Manual Payments

Email Templates

Several email templates will be impacted by the addition of Manual Payments. Please review the default text of your Invoice New, Subscription New, and Invoice Past Due emails to ensure they fit your company needs. Additional email template fields have been added, including po_number and net_terms.

You have the option to send a payment confirmation every time a payment is entered or only when an invoice is fully paid.

List Views

You can filter the list view for invoices by manual or automatic to see invoices by type.

Exports

Additional fields have been added to the invoice, subscription, and transaction exports, including po_number, collection_method, and net_terms.

US Sales Tax/VAT

US sales tax and VAT are calculated using the account level address when creating a manual invoice. In the case of VAT, an account may have its own VAT number. The account's VAT number is factored into the tax calculation, along with the address. You can find more information about VAT here

Billing Information

With manual invoices the account address acts as the billing address and will appear on invoices as well as impact US sales tax and VAT charges. If the account has a billing address, but an empty account address, you will need to enter the account address in order for taxes to be calculated.

Integration Methods

You can create subscriptions and one time invoices via the API and specify the collection method, net terms, and PO number

Dunning Management

Manual Payments includes a new set of dunning rules tailored specifically for manually invoiced customers. The dunning period will kick off after an invoice has exceeded its net terms + 1 day. Please customize your dunning settings as https://app.recurly.com/go/configuration/dunning. Recurly will not perform any payment retries on ACH payments. Retries can be initiated by attempting to collect the invoice in the Admin Console or using the APIs

API Updates

Invoices

You can fetch the details of Invoices.

Subscriptions

You can fetch the details of subscriptions and get data back about collection method('manual', 'automatic'), PO Number (string), and Net-terms (number, 0 for On Receipt).

You can also create subscriptions as normal in addition to being able to update the collection_method, po_number, and net_terms (update can not change the manual payment fields).

Generating a Manual Invoice

Subscription

1. (Optional) If customer’s account is not already created, create an account at https://app.recurly.com/go/accounts/new
2. You can add account level address information that will be carried over to all invoices
3. Click Add Subscription on the customer’s account
4. Configure the customer’s subscription plan
5. Under “Billing Details” click Edit
6. Set Collection Terms (see below)
7. Customer communication will be sent based on the outcome of the collection terms and payment attempt. If you select Invoice, the customer will get both a new subscription and a new invoice email (current product behavior combines the new subscription email with the initial invoice).

One off Invoices

1. On an existing account, add any charges you'd like to bill the customer for using the "Add Charge" button on the account screen
2. Once you're ready to invoice the customer hit the "Generate Invoice..." button at the top of the customers account page
3. On the lefthand side you'll see a drop down for collection method, select Manual
4. Enter a PO number if the customer had requested one, select your net terms, then click Create Invoice

Collection Terms

Automatically Charge

Will bill a credit card on file

Invoice

Will allow a manual invoice to be created for the customer

Terms Options

Terms configuration applies only to manual invoices. All other invoices are always due "On-Receipt". If you are on our Professional, Elite, or Enterprise plans and sending manual invoices, you will see the Terms dropdown. Net Terms options include: On-Receipt, Net-10, Net-30, Net-60, or a custom number of days.

End of Month Terms

End of month terms are helpful for manual invoices when merchants have business customers whose accounting teams require fulfilling payment for invoices at a later point in time, typically in increments of weeks or months following the original month an invoice was issued. These EOM term options are available for Professional, Elite, or Enterprise plans, and require enablement by our support team.

How are EOM terms calculated?

“Due Dates” presented on manual invoices are the date that the invoices are considered “past due”. Recurly adds a 24 hour window to the last day the customer needs to fulfill the payment on their invoice, and the resulting day is what is reflected as the Due Date.

When you apply an EOM term to an invoice, the “Due Date” will look to the “Issue Date” of the invoice. Take the last day of the issue date month, add “X” amount of days after the last day of the issue month based on the EOM term duration you select, then another 24 hours, and that final date will be the “Due Date” for the invoice.

Examples:
I created a manual invoice on June 6, selecting the EOM +0 term type. The Issue Date of the invoice is June 6th, and the Due Date of the invoice is July 1.
I created a manual invoice on February 18, selecting the EOM +15 term type. The Issue Date of the invoice is February 18, and the Due Date of the invoice is March 16.
I created a manual invoice on September 27, selecting the EOM +60 term type. The Issue Date of the invoice is September 27, and the Due Date of the invoice is November 30.

Recurly supports the following EOM terms:

EOM +0
EOM +15
EOM +30
EOM +45
EOM +60
EOM +90

Recurly does not support custom EOM term types.

One important thing to note is that once an EOM term type is applied to an invoice and the invoice is created, you will not be able to edit the Due Date any longer, as this would change the logic for the original term type selected. You will need to issue a refund for the invoice and reissue a new invoice if you need to change the Due Date for the given product/service.

Please note that client libraries and our V2 API have not been updated yet, however the feature is available via UI and our V3 API today.

When are Invoices Past Due

The day after its due date. If an invoice is due on receipt, it will be past due 24 hours after it’s created. If an invoice is due net 30, it will be past due at 31 days exactly

Modifying a Subscription Payment Method

1. Access a customer’s account inside the Recurly Admin Console
2. Click Edit on the subscription plan that needs to be modified
3. Click Edit on the subscription details view
4. Toggle between the payment options (Auto-Collect/Manually Collect). Account must have stored credit card data to switch from Manually Collect to Auto-Collect

As with automatic (credit card billing), changing the price, quantity, or plan of a subscription will generate an account credit or invoice. Changing manual invoice terms (such as PO number or collection method) will not generate a new customer invoice.

Recording Payments on Manual Invoices

1. Access a customer’s account inside the Recurly Admin Console
2. Click on their open invoice
3. Choose Record a Payment
4. Enter payment details, amount received, and payment receipt date, then Save
5. If only partial payment is entered, the invoice may still enter a past due state and receive past due notifications

Reopening Manual Invoices

Site users with Customer Service permissions may reopen manual invoices by clicking the "Reopen" button in the Invoice Actions dropdown when viewing a paid or failed manual invoice. Once a manual invoice has been reopened, the Customer Service user can record payments on the invoice and change the status to Paid. This is especially helpful if a manual invoice fails dunning, but the customer later remits payment for the failed invoice.

Reopening a manual invoice will not restart dunning or effect the related subscription. Once a manual invoice has been reopened, it will remain in an Open state indefinitely until it's marked as paid or failed.

Additional Notes

• Reopening a manual invoice will not be logged in the account's Activity Log. Additionally, our exports and API will not indicate that a manual invoice was reopened.
• When a manual invoice with a partial payment recorded fails dunning, a write-off invoice for the full amount of the invoice will be created. Additionally, a partial credit from the write-off invoice will be applied to the remaining open balance on the purchase invoice will be created. Recurly will also void the remainder of the open credit on the write-off invoice.