Invoice Status Changed
Introduction
This notification serves as a valuable tool to keep you informed about any changes in the status of your invoices. This ensures that you are always aware of the current state of your invoices, allowing you to manage your finances more effectively and stay on top of your accounts. Staying updated helps in making informed decisions and enhances your overall financial management experience.
In this article:
- Understanding Invoice Status Changed Notification
- Invoice Status Changed - Distributor
- Invoice Status Changed - Reseller
Understanding Invoice Status Changed Notification
The notification is sent daily to the Distributors or Resellers and the notification contains details on invoice status changes which had happened during the previous day.
I. The notification contains the following columns:
- Invoice Number: This is an identifier assigned to each invoice, which allows for easy tracking and reference. It ensures that both the provider and consumer can locate and discuss the specific invoice without confusion.
- Invoice Provider/Invoice Consumer: The invoice provider is the entity that issues the invoice, while the invoice consumer is the party responsible for paying it. Understanding the relationship between these two parties is crucial for effective communication and resolution of any potential disputes.
- Vendor: This refers to the supplier or service provider that offers goods or services to the invoice consumer. Identifying the vendor is important as it establishes the source of the products or services that are being billed.
- Contract Type: This indicates the nature of the agreement between the vendor and the consumer.
- Invoice Date: The date on which the invoice is issued is crucial for tracking payment timelines and ensuring that both parties are aware of when payment is expected.
- Old Invoice Status: This reflects the previous state of the invoice before any changes were made, providing context for any updates or modifications.
- New Invoice Status: This indicates the current state of the invoice after any adjustments or updates have been applied. It is essential for both parties to be aware of this status to ensure timely payment.
- URL: This link takes you to the web page associated with the invoice. It offers additional information or resources related to the invoice, helping both the provider and consumer easily access the necessary documentation.
II. The notification has separate sections for Incoming Invoices and Outgoing Invoices:
III. The notification can be enabled by following the steps below:
1. Go to the Settings page:
2. On the Settings page, navigate to Notification Settings, then select Events and locate the option for "Invoices - Status Changed".
3. You can click the "Edit" button to customize notification recipients. This feature lets you choose who receives the information, ensuring the right people are informed. By selecting "Edit," you can specify names or email addresses, tailoring communication to your needs. This is especially useful for limiting information distribution to a select group or ensuring important updates reach the right parties.
Also, when the distributor enables this notification in the disti portal, the toggles are automatically switched on for 2-tier sellers. However, the notifications themselves aren’t actually activated for these sellers. If the seller wants to receive the notification they would need to turn off and turn on the Email/webhook toggles.
Invoice Status Changed - Distributor
For Distributors, the Invoice Status Changed notification is triggered whenever the status of incoming or outgoing invoices changes.
This notification is generated on a daily basis and serves to inform you about any changes in status that have transitioned to different status categories that took place on the previous day. It is important to keep track of these transitions as they can indicate progress or issues that need to be addressed.
- New: This status indicates that a draft has been successfully transformed into a new entry, signifying that it is now active and available for further processing.
- New corrected: This status reflects that a previously drafted entry has undergone corrections and is now recognized as a new, corrected version, ensuring that any errors have been addressed.
- Verified: When a draft reaches this status, it means that the information has been thoroughly checked and confirmed as accurate, providing assurance that it can be relied upon for subsequent actions.
- Paid: This status signifies that the payment associated with the entry has been successfully processed, marking a crucial step in the financial transaction process.
- Issued: When an entry is marked as issued, it indicates that the final document or product has been officially released, completing the workflow for that particular draft.
- Card Payment Error: This status alerts you to any issues that have arisen during the processing of a card payment, highlighting the need for immediate attention to resolve any potential problems.
Invoice Status Changed - Reseller
For Resellers, the Invoice Status Changed notification is triggered whenever the status of incoming or outgoing invoices changes. This notification is sent daily and highlights any status transitions to one of the following statuses that occurred the previous day:
- Verified: When Draft or New status reaches this status, it means that the information has been thoroughly checked and confirmed as accurate, providing assurance that it can be relied upon for subsequent actions.
- Paid: This status signifies that the payment associated with the entry has been successfully processed, marking a crucial step in the financial transaction process.
- Issued: When an entry is marked as issued, it indicates that the final document or product has been officially released, completing the workflow for that particular draft.
- Card Payment Error: This status alerts you to any issues that have arisen during the processing of a card payment, highlighting the need for immediate attention to resolve any potential problems.
This notification also includes when an invoice is created directly in status Verified without going through the Draft or New Status. As illustrated in the example below, you will observe that the Old Invoice Status is left blank. This absence of data signifies that the invoice did not transition through any of the initial statuses before reaching Verified state.
Limitations
Currently, there is no notification system in place to inform customers about changes to their invoice status. This means that customers will not receive any alerts or updates regarding modifications made to their invoices.
Summary
This article introduces a valuable daily notification designed to keep distributors and resellers informed about any changes in invoice statuses from the previous day. By receiving updates on status transitions, users can better manage their finances and make informed decisions. The notification includes key details such as invoice number, provider/consumer, vendor, contract type, and status changes. It is organized into sections for incoming and outgoing invoices, with separate updates for distributors and resellers. Users can enable this notification through the Settings page by selecting "Invoices - Status Changed." Currently, customers do not receive notifications about their invoice status changes.
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