Category Archives: Invoicing

Pay Online Link on Invoices

When you invoice using the DistributorCentral order management system,  you can set up the email invoice to allow a “Pay Online” link for either credit card or Paypal. (Which ever your company is already set up to accept).

Click here to learn about how to setup DC for Paypal.

Click here to read about our other payment options.

Set up this preference:
– Go to the Account menu
– Select Preferences and then Account Preferences
– Click on the Invoices menu on the left side of the page
– From here, select “Yes – PayPal Payment Page” or “Yes- Standard Credit Card Payment Page”  for the Display Pay Online link on invoices preference and then click on Save (see example below)

Add in standard text to your PO’s

If you are using DistributorCentral for your order management system, you can add in general text to show up on all your purchase orders to customers, or all to Suppliers.

This makes it more convenient for those that have standard directions or disclaimers regarding most of their orders. No need to retype for each order!

PO’s to Customers

Add in stock language to order confirmation to your customers:

  1. Go to Account Menu> Preferences> Account Preferences
  2. Here Click on “Orders” on the left
  3. Scroll down to the preferences titled “Would you like to include stock language on order confirmations to your customers?”
  4. Type in the text that you would like to appear on that order to your customer
  5. Save your changes.

That text will appear on all new PO’s here:

PO’s to Suppliers

Add in stock language to order confirmation to Suppliers:

  1. Go to Account Menu> Preferences> Account Preferences
  2. Here Click on “Orders” on the left
  3. Scroll down to the preferences titled “Would you like to include stock language on order confirmations to Suppliers?”
  4. Type in the text that you would like to appear on that order to the Supplier
  5. Save your changes.

That text will appear on all new PO’s here:

Invoices to Customers

Add in stock language or directions on invoices to your customers:

  1. Go to Account Menu> Preferences> Account Preferences
  2. Here Click on “Invoices” on the left
  3. Scroll down to the preferences titled “Would you like to include stock language on all invoices sent to your customers?”
  4. Type in the text that you would like to appear on that invoice to your customer
  5. Save your changes.

That text will appear on all new invoices here:

Other Resources:

DC Order Management and QuickBooks

Paypal and DC Order Management

Invoices with Promotional Information

Adding your Logo to Invoices

General DC Order Management Info

Paypal Integration with the DC Shopping Cart!

You can now allow your customers to pay you via Paypal when they order a product from your DistributorCentral website.

You can set this up by following these simple steps:

  1.  Log in to your DC account
  2. Go to Account Menu> Payment> Payment Setup
  3.  Here Select “Paypal -Real-Time Merchant Processing” by moving it to the right box as a selected payment
  4.  Once you Save your changes, you will be reverted to a page where you will enter in your Paypal associated email

Once this is done, the customer will be taken directly to PayPal upon clicking the “finish” button on the final order page. From there they can pay via PayPal or by standard credit card (if the recipient/Distributor has a “business” PayPal account).

Once the payment is completed, the Customer is reverted back to the Distributor’s website.

Distributors will get the order notification email and receive the order in their DC account whether the Customer completes the payment at PayPal or not.

If a payment is successfully posted at Paypal, that payment record will have the transaction id listed with it in the payment list for the order.

Click here to view other payment methods available for your shopping cart.

Click here for a pdf guide describing each available payment method.

Click here for a supplemental blog entry regarding PayPal and DistributorCentral.

An Efficient Way to Use PayPal with DistributorCentral

Here’s a tip on how to you to use your PayPal account to collect payment from Customers for orders that you create within your DistributorCentral account, and furthermore, pay Suppliers. This would be an ideal solution for smaller Distributors who do not have a merchant account.

The website that you have created in DistributorCentral account, or the link that you use for the product catalog on your outside website; both have a built-in shopping cart that allows your website visitors to place orders to you. You also have the ability to create your own Customer Orders and Supplier Purchase Orders from within your account as well. Below is one recommendation on how to use DistributorCentral and your PayPal account together to invoice your Customers, and even pay Suppliers.

First, for the shopping cart on your DistributorCentral website, you can indicate the payment method(s) that you would like to have available for your customers.
To do this:
– Go to the Account menu
– Select Payment and then Payment Setup
– Next, you can select PayPal – Collect info only and any other payment types that you would like to have available and then click on Save (see example below)

This is what your customer will see on the payment page on your website when placing an order (see example below).

Now that you’ve indicated how you would like to receive payment from your customers, next you can setup the invoice feature in your account so that payments will link with your PayPal account.
To do this:
– Go to the Account menu
– Select Preferences and then Account Preferences
– Click on the Invoices menu on the left side of the page
– From here, select Yes – PayPal Payment Page for the Display Pay Online link on invoices preference and then click on Save (see example below)

Now you need to make sure that your Billing contact email address in your DistributorCentral account is the same as the email address you have setup for your PayPal account.
To do this:
– Go to the Account menu
– Then select Account Maintenance
– Click on the Contacts tab
– Next, if you don’t have a Billing contact setup, click on Add Similar or on the Add New Contact button and setup a Billing contact making sure the use the same email address that you have setup with your PayPal account.

Testing your payment process
Once you have this setup up, you can try placing a test order to yourself from your website, or enter in a test order for a fake customer from within your DistributorCentral account. Note: When placing test orders, make sure you are on your “live” website (not in preview mode) while signed out of your DistributorCentral account.

After an order is placed from your website, you should receive an email confirmation, and the order should be saved in your DistributorCentral account. From this point, locate the order, and access the Summary page, where you can then review the order. You can make any changes to the Customer Order at this point, such as adding/removing charges, adding tax and freight, etc. Once you are ready, you can click on the Create Customer Invoice button (A) to create an invoice for your Customer. Then you can send the invoice to your Customer, by clicking on the Send button. This will allow you to email the invoice to your customer, where they can click on the Pay online now link (B) in the email, which will then prompt them to either login to their PayPal account or pay as a guest if you have a Business PayPal account (C), where they can pay the amount that is due on the invoice (see examples below). Once paid, the funds will be transferred to your PayPal account.

If you really want to streamline this process, you can get a PayPal MasterCard, and use that to pay your Suppliers. Then in your PayPal account, you can just move some of the funds that you received from your customer, and use it to pay the balance on your MasterCard all from within your PayPal account.

Exporting Order Information for QuickBooks

Distributors – Did you know that you can export your Orders & Invoices to Quickbooks from your DistributorCentral Order System?

This feature eliminates the need for double entry from DC to your QuickBooks system.

Exporting Purchase Orders & Invoices to QuickBooks

Create and Save your QuickBooks Import File:

1. After logging in to your account, click on the Orders tab, and then on the QuickBooks Download link.

2. Choose whether you are going to create an import file for invoices to your customers or purchase orders to your suppliers.

3. Select the dates for which that you would like to download transactions – *Note – please limit your download file to one month of data at a time. Also, note that if you try to import a file into QuickBooks that contains an invoice or purchase order that was contained in a previously imported file, QuickBooks will not import that transaction again.

4. Choose whether or not you intend to print the invoices or purchase orders from QuickBooks. If you have sent your purchase orders or invoices electronically from DistributorCentral, or you have printed a version from DistributorCentral and sent those to your customers or suppliers, you can choose “No” for this question. Otherwise, if you intend to send the invoice or purchase order after importing it into QuickBooks, select “Yes”.

5.If you have specific accounts setup in your QuickBooks file with which you would like to associate the transactions, specify them in the Accounts fields. For invoices, the defaults are ACCOUNTS RECEIVABLE for the accounts receivable account, SALES for the line items, and SALES TAX PAYABLE for the sales tax account. For purchase orders, the defaults are PURCHASE ORDERS for the accounts payable account and SALES INCOME for the line items.

6. Once you are satisfied with your selections, click Submit.

7. When the import file is generated, you can click on the QuickBooks link to view the file, or “right-click” on the link and choose “Save Target As”, choose the appropriate location on your hard drive to save the file (default file names are generally in the format youraccountno_mm_yyyy_InvoicesORPOs_downloaddate.iif (eg. 100006_Feb_2004_Invoices_03-Feb-04.iif).

Import the file into QuickBooks:

1.Once you have saved the import file, open your QuickBooks file, choose File -> Utilities -> Import -> Import IIF Files.

2.Browse to the location on your hard drive where you saved the import file when you downloaded it from DistributorCentral.

3.Once you have found the file, click “Open”.

4.At this point, your data has been imported into QuickBooks. If you choose “yes” for the “Print from QuickBooks” question when you downloaded the file from DistributorCentral, you should see the list of invoices and/or purchase orders to print in your “reminders” list if you have setup your QuickBooks file this way.

5.From this view, you can edit the order, which allows you to can add options, edit pricing, change color choices, etc.
You can now run reports or print your documents from QuickBooks.

Important points to note
-If the Customer or Vendor names exported from DistributorCentral do not match those that have been setup in your QuickBooks file, they will be added to your Customer and Vendor lists as new records.

-The accounts to which the transactions are posted must match those in your QuickBooks setup; if you choose to specify your own account names, please be aware that if those accounts do not exist in your QuickBooks file they will be created.

-Avoid importing duplicate transactions into QuickBooks by deleting your old import files, or moving them to a different location on your hard drive.

-DistributorCentral’s application creates ePSA-compatible purchase orders and invoices; the data included in DistributorCentral’s transactions is significantly more complex than that allowed in a QuickBooks import file. As such, your purchase orders and invoices in QuickBooks will not have the same level of detail as those created by DistributorCentral. As such, we highly recommend using DistributorCentral’s powerful purchase order and invoice tools for your business needs; DistributorCentral cannot be responsible for or support any errors arising from the importing of data into QuickBooks.

-For additional help, hints, or support for QuickBooks please see http://www.quickbooks.com/support/sindex.html.

Don’t Forget To Setup Payment Methods For Your Website

Your DistributorCentral website comes with a shopping cart that allows your customers to place orders directly to you. Be sure to setup the payment methods you want to have available in your shopping cart for your customers to choose from.

To do this, follow these steps:

1. Go to your Account Menu, then select Payment >> Payment Setup

2. Next, select the payment methods you would like to have available for your shopping cart and then click on Save.

3. Test your settings by going to the live version of your website and placing a test order for any product. The payment methods you specifed should show up midway though the ordering process (63%).
DistributorCentral does not process any order payments for you. Payments between you and your customer, and between you and the supplier are separate. The payment information that your customer provides would need to be processed by you. You would then need to also provide your payment information separately to the supplier.
Here is more information regarding the payment setup area in your DistributorCentral account:
Bill to Account – This is the default payment method if you do not specify anything. It represents that you will invoice your customers for the order.
Credit Cards – If you have an Authorize.Net account and would like to electronically process credit card transactions, choose “Credit Card – Authorize.net Merchang Account”. After clicking on Save, you will then be prompted to enter your merchant account gateway information.
For basic Merchant account holders, select “Credit Card – Collect info only – no processing”. This will allow you to securely collect your customer’s credit card information and process it manually.
Purchase Order Number – Select this option if you customer will provide a purchase order against which you will generate an invoice.
Check / Money Order – Select this option if you accept payment via check or money order.
PayPal – This option will allow your customer to indicate that he or she will pay you via PayPal. This option is not automatically integrated into the transaction; your customer will receive an order confirmation that shows your email address, to which they will be required to send payment.
Bill to Department Number – Select this option if you will invoice a specific department.

New Feature: “Virtual” invoice stuffers

Have you ever wanted to include stock verbiage, a link to a special offer, a link to an online survey, or other marketing information intended to encourage repeat business from your customers when you send them an invoice?

Our new invoice email boilerplate language preference lets you do just that – it’s your virtual “invoice stuffer” and more! Links and text can easily be dropped into the html emails that you send when you invoice your customers, and with a little html work you can generate coupons or other promotional pieces that will capture your customer’s attention when they open your electronic invoices.

To get started, you first need to add the information that you’d like to include to your account preferences. Go to Account >> Preferences >> Account Preferences, then select the “Invoices” category.


In this case we used a little HTML to create a “coupon” look and feel and included an image that is currently hosted on our website, but you can use straight text or create a hyperlink to keep things simple.

Once you’ve saved your entry, that information will appear on any invoices that you send from the DistributorCentral order management system!

Sample email received by customer:

It’s that easy – give it a try!