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Customer Invoicing App
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“Customer Invoicing App is for you to Send and Track Invoices to Payment.”
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Customer Invoicing Flow
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Creating ‘Customer Invoicing’ App on Ribily
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Create Business Apps in 3 Steps
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Step 1 – Configure your Trigger
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Start building your ‘form’ – Add a ‘Control’
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Configure properties for your ‘Control’
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Adding more controls to your ‘Form’
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Configure your form within minutes
• Add the below mentioned controls to the form, just like you added the first one for ‘Invoice’
Control Name Control Type Properties
Customer Mail ID Text Box Mandatory
Invoice Checkers Comments Text Box Visibility=False; Multiline, number of lines =4
Rectified Invoice Attachments Visibility=False
Comments on Payment Status Text Box Visibility=False; Multiline, number of lines =4
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Save your form and move to the next step
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Step 2 – Configure your ‘Flow’
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Build the flow for PO Fulfilment
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Add as many stages to your flow as you like
• Hover the mouse on top of the start icon to show actions
• Hover the mouse on top of the square and drag and drop to
configure your first stage ‘Invoice Check’ in the workflow
• Click on the properties icon to configure ‘Invoice Check’ Stage
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Configuring ‘Check Invoice’ Stage
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Task Pools in Ribily
What is a Task Pool?
Task Pool is basically a Team or Group of Users.
When do you use a Task Pool?
When a Task can be assigned to any one member of the group. For e.g. If you would want to assign an Invoice to QC team. Any one member from the QC team can work on it.
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Task Pools in Ribily
What can you Configure in a Task Pool?
You can add users to a Task Pool to create a Team and assign what permissions users have for the tasks. You can then define how tasks can be allocated to the users.
How can Task be Assigned to the users?
The Task allocation can be either manual, where, users in the task pool can pick tasks manually OR it can be automated based on Round Robin, Least busy user Or Random Algorithm.
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To Create Task Pool, go to Settings
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Manage Task Pool
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Name your Task Pool
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Adding Users to Task Pool
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Assigning Rights
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Task Pool Created
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Assign ‘Check Invoice’ to a Task Pool
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Configuring Actions for ‘Check Invoice’ Stage
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Configuring Control Visibility
• Ensure that the following settings are made for the ‘Check Invoice’ Stage.
Control Name Control Type Properties
Invoice Attachment Enabled = Unchecked, Visible=Checked
Customer mail ID Text Box Enabled = Unchecked, Visible=Checked
Invoice Checker Comments Text Box Enabled = checked, Visible=Checked
Rectified Invoice Attachment Enabled = Unchecked, Visible=Unchecked
Comments on Payment Status Text Box Enabled = Unchecked, Visible=Unchecked
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Configuring personalized email for the user
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Set up Stage Transitions
• Add another square shape. This one will be to send invoice to the Customer when QC is passed.
• Click on the icon on the connecting line and select ‘QC Passed’
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Send Invoice to the Customer
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Configure Rule for sending Email
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Setting Customer Email Body
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On QC Failed configure ‘Rectify Invoice’ Task
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On QC Failed configure ‘Correct Invoice’ Task
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Transitions & Control Visibility for ‘Rectify Invoice’
• Ensure the following settings are made for ‘Rectify Invoice’ stage under Configure Task Stage.
• This Stage connects back to ‘Check Invoice’
Control Name Control Type Properties
Invoice Attachment Enabled = Unchecked, Visible=Checked
Customer mail ID Text Box Enabled = Unchecked, Visible=Checked
Invoice Checker Comments Text Box Enabled = Unchecked, Visible=Checked
Rectified Invoice Attachment Enabled = Checked, Visible=Checked
Comments on Payment Status Text Box Enabled = Unchecked, Visible=Unchecked
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Setting Personalized email for Submitter
In the Subject
• Errors found in Invoice
In the Body
• Hi <%SubmittedBy.Name%>,
Errors found in the Invoice you uploaded. Please find the QC Comments below:
"<%JSON.CustomerInvoicingApp.InvoiceCheckersComments%>"
Please re-attach the Invoice with correction.
Regards,Ribily
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Configuring ‘Check Payment’
• Task Assignment – Assign it to the submitter
Control Name Control Type Properties
Invoice Attachment Enabled = Unchecked, Visible=Checked
Customer mail ID Text Box Enabled = Unchecked, Visible=Checked
Invoice Checker Comments Text Box Enabled = Unchecked, Visible=Checked
Rectified Invoice Attachment Enabled = Unchecked, Visible=Unchecked
Comments on Payment Status Text Box Enabled = Checked, Visible=Checked
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Setting Personalized email for Check Payment
In the Subject
• Payment Status Check PO Ref - <%JSON.CustomerInvoicingApp.PORef%>
In the Body
• Hi <%SubmittedBy.Name%>,
Please check if the Payments for PO Ref -<%JSON.CustomerInvoicingApp.PORef%> has been made.
Take Action Appropriately.
RegardsRibily
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Send Reminder for Payment
• Use ‘Send Email’ activity to send reminder to the customer
• In the Subject• Payment Reminder. PO ref: <%JSON.CustomerInvoicingApp.PORef%>
• In the Body• Dear Customer,
This is a Reminder for payment for PO Ref:<%JSON.CustomerInvoicingApp.PORef%>. Please make the payment ASAP.
Regards,
Ribily
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Send Thank you Note for Payment
• Use ‘Send Email’ activity to send thank you note to the customer
• In the Subject• Payment Received. Thank you! PO ref: <%JSON.CustomerInvoicingApp.PORef%>
• In the Body• Dear Customer,
Thank you for the payment for PO Ref: <%JSON.CustomerInvoicingApp.PORef%>
Looking forward working with you.
Regards,
Ribily
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The completed flow looks like this
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Step 3 – Publish the App
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Now start using PO Fulfilment App on Ribily
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