How to process invoices in the Platform Invoicing Solution

Appxite Updated by Appxite

Introduction

This article guides users through the complete invoice processing workflow in the Platform Invoicing Solution. It covers the steps from billing data synchronization to posting and sending invoices to customers, including error handling and revenue recognition in compliance with IFRS 15 standards.

In this article:

The invoicing process in the Platform Invoicing Solution is efficient and typically takes only a few minutes to complete.

Access Platform Billing Headers

The process begins with the Billing Cycle Day, when invoices are calculated based on your agreement with the vendor. The Billing Frequency can be Monthly Billing, Quarterly Billing, Annual Billing, or any custom period. On the Billing Cycle Day, the billing engine completes computations and synchronizes data overnight to the Platform Invoicing Solution.

To access your invoice data:

  1. Log in to the Platform Invoicing Solution with your credentials.
  2. Navigate to Search → Sales & Receivables Setup → Process → AppXite Billing Headers.
  3. Review the invoices displaying all relevant information, including Customer, Invoice, and Subscription IDs from the Platform.
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Sort your data to verify synchronization:

  1. Scroll to the right side of the screen.
  2. Sort by Status Time Stamp → Descending to confirm all data has synced correctly.
NOTE! To view all Subscription lines calculated for a specific Billing Period, navigate to AppXite Billing Lines.

Process invoice documents

Once you've confirmed all data is accurate, you can process the documents. The system processes all invoices with status New, as well as invoices in status Error (if errors have been corrected).

Click Process Documents to begin processing.

 

NOTE! When you click this button, all invoice headers will be processed. If you need to exclude a specific Invoice from processing, use one of these methods:

Method 1: Leave the On-Boarding Required switch enabled in the Customer card. This moves the document to AppXite Errors once processed. Navigate to Search → Customers → Select the relevant Customer → Turn on On-Boarding Required.

Method 2: While in AppXite Billing Headers, click on the relevant header → Select Edit List → Change InvoicesDate to the previous month. If the InvoicesDate is in a month that doesn't equal the current month, the Invoice will move to AppXite Errors. The exception is the first two working days of each month when documents from the previous accounting period can be posted.

 

Warning! If invoices remain in status Error after processing, refer to the Handling Errors section for troubleshooting guidance.

After processing completes, the status changes to Doc Created, indicating the invoices are ready for posting.

Post invoices

Click Post Documents to post the invoices.

When you post invoices, revenue is recognized according to the IFRS 15 standard based on the Subscription charge start date and end date. This solution automatically handles the complexity of revenue recognition for Subscriptions with Quarterly Billing and Annual Billing periods.

Once posted, the status updates to Doc Posted.

NOTE! If one or more invoices don't change from Doc Created to Doc Posted, try posting individually: Navigate to Search → Sales Invoices → Click on the individual Invoice to open the Sales Invoice card → Select Posting → Post

Send invoices to customers

To deliver invoices to your customers:

  1. Navigate to Search → Posted Sales Invoices.
  2. Select the Invoice(s) you want to send.
  3. Click Print/Send → Send by Email.

Your customers will receive the invoices in their mailboxes.

Summary

The invoice processing workflow in Platform Invoicing Solution involves four main steps: accessing synchronized billing data in AppXite Billing Headers, processing documents to create invoices, posting invoices with automatic IFRS 15 compliant revenue recognition, and sending completed invoices to customers via email. The entire process is designed for efficiency and typically completes within minutes.

 

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