Custom Invoice Feature Overview

Introduction

This article outlines the functionality and benefits of the Custom Invoices feature on the AppXite platform. Below, you can find a detailed breakdown of the options and user flows related to Custom Invoices.

What do you need to use this feature?
To use custom invoices, you need:

• To be a partner of AppXite
• An active AppXite account with Billing Manager

Custom Invoices feature overview

The Custom Invoices feature allows users to create tailored invoices that support unique business scenarios such as credit or debit memos for refunds or additional consultancy charges.

Such custom invoices:

• Allow for detailed configuration of fields such as Vendor, Contract Type, Channel, and Currency.
• Allow linking with subscriptions or creating standalone entries.
• Are accessible to all parties in the invoicing chain, ensuring seamless multi-tier invoicing.
• Provide flexibility without impacting recurring invoice calculations.

In this article:

1. Custom Invoice Creation
2. Field-Specific Logic and Rules
3. Additional Features
4. Key Benefits
5. Summary
   
   

Custom invoice creation

To create a custom invoice, navigate to: Invoices > Outgoing > Create New Invoice Line as shown below:

• Users can select the Create Custom Invoice button above the invoice grid.
  • Manual Configuration:
    • You need to specify the following mandatory fields:
      • Channel
      • Vendor
      • Contract Type
      • Currency
      • Invoice Date
      • Quantity
      • Unit Price
  • Pre-Populated Values: If initiated from the invoice grid, fields like Channel Tier, Vendor, Contract Type, and Currency are automatically pre-filled based on the selected line and cannot be edited.
    
    

Field-specific logic and rules

Vendor:

• Default state: Empty (mandatory selection).
• Options: All vendors that are available to a specific partner.
• Behavior: This field needs to be selected for other fields to become active.

Contract Type:

• Options: All contracts available under the selected vendor.
• Default state: Empty (mandatory selection).
• Behavior: Becomes selectable only when the Vendor field is selected. Selecting another vendor resets this field.

Channel:

• Options: Indirect or Direct.
• Default state: Empty (mandatory selection).
• Tooltip:
  • Multi-Tier: Enables indirect partner selection in the invoice chain.
  • Direct: Enables customer selection as the invoice receiver.

Invoice Receiver:

• Options: Partners available under the selected contract.
• Default state: Empty (mandatory selection).
• Behavior: Field allows searching by partner name.

Currency:

• Options: All currencies available for the selected Contract Type.
• Default state: Empty (mandatory selection).
• Behavior: Becomes selectable only after the Vendor, Channel, Contract Type, and Invoice Receiver fields are specified. Changing any of these resets Currency.

Subscription ID:

• Options:
  • Use Default Subscription ID (default if no particular subscription will receive the charge).
  • Select Existing Subscription: Allows searching and selecting using internal Subscription IDs.

Quantity and Unit Price:

• Default state: Empty.
• Behavior: Users can enter numeric values (mandatory fields).

Custom Charge Details:

• Default state: Empty (optional field).
• Behavior: Users can enter free text (up to 128 characters). If left blank, the default value is Created On: [Date/Time].

Invoice Date:

• Options: Any date within the last 12 months.
• Behavior: This field does not reset when other selections (for example, Vendor, Channel) are modified.
  
  Custom invoices can be used to create debit and credit memos e.g., to invoice additional charges for consultancy or to provide refund for a service.

Additional features

1. Tooltips for User Assistance
   • Channel: Explains selection impact on invoice receivers.
   • Invoice Receiver: Lists values based on Vendor and Channel selections.
   • Subscription ID Options: Clarifies usage for default and existing IDs.
2. Error Handling Messages
   • For invalid inputs across fields like Invoice Receiver, Subscription ID, Quantity, and Unit Price.
3. Pre-Defined Permissions
   • Only users with the Billing Manager role can create custom invoices.
   • Role assignments are restricted to Billing Managers (if possible).
4. Usability
   • Pre-populated values streamline repetitive tasks.
   • Custom Charge Details are optional, reducing unnecessary effort.
5. Invoice Source Differentiation
   • Custom invoices are identified separately in the database for clarity and reporting purposes.
6. Auditing
   • Additional columns in the Invoice Details include Updated By and Updated On for tracking.
7. Logic Extensions
   • Custom Invoices can be created or modified at any invoice status.
   • They are ignored in recurring invoice calculations to avoid unintended effects.
8. New Default Settings
   • Custom invoices are created with a status of New Corrected.
     
     

Key benefits

The key benefits of the custom invoice feature include:

• Flexibility: Supports credit/debit memos for refunds or consultancy charges.
• Accuracy: Built-in validation and error handling ensure data integrity.
• Usability: Simplified workflows reduce user effort and errors.
• Transparency: Audit features and user roles promote accountability.
  
  

Summary

The Custom Invoice feature provides a user-friendly, flexible, and secure way to manage invoicing. With robust field-specific rules, permissions, error handling, and support for complex billing scenarios, this feature allows you to manage invoices with precision and ease.