Overview
Sharper includes several batch tools accessible from the CRM module that allow you to process invoices, run payments, recognize revenue, and send emails for multiple customers at once. These tools are available from the Customers and Invoices screens.
Generate Invoices
The Generate Invoices tool manually triggers invoice generation for a specified date range. Use this when you need to generate invoices outside of the normal automated schedule, re-run a batch that did not complete, or preview what invoices would be created before committing.
To generate invoices:
Go to CRM and select Customers or Invoices.
Click the Generate Invoices button.
Set the Invoice Through date. Invoices will be generated for all billing periods up to and including this date.
Optionally search and select one or more Customers to limit the run to specific accounts.
Optionally select a Booking Type to limit generation to a specific type of reservation.
Use the toggles to choose which reservation types to include: Marina Reservations, Campground Reservations, Power Meter Readings, or Booking Reservations. You must enable at least one.
Enable Include Transients if you want transient reservations included in the run.
Enable Email Invoices to automatically email invoices to customers as they are generated.
Enable Email Statements to automatically email account statements as well.
Optionally set an Override Invoice Date to stamp generated invoices with a specific date instead of the generation date.
Click Preview to review which invoices would be created without committing, or click Generate to run the batch immediately.
When you click Generate, invoice creation runs in the background. You will receive an email notification when the batch is complete.
Note: Invoice generation only applies to reservations that are configured for automatic invoicing. Reservations without an invoicing schedule will not be included.
Auto Pay
The Auto Pay tool manually triggers the autopay batch process. Autopay automatically charges customers who have a saved payment method on file and whose invoices have the Auto Pay flag enabled. The automated process runs on a schedule, but this button lets you trigger it manually when needed.
To run Auto Pay manually:
Go to CRM and select Customers.
Click the Auto Pay button.
Under Date Selection, choose whether to process invoices by Due Date or Invoice Date.
Set the Auto Pay Through date. All qualifying invoices up to and including this date will be processed.
Optionally search and select one or more Customers to limit the run to specific accounts.
Enable Itemized Payments if you want each invoice line item charged as a separate payment transaction.
Click Pay to run the batch.
Auto Pay runs in the background. You will receive an email notification when it is complete. Failed charges (for example, a declined card) are logged and the invoice remains unpaid.
Warning: Running Auto Pay manually will immediately charge customers' saved payment methods. Confirm the date and customer selection before clicking Pay.
Recognize Revenue
The Recognize Revenue tool manually triggers deferred income recognition for a specified date. This is relevant only if your property uses deferred income accounting on annual or upfront invoices.
When deferred income is configured, Sharper holds collected revenue in a deferred account and releases it to your income account on a scheduled basis. This tool lets you run that release process manually for a specific date.
To recognize revenue:
Go to CRM and select Customers or Invoices.
Click the Recognize Revenue button.
Select the Date to recognize revenue for.
Optionally select a specific Customer to limit recognition to one account.
Optionally select a specific Invoice to process only that invoice's deferred schedule.
Click Save to run recognition.
If you are not sure whether your property uses deferred income, check with your accounting administrator. This feature is configured at the product level during your implementation.
Email Documents
The Email Documents tool lets you send invoices and statements in bulk to all customers or a filtered subset. This is useful when invoices were not automatically emailed at generation time, or when you want to send monthly statements to all customers at once.
For full instructions on using Email Documents, see CRM - Emailing Invoices and Statements.
Marketing Email
The Marketing Email tool sends a bulk email using a pre-built marketing template to a targeted group of customers. You can target recipients individually or use a Customer List Report to define your audience.
For full instructions, see Sending Customer Marketing Emails and CRM - Sending Customer Portal Instructions.