cancel their account. In the Main Menu > Marketing, there are two marketing details that you can…

Mail Delivery

The mail servers provided by VISP are included by default with your service. Your single and mass emails are delivered via the same mail servers. To ensure and improve email delivery from the VISP.NET mail server, create an SPF record for your domain. If your domain…

Custom Fields

For UBO or desktop (Java) version, refer to this link. Set up Custom Fields to track all types of subscriber data that do not have corresponding default VISP fields. You can hide fields, select formatting, choose display color, set data type, rename the field or…

Resetting VISP App User’s Password

Did you or a team member forget the login and password to the VISP software? There are three ways to solve this problem and login again to the software. 1. Click on “Forgot your password?”. Provide your VISP username and the email address on file for your account. 2….

Setting up and Managing Application Users

Add App Users to VISP You may have associates who require access to the software. As the administrator, you can make them Application Users – that is, you can let them use the software but only with certain rights that you get to choose for them. For example, you want…

My VISP

My VISP settings include primary contact, billing contacts, payment information, and account history. You can also pay your remaining balance amount in this window. To update this information, go to Main Menu > My VISP. Primary Contact Most of this information is…

Add New Employees to VISP

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Aw Snap, Timeouts, or Out of Memory Errors

Troubleshoot and Resolve the Aw Snap: Out of Memory Error. Do you see: A blank, white space when opening the VISP Web App. Timeouts or memory errors when you open specific pages.

Configure Email Settings and Send Email Messages to Your Customers

Click the nine-dot menu in the upper right corner to open the Visp Admin Page. 2. Click on General. Select My Visp 3. Click on the pencil icon in the Primary Contact section. 4. Separate additional email addresses with commas in the “Email” field. 5. Save…

Payment

Accounting Controls Accounting controls allow you to select different options when closing invoices and affect how statements will be displayed. To access it, go to the Main Menu > Payments > Accounting Controls. Closing an Invoice Toggle or select how you want…

Internationalization: Language and Currency

If your ISP is located outside the United States, let the Visp Client Success team know to update your account with supported currency and language options. Developers can then modify the Account Manager and sign-up page to display languages like Spanish and French….

Add and Remove Users in Visp

Adding new Users to the system is easy. Here are typical roles and permissions when you add new users to Visp: Standard users can add customers, bill them, send notifications, create tickets, add equipment, and assign packages or services. Technicians are standard…

Scheduled Emails

Email scheduling can be divided into two categories — based on their triggers and purpose . Timed Trigger Scheduled sending involves time-based emails. These messages are sent on specific dates and times chosen by the user. A use case is the ability to deliver emails…

My Visp

My VISP

My VISP settings include primary contact, billing contacts, payment information, and account history. You can also pay your remaining balance amount in this window. To update this information, go to Main Menu > General Tab > My VISP. Primary Contact Most of this…

My Visp

The My Visp section in the software is essential because it manages key features like the email addresses used in the “From” field of your emails and the email address in your PDF or paper invoices. Additionally, you can enter your company credit card details for…

My Profile

The My Profile section in your My Visp page is crucial. Here, you can update your profile picture, name, password, and email. This information is important because as you make changes in the system, it’s saved in logs and transaction history, including edits to…
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