Currency & Payments
Introduction
This article outlines the setup and management of invoicing, billing cycles, currency options, and payment processing, offering a comprehensive guide for platform administrators and users alike.
In this article:
Display & Navigation
Users with access to Settings can view the Display & Navigation tab as the first tab under Settings > Currency & Payments.
Tab Display Settings
As a Distributor Admin or Seller Admin, you can configure the visibility of the Invoices section in the main platform navigation for your customers. Learn more about Invoices section here: Navigating the Invoices
To control which invoice-related tabs are visible to customers, use the toggle bars provided in the Tab Display Settings section:
1. Overview Tab
Enables the Overview tab within the Invoices section for Customers.
2. Invoices Tab
Displays the full Invoices section, including both Incoming and Outgoing Invoices.
3. Billings Tab
Makes the Billings section visible, showing both Incoming and Outgoing Billings.
4. After selecting the desired tabs, click Save to apply the changes.
Invoice Tab Field Display Settings
The Invoice Tab Field Display Settings allow you to control which columns and visual elements are visible to users on the Invoices tab. This is useful when certain fields, such as payment status or amount due, are unnecessary or potentially confusing because payment is tracked outside of the Platform.
To access this setting, navigate to Settings > Currency & Payments > Display & Navigation. The Invoice Tab Field Display Settings section appears within the Tab Display Settings area, and is available when the Invoices Tab toggle is enabled.
A counter in the top-right corner displays how many fields are currently visible out of the total available (for example, 11 / 20 VISIBLE).
The settings are divided into two categories:
-
Visuals — summary indicators displayed at the top of the Invoices section. These are marked with an eye icon and a Visual label to distinguish them from standard columns:
- Amount Due
-
Amount Overdue
-
Columns — fields shown in the Invoices tab table: Invoice Status, Tax Invoice, Invoice Receiver, Currency, Payment Terms, Invoice Date, Invoice Posting Date, Due Date, Payment Method, Subtotal, Tax, Total, Paid Amount, Payment Status, Invoice Code ID, Reference Code ID, External Invoice ID, and Actions.
Each field has an independent toggle switch. The current state is displayed as either Visible or Hidden next to the toggle.
To configure field visibility:
1. Review the available fields
Each row displays the field label, its current visibility state (Visible or Hidden), and a toggle switch. Visual items are identified by an eye icon and a Visual badge.
2. Toggle fields on or off
Use the toggle switches to set each field to Visible or Hidden. The counter updates automatically to reflect the number of visible fields.
3. Save your changes
Click Save to apply the new visibility configuration.
To undo unsaved changes, click Cancel. This restores the most recently saved configuration.
Inheritance and override logic
The Invoice Tab Field Display Settings follow an inheritance model between Distributors and their Sellers:
- If a Seller has not configured their own field display settings, the configuration is automatically inherited from their Distributor. The Seller will see the same column visibility as defined by the Distributor.
- When viewing inherited settings, the section title displays an (INHERITED) badge, and a yellow banner informs the Seller that the settings are inherited from their Distributor.
- Sellers can override the inherited configuration by adjusting individual toggles and clicking Save. Once saved, the Seller's own settings take precedence over the Distributor's configuration.
Custom Navigation
Beyond visibility of the Invoices tabs, Invoices section can be customized to provide tailored navigation.
Custom Navigation options allow organizations to set up buttons and hyperlinks that lead to external resources such as payment portals, credit limit details, or billing terms—creating a more seamless user journey.
Configuration done in Settings will be reflected in the Overview tab under Invoices:
To configure this:
1. Enable Navigation Configuration
Enable Custom Navigation in the Display & Navigation section with a toggle bar.
2. Set Visibility Rules
Choose which user roles or groups can see the customized navigation.
3. Enable Conditional Display (Optional)
If enabled, buttons or links will only appear if all selected conditions are met.
4. Define Conditions (If "Show when conditions are met" is marked)
Specify the criteria that must be met for the content to display.
If Conditional Display Controls is set to On, the button or link will display only if all selected conditions are met.
5. Configure Button (Optional)
Add and customize a button to appear on the Overview tab.
- 1. Add the name of the Button
- 2. Enter URL for the Button's redirection
6. Configure Hyperlink (Optional)
Add and customize a hyperlink for navigation purposes.
- 1. Add the name of the Hyperlink
- 2. Enter URL for the Hyperlink
7. Click Save to apply your configuration.
Billing
Sellers can select which supported billing cycles should be available to their customers in Settings. All other billing cycles will become unavailable in the platform to the customer even if they are supported by the vendor.
The available billing cycles are:
- Monthly
- Quarterly
- Yearly
When purchasing an offer, the customer will only be able to select the billing cycles which are enabled by the direct seller. If an offer doesn't have any of the billing cycles which have been enabled, it will be hidden.
Select the "Settings" tab, on this page, select Currency & Payments -> Billing.
Choose which billing cycles you want to support. If a new billing cycle becomes available for a license in your catalog, you will be able to enable it here manually.
One or several valid charge period values can be selected.
Currency
Customers can see and pay the invoice in their preferred or local currency from a list provided by the seller. Sellers can integrate their chosen FX rate provider using the AppXite Partner API or provide their own custom currency exchange rates through the same API.
In more details regarding exchange rate, read the following article. Currency exchange (FX) rate management.
Select the "Settings" tab, on this page, select Currency & Payments -> Currency. Select the "Add" button from the bottom.
By selecting "Add", you can manage Currency details:
In more details read the article Currency Exchange (FX) Rate Management
Payments
The Payments tab is available in Seller View and allows you to configure payment processing through the Platform's integration with Stripe, a leading global payment provider.
Configuring Stripe Payments
As a Seller, you can collect payments from your end Customers by connecting your Stripe account. Follow the steps below to set up your payment configuration:
1. Enter the Publishable Key
Hover over the "?" icon for guidance on where to find this value in your Stripe account.
2. Enter the Secret Key
Similarly, enter your Secret Key from Stripe.
3. Enable Payment Methods
Select the payment methods you want to offer by checking the corresponding boxes:
Credit Card
ACH Direct Debit
- Wire transfer - It is always enabled without a possibility to deselect it, including supporting partial payments.
If Payment card or Bank account is already added on the sender (Customer) level, it cannot be configured back to Wire Transfer - this option will be greyed out on Organization's Profile level.
4. (Optional) Enable Partial Payment Authorization
You can allow customers to make partial payments by enabling this option. Check the box under your chosen payment method. Partial payment authorization for Wire transfer is enabled by default and cannot be edited.
Learn more about this feature here: Payments on the Platform
5. Save Your Configuration
For more details on obtaining your Publishable and Secret Keys, refer to: Stripe Documentation
Payment terms
As a Seller Admin, you can define Payment terms for your Customers' invoices by using the options available in the Payment Terms tab.
For detailed information about Payment term settings and their functionality, refer to this article: Payment terms Settings.
Credit Risk
The Credit Risk tab allows you to manage both Offer Restrictions and Credit Limit configuration for your Sellers and Customer Organizations.
Offer Restrictions
Offer Restrictions allow you to control which combinations of Commitment Periods and Billing Frequencies are available to specific organizations. This feature helps you:
- Configure commitment term and billing frequency restrictions
- Block high risk combinations
- Apply restrictions by organization
Use Offer Restrictions when you want to prevent specific organizations from purchasing products with risky payment terms (for example, preventing Annual Billing commitments with Monthly Billing frequency). To learn more, see this article: Credit Risk Management
Credit Limit
Credit Limit functionality enables you to control order approval processes by:
- Grouping organizations by risk level
- Requiring approval for specific products or vendors
- Receiving webhook notifications with order details and order value at risk
- Approving or rejecting orders before processing
This feature is closely integrated with the Multi-Tier Order Approval process. For more details, refer to: Multi-Tier Order Approval.
Summary
The Currency and payments settings provide comprehensive control over invoicing processes, Billing Cycles, currency options, and payment processing. Sellers can configure Invoice statuses, select supported Billing Frequencies for Customers, manage multiple currencies with custom exchange rates, and integrate Stripe for Card Payment processing. These settings ensure flexible billing and payment options that meet diverse Customer needs while maintaining administrative control.
Limitations
- Stripe Keys cannot be changed directly by Sellers and require a support request for modifications.
- Changing Invoice status configuration has no effect on historical Invoices.
- If Organization has already set payment method as Bank Account or Payment Card, it is not possible to configure back Wire Transfer as default option.
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