Navigating the Invoices

Introduction

This article guides users of the platform on navigating the Invoices section, providing comprehensive information about managing invoices, billings, and payment collection features. It covers all aspects of the invoice interface, from the customizable Overview tab to detailed invoice grids and billing management.

In this article:

• Invoices Section
• Overview Tab
• Invoices Tab
• Invoices Grid
• Billings Tab
• Outgoing Billings Grid

• Incoming Billings Grid

  Invoices Section

  Invoices section can be found on the top of the portal:
  

  The section contains 3 tabs:

  1. Overview tab
  2. Invoices tab
  3. Billings tab
      

  Tabs enabling

  Administrators can turn on the Invoices tabs in Settings > Currency & Payments > Invoices.

  

  

  

  In order to select which tabs should be visible for your Customers, use the checkboxes.

  

  Once activated in the Settings, the selected Invoices tabs appear in the Invoices section's page.
  

  In order to learn more details, see this article: Currency & Payments

  NOTE! The Invoices tab, even if activated in the settings, will not be visible to the users with the Support Agent role.

Overview Tab

The Overview tab can display custom fields, custom buttons, and custom hyperlinks. This flexibility allows users to tailor the experience to their specific needs, creating a seamless journey for employees and customers when working with invoices.

The Overview tab also provides a summary of invoice amounts for the previous calendar month, broken down by currency. This feature gives users a quick and clear snapshot of business performance.

Invoices tab

Tab enabling

Administrators can turn on the Invoices tab in Settings > Currency & Payments > Invoices.

Once activated in the settings, the Invoices tab appears in the Invoices section's page, between the Overview and Billings tabs. 

Incoming and Outgoing Invoices

The Invoices Tab consists of two sub-pages:

• Incoming - featuring the invoices sent to your organization
• Outgoing - featuring the invoices you have issued

Both sub-pages share the same design for the Invoices menu and grid. The interface provides comprehensive tools for managing invoice data with sorting, filtering, and export capabilities.

Top Menu Options

The top menu includes the following selectors:

1. a. Amount Due - displays total amount due across all invoices per currency in blue colour
   b. Amount Overdue- displays total amount overdue accross all invoices per currency from the last 12 months in red color.
2. Search bar - allows you to search for needed invoice by multiple keywords, including Invoice number, Receiver, or Invoice Code ID
3. Collect Payment - allows the permitted users (with access roles: Super Admin, Distributor Admin, Seller Admin, Seller Agent Admin, Billing Manager) to:
   
   • Collect Payment - user will be prompted to select the date
     
   • Check Pending Payments - upon clicking this field, user triggers the system to update Pending Payment invoice statuses. Platform will inform user to refresh the page in order to see the changes
     
4. Export - allows you to export needed data to Excel file. The export can be done for the current selection from the grid or for all Invoices
   
5. Choose columns - displays the dropdown list with possibility to select all or particular columns only in the grid
   

Invoices Grid

The Invoices grid consists of multiple columns that provide comprehensive invoice information. All columns that are sortable and include filtering have such options visible when the user moves the cursor over the column's header.

The grid contains both vertical and horizontal scrolls to keep column headers fixed. 

All columns can be re-ordered due to user's need by dragging and moving them to needed position.

Amounts like Subtotal, Total, Tax are displayed with thousands separator as a space (e.g., 7 325 USD) for better user experience.

Columns Overview

1. Column selector - if user clicks on the box in the invoice row, only this invoice will be selected. If user clicks on the top box, all Invoices from the page will be selected

   

2. Invoice Status - indicates the status of the invoice, eg. TaxSyncCompleted, New, PaymentCompleted, PaymentFailed, PaymentPartiallyCompleted, InvoiceDocumentCreated and PaymentInProgress

   

3. Tax Invoice - invoice PDF file (can be downloaded/previewed)
4. Invoice Receiver - indicates the receiver of the Invoice
5. Currency - Invoice currency
6. Payment Terms - displays Payment Terms, if applied. More information about this feature can be found here: Payment Terms
7. Invoice Date - Invoice issued date
8. Invoice Posting Date - date when the invoice was posted
9. Due Date - due date of the invoice
10. Payment method - displays selected payment method for the invoice. More about Payment methods: Payments on the Platform
11. Subtotal - subtotal amount for the invoice
12. Tax - tax amount for the invoice
13. Total - total amount of the invoice
14. Paid Amount - information about paid amount
15. Amount Due - remaining amount to be paid for the invoice, calculated as a difference between Total amount and Amount Paid

16. Payment Status - status of the invoice's payment with corresponding colour indicator:
    Green: Paid - Full payment has been received for the total amount owed,
    Yellow: Partially Paid - A portion of the total payment has been received, but the full amount remains outstanding. If the due date is passed then even though it is partially paid, invoice status should show status 'Overdue',
    Red: Overdue -  Payment has passed its due date and is now considered late, potentially incurring penalties or interest. Overdue can be also partially paid invoice,
    Grey: a. Not Ready- very first Payment Status and is applied until Invoice Document is created or Custom Payment Status is applied.
    b. Cancelled - Custom Payment Status. Payment or invoice has been nullified. Such status is updated via UI or API,
    Orange: Disrupted - Custom Payment Status. Payment challenged or under review. Such status is updated via UI or API,
    Blue: Installments Plan - Custom Payment Status. If customer is under installments plan. Such status is updated via UI or API.
    Purple: Refunded - Custom Payment Status. Full payment returned to the payer or in case of negative invoice. Such status is updated via UI or API.

    NOTE! For Custom Payment Status, as a Billing Manager you can select one or multiple invoices, go to the top of the Invoices grid and:
    1. Change the Custom Payment Status
    
    
    a. Click to see the dropdown list
    
    
    Save the changes
    
    2. Reset the Custom Payment Status to the default value - the Payment Status will be based on basic rules (calculated dinamically)
    
    
17. Invoice Code ID - unique incremental number (similar to a formatted reference number)
18. Reference Code ID - assigned after success in tax sync
19. Payment - action column, allows you to collect the payment by clicking on the 'Collect Payment' in the invoice row.
    
    A pop-up will appear where you can enter the payment collection amount. You may enter either the full amount or a partial amount. To learn more about Partial Payments, see this article: Payments on the Platform under Full or Partial Payment Collection for One Summary Invoice section.
    
    
20. Bin icon - allows you to delete the invoice if permitted. If it's not possible, the information will be displayed when user moves the mouse over the icon
    
21. External Invoice ID - Customer’s external invoice identifier from their accounting/ERP system. May differ from the Platform-generated invoice number and is provided for tracking and matching purposes.
    

Invoices grid highlights the row where the mouse is currently positioned for better visibility.

Billings Tab

The Billings tab consists of two sub-pages:

• Incoming - featuring the billings sent to your organization
• Outgoing - featuring the billings you have issued

Outgoing and Incoming Billings

The Billings tab contain invoices for the last 12 calendar months. You can extend this time by loading data from Reports or Reporting API.

Outgoing Billings Grid

The Outgoing Billings are calculated in the Platform, based on subscription events during the month and respective prices. Outgoing Billings from Seller view represents the total invoice to be sent to your Customers, including Seller markup.

The Outgoing Billings page covers the following columns:

1. Invoice status - Billings are visible once the status Verified is set. That is done after the verification process is completed by AppXite
2. Summary Invoice - indicates creation of consolidated Invoices
3. Invoice number - automatically generated by the Platform. By clicking on the invoice number, the selected invoice can be checked in detail. See the article How can I see details of my Outgoing invoice?
4. Contract type - Distribution Services (a contract between Distributor and Seller)
5. Tier - Seller's Tier, used for Direct and Indirect sellers
6. Source - Source from which the Invoice was issued
7. Billing date - date when the invoice was generated in the Platform
8. Invoice amount - will reflect the Customer price (Vendor/Partner price + your markup)
9. Currency - based on your residence, as a Seller
10. Vendor - vendor of the offer
11. Invoice Reference # - Reference number for the Invoice if applicable
12. Custom Invoice - Clicking the invoice icon in this column allows you to create a Custom Invoice, see more here: Custom Invoice Overview

Users can decide which columns to display in the grid by clicking the Column Chooser icon.

From Outgoing Billings, you can access "Get full reconciliation data", which will allow you to export full data on consumed items on both Customer and Seller level costs. Read more in the How to get full Reconciliation data section.

It is possible to configure the grouping of the seller's invoice data so that they can consolidate invoices at the desired level.

The Outgoing Billings page includes also possibility to Consolidate the selected Invoices. You can read more about this functionality here: How to Consolidate the Invoices?

Outgoing Billings Details

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.

More information about the Outgoing Billings details can be found here: How can I see details of my Outgoing Billings?

Incoming Billings Grid

The Incoming Billings page contains the following invoices:

• From Microsoft to Direct Seller uploaded from Microsoft Partner Center (invoice ID starts with a capital letter followed by digits)
• From any Vendor to Direct or Indirect Seller, generated by Platform (invoice ID contains digits only)

The grid displays the following columns:

1. Invoice Status - Billings are visible once the status Verified is set. That is done after the verification process is completed by AppXite
2. Summary Invoice - indicates creation of consolidated Invoices
3. Tax Invoice - invoice PDF file (can be downloaded/previewed)
4. Invoice ID - external invoice number
5. Invoice Number - automatically generated by the Platform. By clicking on the invoice number, the selected invoice can be checked in detail. See the article How can I see details of my Incoming Billings?
6. Invoice Provider - indicates the provider of the invoice
7. Source - Source of the invoice
8. Contract Type - Distribution Services (a contract between Distributor and Seller)
9. Billing Date - Date of the Billings
10. Invoice Amount - Total Invoice Amount
11. Currency - currency of the invoice, the column is filterable
12. Payment Terms - displays Payment Terms, if applied. More information about this feature can be found here: Payment Terms

Summary

The Invoice section provides partners with robust functionality to create customized user experience suited for their users and customers. The comprehensive interface allows for efficient invoice management, payment collection, and billing oversight with extensive customization options and detailed reporting capabilities.

Related Content

• Payments on the Platform
• How to get full Reconciliation data
• How to Consolidate the Invoices
• How can I see details of my Outgoing Billings
• How can I see details of my Incoming Billings
• Custom Invoice Overview
• Custom Navigation Control for Invoicing