How can I see details of my Outgoing Billings?

Introduction

This article guides users through the Outgoing Billings process, which streamlines invoice management from Seller to Customer. It covers key features including viewing invoice details, verifying invoice receivers, applying filters, managing invoice statuses, and accessing detailed billing information.

In this article:

• Understanding Outgoing Billings
• Accessing the Outgoing Billings Collection
• Key Features and Functions
• Invoice Status Change via API

Understanding Outgoing Billings

Outgoing Billings are invoices to be sent from the Seller to the Customer. These are generated automatically once all Vendor invoices to Sellers are generated by the Platform and verified by AppXite.

Accessing the Outgoing Billings Collection

By clicking on Invoice Number, you will access the Outgoing Billings Collection with all the information about all invoices that should be sent to all your customers.

The main interface displays a comprehensive list of outgoing invoices with essential details including invoice numbers, customers, dates, amounts, and status information.

Key Features and Functions

In the Outgoing Billings Collection, you will have access to the following key features:

1. View Full Reconciliation Data

Click "VIEW FULL RECON DATA" for the selected invoice to access complete reconciliation information.

More detailed information can be found in the article "How to Get Full Reconciliation Data?".

2. Verify for Invoice Receiver

When selecting the arrow next to "Verify for invoice receiver", the following options will appear:

• Verify for all partners - Applies verification to all partner invoices simultaneously
• Issue - When you want to make the verified invoices available to the partner/customer, click "Issue". Partners/customers will see issued invoices as incoming invoices
• Mark as Paid - Seller can mark invoices as paid when they receive the payment to sync this status with their other systems
• Move to New - Seller can select an invoice in Draft status and change it to a new status

3. Viewing Detailed Billing Information

Clicking the Invoice Number will move you to the Outgoing billings details page.

This view shows separate invoice lines per subscription from the given invoice including:

• Start and end charge date - The billing period covered by each line item
• Charge type - The type of charge applied (subscription, usage, etc.)
• Currency - The currency used for billing
• Customer unit price - The price per unit charged to the customer
• Customer quantity - The quantity of units billed
• Customer total price - The total amount for each line item
• Retail price source - The source of the retail pricing
• Retail price markup - Any markup applied to retail prices
• Customer markup - Markup specific to the customer
• Price markup start date - When the markup pricing became effective
• Invoice provider ID - Identifier for the invoice provider
• Invoice receiver ID - Identifier for the invoice recipient

Quantity Handling

Quantity 1 is shown if there are multiple invoice lines per charge type per subscription. 
If the Quantity was increased during the given billing period, the invoice lines will be grouped and the Customer Quantity column will reflect the according changes.

Invoice grouping for subscriptions containing multiple components

Microsoft subscriptions which contains both telecommunication and non-telecommunication components, are billed as two separate line items of the invoice to provides better transparency and simplifies billing management.

The total of such subscription, will combine the charges from both line items (both telecommunication and non-telecommunication) that are bundled within that subscription.

The invoice quantity will display the actual licensed quantity regardless of your "Show Details" setting in the invoices section. This also applies for AvePoint and Adobe and ensures more accurate quantity representation on final invoices. When multiple parsed lines share the same charge start and end dates but have different quantities, the resulting invoice line will now show Quantity = 1. If those parsed lines have the same quantity, the invoice line will reflect that exact quantity. 

4. Export Function

Export the information in an Excel file. The export will be completed immediately after clicking the export icon.

5. Column Chooser

Column Chooser opens an additional multiselection list that allows you to choose the columns to display on the page.

Available columns include:

• Invoice Status
• Invoice receiver
• Tax Invoice
• Invoice number
• Total charges
• Currency

This feature provides flexibility in customizing the view to show only the information most relevant to your needs.

Invoice Status Change via API

It is possible to verify invoices in parts, where no corrections are necessary or all corrections have been added. This helps to avoid delaying the entire invoice if you find issues with its specific part. Once an invoice is moved to verified status, it will become accessible to the partners and customers.

You can change invoice statuses via API between the following statuses: Verified, Issued, and Paid Card Payment Error.

Status Change Rules:

• The invoice in New status can be moved to status Verified with parameter Inherit full chain
• The invoice in Verified status can be changed via API to Paid
• From Paid, the status can then be updated to Issued
• Users cannot revert an invoice status to New, New Corrected, or Draft

Summary

The Outgoing Billings feature provides comprehensive invoice management capabilities for Sellers, enabling efficient tracking and processing of customer invoices. Key functionalities include viewing detailed reconciliation data, managing invoice statuses through both UI and API, accessing granular billing information, and customizing data views through export and column selection options. The system's automated generation and verification processes ensure accuracy while providing the flexibility needed for complex billing scenarios.