How To Guides

Regenerate Historical Invoices

When switching from a manual billing system or software for which an import script is not available, you may want to have a record of past invoices that you issued before you started using WHASOLS.

Before you can regenerate historical invoices, you must finish moving the client and their service.

To regenerate historical invoices:

  • Go to the Products/Services tab in the client's profile.
  • Set the Next Due Date value to the due date you want to use for the first historical invoice. For example, if the client has an invoice every month starting in June 2023, set it to 28/06/2023.
  • Click Save Changes.
  • Click Generate Due Invoices in the client's Summary tab to create the invoice.
  • When the system prompts you, click No to prevent a notification email.
  • In the client's Invoices tab, click the invoice.
  • Click the Add Payment tab to record the payment details. For more information, see Transactions.
  • Uncheck Send Email to prevent a notification email. Performing these steps will cause the Next Due Date value to increment forward one billing cycle (in the above example, it would now be 28/06/2023).
  • Click Generate Due Invoices to create the June 2023 invoice.
Repeat these steps until the Next Due Date value is the date the client's next payment is due.



Update Domain Pricing

Occasionally, you may need to update prices for products or domain addons in your system (for example, for wholesale price increases or to start charging for ID Protection after previously offering it for free).

For more information, see Bulk Pricing Updater below.



Change Tax Rate
Sales tax rates generally change over time. When this occurs, you must update the tax rates in WHASOLS.
WHASOLS allows you to manage these VAT changes easily.

WHASOLS cannot provide tax advice or substitute for a tax expert. We strongly recommend seeking appropriate advice from your local tax and VAT authorities.

Changing the Tax Rate
Make sure to change tax rates at midnight or at the latest time possible before the cron job runs on the day of the change.

Any invoices that the system generates after this change will use the new tax rate, but any existing invoices will keep the old tax rate.

In the examples below, the tax rate is increasing from 21% to 10% effective July 1th.

In the Admin Area
To update tax rates in the Admin Area:

1. Go to Configuration > Tax Configuration.
2. Choose the Tax Rules tab:

3. Delete the original tax rule by clicking the corresponding red delete icon:

4. Create a new tax rule with exactly the same name, country, and state.
5. Enter the new tax rate:

6. Click to Add Tax Rule button

Bulk (SQL) Tax Rate Changes
Advanced users can also use SQL to update tax rates. This is useful and can save time if you are updating multiple rules.

To do this, run an SQL update query on the WHASOLS database using a tool like phpMyAdmin:

update tax_rules set taxrate=10 where taxrate=21;

Updating Existing Invoices
If you want to use SQL to update existing but unpaid invoices that are due on or after the change date.
we are not recommended to update directly taxes against invoices because WHASOLS automatically managing taxes and taxes related financial records.


Migrate Payment Gateways

Sometimes, you may want to stop using one payment gateway and switch to another then  you change your setup from using one payment gateway to using another, we recommend the process below.

Migrate Payment Gateways
The steps to migrate payment gateways depend on your version of WHASOLS.

To migrate from one payment gateway to another:

  • Go to  Apps & Integrations at Top Right Side of Menus
  • Click on the new payment gateway.
  • Click Activate. The system will redirect you to Apps & Integrations  > Browse > Payment Gateways.
  • Configure the new payment gateway.
  • Click Deactivate to deactivate the old module. The system will prompt you to choose the payment gateway you wish to reassign all existing services and invoices to.
  • Select the new payment gateway.
If you are moving to a tokenization gateway and you store card details or tokens for any clients, you may wish to delete them by clicking Credit Card Information in the client's profile's Summary tab otherwise WHASOLS automatically delete the stored card details or token related paymnet gateway.

Additional Client Actions
Depending on the type of payment gateway module you're switching to, you or your clients may need to perform additional actions:

  • If you are switching between merchant gateways or third-party gateway modules, there are no additional steps and you are finished.
  • If you are switching to a merchant gateway for the first time, clients will need to enter their card details at Hello, Name! > My Details in the Client Area. The system will charge the card when the next invoice is due.
  • If you are switching between tokenization modules, clients will need to pay the first invoice manually, which will store their card details on your processor's servers. The system will attempt subsequent payments automatically.
  • This type of migration requires the client's intervention because the system requires their CVV number for the first payment.
  • If you are switching from a merchant gateway to a tokenization gateway, clients will usually need to manually pay their next invoice in the Client Area.
  • If you are switching from a merchant or tokenization gateway to a third party gateway, clients will need to manually pay their next invoice in the Client Area.

Switching Domain Registrars

Domain prices change frequently. If a registrar's price is no longer competitive, you may want to transfer existing domains to a different registrar without the client's knowledge.

Important
When you update a contact of a domain name, this may apply an Inter-Registrar Transfer Policy (IRTP) lock to the domain for 60 days. This lock will prevent you from being able to transfer the domain. We recommend consulting with your domain registrar prior to making any changes to determine whether you can bypass this.

For further information on the 60-day lock, see ICANN.

Domain prices change frequently. If one finds a chosen registrar's price is no longer competitive, it may be desirable to transfer existing domains to a different registrar without the client's knowledge. WHASOLS can make the process easier, saving the need to log in to both provider's control panels:

  • Navigate to Clients > Domain Registrations and select the domain in question.
  • Uncheck the Registrar Lock checkbox and click Save Changes.
  • ClickModify Contact Details.
  • Change the registrant email address to your own and click Save Changes.
  • Return to the client's Domains tab and click Get EPP Code.
  • Note the onscreen EPP code.
  • Select the new domain registrar from the Registrar menu.
  • Click Transfer.
You should see a confirmation message stating the transfer initiated successfully. It is likely that the client's Domains tab will display an error message from the new registrar, but this will disappear once the transfer process is complete.

Once the transfer process is complete, click Modify Contact Details to change the registrant email address back to the client's own address.


Convert invoice amounts into a different currency

It is possible that not every gateway you use will accept all the currencies you offer on your site. Many gateway modules support a Convert To For Processing option so WHASOLS can transparently convert the payment amount into a different currency before sending the client to the payment gateway.

Convert invoice amounts into a different currency
By configuring multi-currency in WHASOLS, you can offer prices in multiple currencies even if your chosen payment gateway only operates in one currency.

For example, you could use a gateway that only operates in USD but use this feature to also offer prices in USD, GBP and EUR. When a client places an order and chooses that gateway, the system would automatically convert the amount to the gateway's currency before processing. Without this feature, the client would not be able to use that gateway.

The system performs the currency conversion using the Base Conversion Rate in your WHASOLS installation at the time of payment.

To configure this feature:

  • Configure at least two currencies at Configuration > Currencies.
  • The required Convert to For Processing setting for payment gateways only displays if you have configured at least two currencies.
  • Go to Configuration > Payment Gateways and click Manage Existing Gateways.
  • Set Convert to For Processing to your desired currency (the currency the gateway requires).
  • Click Save Changes.
The system will send all payments to this gateway in the chosen currency, regardless of which currency the client selected on the order form.


Credit a client for money received

When you receive money from a client, you should record it in WHASOLS as a transaction.

For more information, see Adding and Working With Credit.

Cancel and regenerate invoice

Sometimes, you may wish to cancel an unpaid invoice and later need to regenerate an invoice covering the same time period for the service.

Cancel an invoice
To cancel the original invoice:

  • Navigate to Billing > Invoices.
  • Click on the invoice.
  • Click Marked Cancelled.
  • Regenerate the invoice
To regenerate the invoice for the same period:

  • Navigate to the Products/Services tab of the client's profile.
  • Click on the service.
  • Move the Next Due Date value forward by one day. This will ensure that the value in the database resets to match the next due date when using continuous invoicing.
  • Click Save Changes.
  • Navigate to Summary tab of the client's profile.
  • Click Generate Due Invoices.

Skip an invoice

Occasionally you may wish to skip an invoice, giving the customer the invoiced period at no charge, but resume charging on the next due date.

If an unpaid invoice already exists, you can do this by performing the following steps:

If an unpaid invoice already exists, you must first cancel that invoice:
  • Go to Billing > Invoices.
  • Click the invoice.
  • Click the Mark Cancelled.
  • Go to the service that you wish to extend at no charge.
  • Set the Next Due Date value.
  • Click Save Changes.
  • The system will create the next invoice on the new due date without charging for the period between the old next due date and the new next due date.

Migrating Clients to another cPanel Server

Occasionally, you may perform a mass transfer of cPanel accounts between servers. You must also update the records in WHASOLS to reflect the new server.