Invoicing
External check orders are invoiced monthly for your organisation/federation. Our finance department will automatically send invoices to the main billing contact for your account. If you would like to update the email address of your main billing contact, please send the request to [email protected]
Please Note: If you are part of a trust/federation and your external checking account has been set up at trust level, you will receive a single invoice for all checks which will be broken down by school/organisation.
You can access a copy of any invoices by navigating to Settings > Add-Ons > Verifile and scrolling down to the ‘Invoices’ list:
Under ‘Actions’ you will see options to ‘View Invoice’ or ‘Open Report’:
If you click ‘View Invoice’ this will take you to the invoice you have selected, which includes a breakdown of checks, order numbers, and amount(s) against the school/organisation name that the check was ordered from. You will also be able to download the invoice and access the ‘Pay Now’ button. The invoice will include a candidate's initials, but not their full name.
If you click ‘Open Report’ this provides you with a summary page of total costs per organisation/school, as well as a breakdown of checks ordered including the candidate's name.
Purchase Order Numbers
You can add a purchase order number to a 'Pending' check after it has been submitted.
How To Add a Purchase Order Number to a Pending Check
To do this, navigate to Settings>Add-Ons>Verifile.
Please Note: You will need the 'Purchase External Checks' user permission to be able to access this. If you do not currently have this access but require it, please speak to your school or trust administrator.
Under 'Orders' you will see a default view of all 'Pending' orders, these will be any orders currently in progress:
From this view, you can click 'Edit Order' to be presented with the following where you can add or edit the Purchase Order number, then click 'Save':
Please Note: Purchase Order numbers can only be included in the monthly invoice if they are added before the end of the month.
Purchase Order - Preferences
If you are a school or trust administrator and would like to enforce the requirement for a purchase order number prior to a check being submitted, we have now added the ability to do this.
From Settings>Add-Ons>Verifile, scroll down to the bottom of the page where you will see 'Preferences'. From here, you can toggle on the 'Require PO' toggle and this will require all users to enter a Purchase Order number before the system will accept the check submission:
