This is only applied to specific emails, below you can find the list which emails/email templates are tracked.

1. Send Invoice to Customer
2. Invoice Already Sent to Customer
3. Invoice Overdue Notice
4. Send Estimate to Customer
5. Estimate Already Sent to Customer
6. Estimate Expiration Reminder
7. Send Proposal to Customer
8. New Comment (Sent to Customer/Lead)
9. Proposal Expiration Reminder
10. Send Credit Note To Email
11. Send Contract to Customer
12. Send Subscription to Customer
13. Subscription Payment Failed

You can check all available email template mentioned above in Setup->Email Templates.

Checking if the email is opened

You don’t need to configure anything, the feature is auto turned ON and will work out of the box while you use Adlis ERP-CRM Dev..

Let’s assume you sent an invoice to a contact and you want to see if the contact opened the email, in admin area open the invoice preview area and click on the envelope menu icon, there will be a list of all tracked emails sent with indicator does they are opened or not.

Use same steps to see if the email is opened is applied for all other features.

Tracked emails not updated

There is one occasion when this feature may not work properly, depends on the settings the contact/user configure in his email client. There is nothing Adlis ERP-CRM Dev. can do about this, the tracked email status will remain as “Not Opened“

If the contact/user have an option in his email client/email interface to turn Co. remote content for the received emails, this may not work properly. Below you can find an example how this may look eq in Thunderbird email client

In this case, if contact just read the email and don’t turn on remote content or don’t allow remote content for this specific email, the email will remain as “Not Opened”

Please note that the subscriptions feature is different from recurring invoices. The recurring invoices are used only to re-create the invoice on a specific date but with subscriptions, if the customer is subscribed to the subscription, he/she will be auto-billed via Stripe and the invoice will be created.

Configure Stripe subscriptions

You will need first to configure the Stripe Checkout payment gateway in order to use the Subscriptions feature.

Please follow the Stripe checkout configuration guide by clicking here

If you are using version older then 2.4.0, you will need to manually configure your webhook, see below, otherwise continue with the guide below.

Stripe Products

If you haven’t created your products and billing plans, you should create via the Stripe Dashboard, Adlis ERP-CRM Dev. will fetch the billing plans directly from Stripe and will display them while creating/editing subscription.

There is no option to add billing plans via Adlis ERP-CRM Dev. admin area, you should always add the billing plans via Stripe Dashboard.

Subscription Statuses

There are 8 subscription statuses in Adlis ERP-CRM Dev., 5 are the default Stripe subscription statuses and one additional status is added Future.

You can read the lifecycle for subscriptions and statuses at by clicking here

Future – The additional Adlis ERP-CRM Dev. status Future means that the customer subscribed but the first billing date is in future, as an example if the customer subscribes on 2018-05-18 and you configured First Billing Date to be 2018-05-25, the subscription is active but the customer will be billed at the future date.

Create New Subscription

In order to create new subscriptions, from the main menu click Subscriptions then New Subscription.

Billing Plan

Select billing plans for this subscription, the billing plans will be fetched from your Stripe account.

Quantity

Configure quantity if it’s necessary, otherwise leave it to 1

First Billing Date

This is the first billing date field, leave blank to use the date when the customer is subscribed to the subscription. This field must be a future date, if you select a date and the date is passed but the customer is not yet subscribed, the date when the customer will subscribe will be used.

Note that Stripe does not support the creation of subscriptions in past dates.

Subscription Name

Add subscription name, shown to the customer too, in most cases this will be your product name.

Description

You can add an additional description for this subscription, also visible to the customer.

Customer

Select customer for this subscription.

Currency

The currency will be auto-selected based on base currency or customer currency, you can’t manually change the  currency, more info about currencies can be found by clicking here

This means that you can’t have currency EUR and select billing plan configured in Stripe with USD currency.

Tax

You can select tax for the subscription.

The taxes are fetched directly from Stripe, if you haven’t configured your taxes in Stripe, you should do this via Stripe dashboard by navigating to Billing->Tax Rates

Terms and Conditions (from v.2.40)

You can also add custom terms and conditions for the subscription, the terms and conditions will be shown at the bottom of the subscription preview area just before the customer subscribes to the subscription

Send a subscription to a customer

After you configure the subscription successfully, you may want to send the subscription to the customer, note that the subscriptions in Adlis ERP-CRM Dev. are related to the primary contact of the customer.

To send the subscription to the primary contact you can click on the top left email envelope button, additionally, if you want to view how the subscription will look, click on View Subscription button.

You may want to take a look at Setup->Email Templates, to adjust the subscriptions email templates.

Show subscriptions to customers area

If you want to show or hide subscriptions in customers area, you can navigate to Setup->Settings->Subscriptions and set Show subscriptions in customers area to Yes.

Subscribe to subscription

In order customer to subscribe to a subscription, you must send the subscription to the customer primary contact and include the subscription link in the email via the built-in email feature for subscription or send the subscription link manually.

After the customer access the subscription he/she can review the subscription and subscribe by clicking on the subscribe button.

Canceling Subscription

To get familiar with canceling the subscription, please read more the Co.icial Stripe documentation by clicking here

Canceling from the admin area

If you want to cancel subscription directly from the admin area, you can open the subscription and click on the cancel button, you will be able to see 2 options:

• Cancel
• Cancel at the end of the billing period

If you click Cancel, the subscription will be canceled immediately, if you click Cancel at the end of billing period, the subscription will be canceled based on the end billing period and also, in this case, you can reactive the subscription, but if you cancel it immediately, there is no option to reactivate.

Cancelling from customers area.

The primary contact also can cancel the subscription via the customers area, the options are identical like in the admin area.

Credit Card Token

Adlis ERP-CRM Dev. will store the Stripe customer id in the database for future payments.

Credit card token is token provided by Stripe related to the credit card that subscribed to the subscription, Adlis ERP-CRM Dev. does not store the credit card number in the database, the credit card token and last 4 digits are fetched directly from Stripe servers via API.

The primary contact can update the credit card anytime he/she want by logging into the customers area and navigating from the top Profile menu -> Credit Card.

Sometimes your customers need to change the card info that they have on record with your business, whether that’s just to swap in a preferred card, or because the card issuer sent a replacement. Stripe takes care of updating expiring cards for you, and also attempts to update saved card details when a customer’s physical card is replaced, but in rare cases, if Stripe is unable to update the card details automatically, the contact must update the credit card manually via the customers area.

Reusing the credit card token

The credit card token for this customer will be used or future subscription too, as example once the customer subscribe to the subscription, in Stripe, Adlis ERP-CRM Dev. will create customer and this credit card token will be linked to this customer, also the customer id from Stripe will be stored in Adlis ERP-CRM Dev. database for future payments.

The next time you create a subscription for this customer, the customer won’t need to enter his credit card details again, he/she can just click a button and will be subscribed in no time.

Testing Subscriptions

If you want to test the subscriptions, you need to configure Stripe testing keys and read the following guide: https://stripe.com/docs/testing

In this guide, you can get familiar with how the testing works and also there is a list of test credit cards.

Also, before switching to production mode, while testing, if you subscribed to any test subscription, make sure to delete those subscriptions from Adlis ERP-CRM Dev. admin area.

Configure Stripe checkout webhook for subscriptions (applicable for Adlis ERP-CRM Dev. versions below 2.4.0)

While you are in Setup->Settings->Payment Gateways->Stripe Checkout, you will need to configure the webhook for Stripe Subscriptions.

Each installation will have unique webhook protection key, you will able to see yours in the Stripe Checkout Webhook Key field

In Stripe Dashboard navigate to Developers->Web hooks and click add a new endpoint.

The webhook URL will be like:

Replace [WEBHOOK_KEY] with your actual webhook key.

Adlis ERP-CRM Dev. will generate a unique key for each installation, you can either use this key or manually add any key in alphanumeric you want, in case you decide to change the webhook key and you already have configured the webhook in Stripe, you will need to update the webhook key in Stripe dashboard too.

Test your webhook

Once you configure the webhook via Stripe dashboard, click on the configured webhook URL and click on the top right button Send test webhook then a popup modal will be shown, just click on the bottom right button Send test webhook

Keep in mind that the “Send test webhook” button is only available when you have toggled to view test data, once you test the webhook URL while test data is toggled on, switch Co. test data and configure the same webhook URL in your live account.

If the webhook is configured properly at the bottom you should see this response:

Important Notes

• Do not edit the subscription directly from Stripe dashboard, if you want to perform edit you can do this via Adlis ERP-CRM Dev. admin dashboard.
• Adlis ERP-CRM Dev. subscriptions only work with 1 line item (billing plan/product), do not add multiple subscription products via the Stripe dashboard to avoid unnecessary results.
• Once the customer is subscribed to a subscription, the subscription can’t be deleted, mark them as canceled instead (applicable for subscriptions created in LIVE mode)

Create new item

To create new items from the main admin menu navigate to Sales->Items and click on the top left button New Item.

• Description – Give the item short description of item heading.
• Long Description – Item long description for more detailed information.
• Rate – The total cost for this specific item you are creating without taxes.
• Tax – Apply item predefined tax, the tax will be auto-applied when creating new invoice/estimate/proposal/credit note
• Unit – If you need to the use unit for the item you can add exactly in this field. Eq. lots, kg
• Item Group – If you have a lot of items and you need to organize them in groups you can select a groups that you previously created in the same screen by clicking on the Group top left button.

Click Save to save all the item information.

Linking item into transaction

This is very specific example that will show you how to link an item to invoice with all the fields explained.

Navigate to Sales->Invoices and click on the top left button create new invoice and fill all the necessary information for this invoice.

On the top left Add item dropdown you can select your predefined items that will be auto inserted into the preview item area without you needing to fill all the necessary item information manually.

Items Rates Based On Currency Usage (v.1.9.2)

In previous versions, the item had a field for a rate which you was using as general rate eq for your base currency, but the problem was that in case customer has different currency than the base currency the rate won’t be accurate when selecting the item from the drop-down when creating invoice/estimate/proposal.

Adlis ERP-CRM Dev. can bill in your base currency or in the customer currency if configured in the customer profile.

Let’s assume that your base currency is USD and you have a customer which is using EUR currency when you created the item you has added the rate as in your base currency  (USD).

When you navigate to Sales->Items and try to create/edit item you will be able to see that new field for rate in EUR will be shown, in this case when you create invoice/estimate/proposal and select a customer that is using EUR currency and then select an item the EUR rate will be auto-populated in the preview area for the item before you add it to the table. This will help you to add the item’s rate only once and then re-use it.

Keep in mind that the rate for other currency will be shown only if customers have configured to use another currency than the base currency.

To add new currency go to Setup -> Finance -> Currencies and click New Currency.

• Currency Code – Add currency code, make sure you add the valid currency ISO code. The ISO Code will be used when sending the currency code to online payment gateways.
• Currency Symbol – Add currency symbol
• Click Save

If this is your base currency you will need to mark it as base by clicking on the Star icon.

Adlis ERP-CRM Dev. by default record all transactions (invoices,estimates,expenses,proposals) in the base currency.

Record transactions other then base currency

There is only 1 exception where changing the currency is possible when creating new proposal and the proposal is related to lead.

Navigate to Customers-> Click on the customer and set currency in the customer profile.

Note that if the customer have already recorded transactions you wont be able to change the currency. You need to delete all previous transactions to change the currency, once the transaction is recorded ability to change the customer currency will be disabled.

Try creating new eq. invoice and select the customer the currency will be auto changed based on the currency you set for this customer.

For all future transactions for this customer the customer currency will be auto selected.

Adlis ERP-CRM Dev. gives you the ability to add unlimited tax rates on your invoices/estimates/proposals etc..

You can add new tax rates by followig the steps below:

• Navigate to Setup->Finance->Tax Rates.
• Click on the top left button New Tax
• Enter tax name
• Enter tax rate
• Click Save

The tax you created will be available in the dropdown for each item.

Hide tax per item

Adlis ERP-CRM Dev. by default shows tax per item, there is option to turn this Co. and all the taxes will be calculated on the bottom of the invoice/estimate.

Note that when you add your invoice/estimate items you will still need to add the item taxes to get the desired calculations. The tax per item will be hidden when your customer view the invoice/estimate.

To disable this feature navigate to Setup->Settings->Finance and set Show TAX per item (Invoices/Estimates) to NO.

NOTE: If you are using your own templates for generating PDF for estimates and invoices you should not remove this logic from the templates if you want this option to work as it should, otherwise you can adjust the template to fit to your needs no matter how Show TAX per item option is set.

• Payment Mode Name – Eq. Bank
• Bank Accounts – Description – Give payment mode description, will be shown on invoice html area. You can add bank account number, iban, swift etc..
• Active – Enable/Disable payment mode, if payment mode is disabled won’t be shown in invoice when add/edit.
• Show Bank Accounts / Description on Invoice PDF – If checked description will be shown on invoice pdf.
• Selected by default on invoice – Check this field if you wan’t to be selected by default when creating new invoice
• Expenses Only / Invoices Only – In case you have a lot payment modes for expenses and invoices and the payment mode you are creating will be only used for invoices check Invoices only, in this case the payment mode won’t be shown as option when recording new expense.

The following payment modes are Co.line modes, online payment modes can be configured in Setup -> Settings ->Payment Gateways

Troubleshooting

Payment modes not shown on invoice

You can read more about this here

Perfex comes with 2 predefined currency names who are already added into the converter. If you added your own currency you need to add this also to total to words converter.

You need to add your currency database name and the currency string who will be output inside the invoice/estimate.

In this example we will add British Pound to the converter.

Create a file with name my_functions_helper.php in application/helpers/ and add the following code:

function add_total_to_words_currency($currencies){
    $currencies['GBP'] = 'British Pounds';

    return $currencies;
}

hooks()->add_filter('before_number_format_render_languge_currencies','add_total_to_words_currency');

Note that the GBP is the same as the name we have set up inside the CRM (showed in the image);