Table of Contents

Baseline Configuration General Guide

Alex Moore Updated by Alex Moore

In this guide, we will be highlighting each of the settings and configuration pages that should be configured to complete a baseline Sonar integration. For each page we will discuss its general purpose, provide a quick setup guide, and a link to the deeper documentation on each page.

System Settings

This is the page where you setup the way that dates, times, and currencies display, as well as other system wide settings like defaults for new addresses.

Quick Setup Guide

Set the timezone based on Continent, then Capital city

List of Time Zones in Sonar System Settings

Put in the default country and city info so that adding new addresses is easier for your employees.

Companies

This is where you setup the company information that will appear on invoices and automatic emails.

Quick Setup Guide

Click "Create Company" in the top right to get started

If you want the name of your company in Sonar to match the name on the remittance slips of your invoices and the same name your company gets checks for, enter your company name in the "Name" and "Checks payable to" fields. If you want a different name on the remittance slips of your invoices, enter that name in the "Checks payable to" field.

The colors only matter as a little identifier icon on to show which items belong to which companies. Don't waste your time setting these unless you have several companies and different processes for each.

If your company doesn't accept physical checks, it's probably a good idea to leave "Show remittance slip" unchecked.

Country appears twice in case the remittance slip address and the country the company is based in do not match. In this rare case, the bottom one is where you want the checks to go. Most people will just enter the same country twice.

If we are building a customer portal for you, unless you specify otherwise we will just copy the logo that you upload here for the branding on your customer portal to match the invoice logo.

Detailed Documentation

How to: Setting Up a Company in Sonar

Billing > Bank Account Processors & Credit Card Processors

This is where you add the configuration settings. For bank accounts this either means adding the bank account info so that ACH Batches can be generated, or configuring some type of processor that processes the bank account similar to a credit card like IPPay or Authorize.net. GoCardless will also be setup here.

Quick Setup Guide

Bank Account Processors

You should already have a processor you are working with by the time you get to this stage. This is just a matter of recording the data they have given you in Sonar. If you choose not to use either payment method, you can skip that pages settings.

From Billing > Bank Account Processors, click the blue "Create Bank Account Processor" button in the top right. Check the "Enabled" and "Primary" boxes.

Based on the Bank Account Provider selected, you will have a multitude of different fields to add. In all cases, these fields should be provided from your bank provider. If you have any questions on which fields are which, start with the ACH Batching Overview. If you are still stuck we typically need to contact the bank where ACH is setup to confirm which names they use for these fields.

Credit Card Processors

You should already have a processor you are working with by the time you get to this stage. This is just a matter of recording the data they have given you in Sonar. If you choose not to use either payment method, you can skip that pages settings.

From Billing > Credit Card Processors, click the blue "Create Credit Card Processor" button in the top right. Check the "Enabled" and "Primary" boxes.

Based on the Provider selected, you will have a multitude of different fields to add. In all cases, these fields should be provided from your processor.

You should also have discussed and decided with your processor which card types you want to accept. Just make sure these settings match what you've already decided.

Detailed Documentation

Setting up Bank Account & Credit Card Processors

ACH Batching: Overview

Billing > Billing Defaults

Here is where you setup the behavior that new accounts will inherit, based on when they are activated or specific days of the month.

Quick Setup Guide

If you've never automated billing before and the majority of your accounts are residential type, the most typical approach here would be to bring in all existing accounts with whatever expectations they have (ie: new invoices come out on the 1st each month for that months services), then setup new accounts as follows:

Bill Mode: Statement

Bill Day Mode: Anniversary Bill Day

Days After The Account Activation Day: (leave blank)

Due Days: 15

Grace Days: 10

Auto Pay Days: 0

Auto Pay Day: Billing Day

Due Day: Billing Day

Months to Bill: 1

No boxes checked

This will result in accounts getting billed the day they are installed and activated and the invoice showing as due 15 days after that install day. If you are unsure how to set this up, just be sure to talk to your Client Experience Manager about the what days of the next month you want things to happen on with a few examples and they will set this up on your behalf in the touch base call where you talk through and verify all the baseline settings.

Detailed Documentation

Billing Defaults

Billing > Billing Settings

This is where you set how things will prorate, what days accounts are allowed to become delinquent, how auto pay and processors work, as well as how printed invoice fees or late fees work.

Quick Setup Guide

Again, the most typical approach here is to set things up the way your customers are used to it. If you don't have a 24/7 support team, it's probably a good idea to set "Days to check delinquency" as a Monday through Friday event. Assuming you have no policies already in place, here would be a typical setup we may see in a primarily residential market:

Proration: Prorate Services, Prorate Service Quantity, Prorate Account Status Change, Prorate Billing Day Change

Accounting Period Auto Close: Close every day at 12 AM

The main point here is to set this so that the Accounting Period closes every time you enter your payments or invoiced revenue into your accounting software.

Days to check delinquency: Monday, Tuesday, Wednesday, Thursday, Friday

Daily Billing: Unchecked

If you check this box during the account imports phase you will create all sorts of false billing runs and potentially send messages to those accounts for bills that are still being sent in your old system. Do not turn this on without the coordination of your Customer Experience Manager unless you are sure what you are doing and are prepared to fix any issues caused by this.

Auto Pay Runs Entire Amount Due: Checked

Generate Invoice On Account When First Activated: Checked

Minimum Credit Card Payment: 10

Minimum Bank Account Payment: 10

Minimum Amount Due for Delinquency: 25

Auto Pay Credit Card Attempts: 3

Auto Pay Credit Card Retry Interval In Days: 1

Auto Pay Bank Account Attempts: 1

Auto Pay Bank Account Retry Interval In Days: 1

Detailed Documentation

Billing Settings

Billing > Delinquency Exclusions

This is where you set specific days you don't want accounts to become delinquent on.

Quick Setup Guide

Click the Create Delinquency Exclusion button in the top right

Name: New Years Day

Day: 1

Month: 1

Year: (leave blank)

This will make sure no accounts go delinquent on January 1 of any year.

Detailed Documentation

Delinquency Exclusions: Overview and Use Cases

Billing > General Ledger Codes

Add the general ledger codes you use in your accounting software so that we can map them to services when we import those.

Quick Setup Guide

Click the "Create General Ledger Code" button in the top right

You should just copy each code and description from your accounting software one by one. If you don't have these yet you should talk with your accountant to come up with a strategy here.

Detailed Documentation

General Ledger Codes: Overview

Billing > Taxes

This is where you setup the taxes that will work with serviceable addresses and services to create taxes on accounts.

If you are planning on using tax automation software like Avalara, you can skip the Taxes Quick Setup Guide

Quick Setup Guide

Because there are so many different ways of doing this, I'm going to just leave the general approaches, and recommend everyone take a look at the detailed documentation.

Generally speaking, whatever taxes you had setup in your old system should be copied over one to one here. If you knew you were not taxing properly before, basically just build out all of the global taxes first, then the geography based taxes, then the different geography tax zones in each geography based tax. I will show two examples of how to use this below.

If you have an ISP that operates in a single state, you might build a tax like so:

Click the "Create Tax" button in the top right.

Name: State Tax

Application: Percentage

Rate: 6.25

Type: A tax that is applied to all customers, regardless of geography.

If you had an ISP that operated in multiple states, it probably makes more sense to build a tax with multiple zones:

Click the "Create Tax" button in the top right.

Name: State Tax

Application: Percentage

Rate: 0

Type: A tax that is only applied to a certain geography

Click Create Geo Tax Zone

Name: Texas State Tax

Rate: 6.25

Country: United States

Subdivision: Texas

(All other fields blank)

Click "Create"

Click Create Geo Tax Zone

Name: Oklahoma State Tax

Rate: 4.5

Country: United States

Subdivision: Oklahoma

(All other fields blank)

Click "Create"

Click Create Geo Tax Zone

Name: New Mexico State Tax

Rate: 5.125

Country: United States

Subdivision: New Mexico

(All other fields blank)

Click "Create"

Detailed Documentation

Taxes Setup

Communication > Email Domains

This is where you add the domain that we are going to use with the automated emails and ticketing system.

Quick Setup Guide

Click the "Create Email Domain" button in the top right

Add in the domain that you want to use for automated emails and ticketing in Sonar. You can add more than one, we just need to go through the DNS entries for each domain.

Once the domain has been created and displays in the list, click on the down arrow just to the right of the Verify button and you will see a "Send Verification Email" button. Type in your email. As soon as you hit create you will receive an email from Sonar. Don't worry about opening it, just forward it to verify@sonar.software. On our side we will take the forwarded email and verify your domain, typically within a few hours of receiving the email.

You also need to add two txt records to your DNS server for the domain that has been added, one SPF record which basically tells other email servers that your Sonar has been given your permission to send this email, and a DKIM record, which is basically one of the "badges" that the SPF record can show servers to prove it is legitimate. Not all email servers can read or recognize the DKIM record, but it does help the deliverability of your messages. Just follow our guide here to create the records.

Detailed Documentation

Setting up an Outbound Email Domain

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Adding a Customer Portal to Your Sonar Instance

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