There are two steps in order to set up Account Balance for users.
1. Creating a Funding Source
2. Allocating Budget Rules for Teams
1. To configure your account and setup Funding Sources, click on the Account Balance tab.
Then click on "Add" to add a new Funding Source.
Next, you can name the Funding Source. You can keep it broad (i.e. Sales) or specific (i.e. Dreamforce Conference):
For Payment Type, you can select Credit Card or Invoice:
You have the option to set a Funding Source as Default. This means that when you create new Groups in the Team section then by default the Funding Source will be assigned. There is more information below on setting Account Balance Rules for Groups.
Next, you can set Low Balance alerts which will send email reminders:
If you select Credit Card as Payment Type then you can enter in the details:
If you select Invoice as Payment Type then you can enter in a PO (optional) and/or Account Payable Contacts that will receive the auto-generated email:
Next, you can decide on how much to add in funding:
One-Time (adds just one-time, you can always come back in and add more at any time)
Monthly (adds on the first day of each month)
Quarterly (adds on the first day of each calendar quarter, Jan 1, April 1, July 1, and Oct 1)
Finally, you can set up an auto-recharge which will automatically add funds once the balance gets low.
2. Configure Account Balance Rules in the team section: After you've set up one or multiple Funding Source you can then configure Account Balance Rules in the team section.
Click over to the Team section:
After you've created a Group, click on the "Account Balance Rules"
You can then select which Funding Source to pull from. There are two rules to set up. Setup a rule for how Account Balance is funded and how new User Licenses are funded.
FYI - Account Balance is allocated to Senders to use for sending items, eGifts, postage, etc.
FYI - User Licenses are for when you want to add more users to your account then what you originally signed up for in the initial agreement.
For example, You may have a sales group that pulls Account Balance from a credit card that the VP Sales controls or you may have a marketing group that pulls Account Balance from a PO invoice that the Field Marketing teams control. It's very flexible.
You can also set it up so the account balance is paid for directly from the Senders. If you select the "None, make users add their own Credit Card upon signup" then new users in that group will have to enter in their own corporate card and manage the account balance themselves. This is useful for scenarios where field reps have more autonomy and do expense reports based on corporate card spending.
Remember to Add/Edit Members to teams by clicking the "Add/Edit Members" button next to your Team names.
Once you have created Team and assigned Members to Teams, you can assign Team budget rules
By clicking "Save/Update" you are allocating $XX amount towards the Account Balance of the Members assigned from that Team and pulling from the Funding Source you assigned above.
The last notable Funding Source feature is related to creating new Touches. When creating a new Touch you can decide if you want to charge the costs related (pack, postage, etc) to the Senders account balance or have the costs come directly from a Funding Source and not charge the Senders anything.
If you have any other questions lets us know!