Invoice per order

Introduction

The Invoice per Order feature allows the platform to create one consolidated invoice with multiple invoice rows. Invoices are generated immediately after successful order provisioning and automatically set to "Verified" status. This feature is available for both Distributor and Seller levels, providing streamlined billing management for one-time purchases.

In this article:

• Feature Overview
• Enabling Invoice per Order
• Platform Interface Changes
• Order Processing Scenarios

Feature Overview

The Invoice per Order feature consolidates billing by creating a single invoice per order rather than individual invoices for each subscription item. When enabled, the platform processes orders and generates invoices immediately upon successful provisioning.

Key Benefits

• Simplified invoice management with consolidated billing
• Automatic invoice verification upon creation
• Available at both Distributor and Seller levels
• Immediate invoice generation after order provisioning

Enabling Invoice per Order

Currently, the Invoice per Order feature is only available in the backend and cannot be configured directly through the platform UI.

To enable this feature:

1. Contact AppXite Support
2. Submit a request to enable "Invoice per Order" option
3. Specify whether enablement is needed Distributor or Seller level

Warning! Feature works ONLY for One Time Offers.

Platform Interface Changes

Billings Section

The platform includes enhanced billing management with the following additions:

Outgoing Billings Page:

• New value "Per Order" in "Invoice Frequency" column
• Provides clear visibility into billing frequency settings

Outgoing Billings Collections Page:

• New "Order Number" column for cross-referencing
• Column supports sorting and search functionality
• Enables tracking of specific orders associated with invoices

Invoices Section

Full Reconciliation Data:

• Order Number reference added as a column
• Enhanced data tracking for invoice reconciliation
• Improved audit trail for billing processes

Order Processing Scenarios

The Invoice per Order feature behavior varies depending on vendor configuration, offer types, and order timing. The following scenarios illustrate different processing outcomes:

Scenario 1: Multiple Orders from Same Customer

If multiple orders are placed by the same customer, the platform generates multiple separate invoices (one per order).

Scenario 2: Mixed Vendor Orders

Example: Customer creates Order 1 with "Security" offer from SN1 (Sentinel One) vendor and "E5 Office" offer from Microsoft

• Platform generates one invoice for SN1 offer immediately upon provisioning (contains 1 line)
• Microsoft offer follows default billing flow (invoiced after month end)

Scenario 3: License Quantity Changes

Example: User purchases SN1 offer A with 5 licenses, then adds 7 more licenses after one month.

• Requires separate purchase order for additional licenses
• Creates new subscription with expiration date one month later than original

Scenario 4: Multiple Offers Same Day

Order 1: Customer A creates order with "Security" and "Data" offers from SN1

• Platform generates one invoice with 2 lines

Order 2: Same customer creates second order same day with identical offers

• Platform generates separate invoice with 2 lines

Scenario 5: Partial Provisioning Success

Example: Order contains "Security" and "Data" offers from SN1

• "Security" offer provisions successfully
• "Data" offer provisioning fails
• Result: Platform generates one invoice containing only 1 line (for successful "Security" offer)

Scenario 6: Incomplete Provisioning Response

Example: Order contains "Security" and "Data" offers from SN1

• "Security" offer provisions successfully
• No response received for "Data" offer
• Result: Platform waits for success or failure response for all order items before generating invoice

Limitations

Per Release 196:

• Backend functionality only - UI configuration planned for release 197
• Reporting API does not cover this feature (will be added in the release 197)
• Manual support request required for enablement

Functional Limitations:

• Works exclusively with One Time Offers.
• Based on platform billing engine.
• Not compatible with parsing vendor invoice data.
• For optimal performance, it is recommended to group offers from the same vendor together and avoid combining offers from multiple vendors within a single order.

Summary

The Invoice per Order feature streamlines billing management by consolidating multiple subscription purchases into single invoices per order. While currently requiring manual enablement through support requests, this feature provides immediate invoice generation and automatic verification for one-time subscriptions and offers. Understanding the various processing scenarios helps users anticipate invoice generation behavior based on their specific order configurations and vendor requirements.

Related Content

• Navigating the invoices
• Understanding Subscription Types
• Order Management Best Practices
• Billing cycle overview