Invoices

An invoice is a document that lists any charges incurred during a bill cycle, such as recurring services, one-time, and usage charges. An invoice also includes any charges created during the bill cycle run, such as discounts, additional fees, and taxes.

Invoices are found under the Invoices tab of a billing account where you can view the invoice details, view the PDF document of the invoice (invoice PDF), and download the usage data supporting any usage charges on the invoice. You can also pay the invoice or resend the invoice to your customer.

Disputed Invoices

In the event an invoice is disputed by a customer or requires research, it can be marked as disputed, which prevents certain actions while you resolve the issue. You can dispute an invoice in any status. You cannot dispute an invoice that is already included in a payment plan.

The following applies to disputed invoices:

  • Dunning notices will not be sent for the invoice if it is past due.
  • The invoice can not be added to a payment plan.
  • The invoice will not be auto-paid if the billing account has an auto-payment method.

If the invoice is not correct and needs changes, the following actions are available:

Actions Description
Edit Invoice Edit the external invoice number or mark the invoice as disputed.
Regenerate Invoice Generate an updated invoice PDF for an existing invoice that retains the critical invoice information, such as invoice number and date as well as any financial details that impact the invoice total, but will display the current data for all other aspects of the invoice like the customer account name, account custom fields, billing address, or PO number.
Reverse Invoice Create a manual invoice that duplicates the original invoice you are reversing using negative amounts.
Reissue Invoice Create a manual invoice that duplicates the original invoice you are reissuing using a new invoice number, a new invoice date, and, optionally, recalculates tax.
Create Ad Hoc Manual Invoice Create a custom manual invoice using invoice items sourced from previous invoices for the billing account.
Issue Adjustment Issue an adjustment to decrease or increase the overall billing account balance as a way to correct an invoice amount.
  • Credit Adjustment—Decreases the billing account balance. A credit adjustment can be applied to an open invoice to reduce the balance owed for that invoice.
  • Debit Adjustment—Increases the billing account balance. A debit adjustment is commonly used to post a late fee. A debit adjustment will appear on the next invoice generated for the billing account.

Creating and Distributing Invoices

Invoices are primarily created through the bill cycle process. During a bill cycle run, invoices are calculated and created in batches based on the bill cycle assigned to each billing account. The bill cycle determines the frequency of invoicing for the billing account and includes all unbilled charges created since the last bill cycle run date.

Invoices can be created before the next scheduled bill cycle run date using one of the following methods:

  • Bill On Demand—Initiate an on demand bill cycle run for a specific billing account using a Bill Batch. This will create an invoice that captures any unbilled charges created between the previous bill cycle run date and the Bill On Demand date.
  • Invoice on Order—Create an invoice for the one-time product charges created by a new order by selecting the Invoice Order checkbox during the new order process.
  • Manual Invoice
    • Reverse—Create a manual invoice that duplicates the original invoice you are reversing using negative amounts.
    • Reissue—Create a manual invoice that duplicates an existing invoice’s charges using a new invoice number, new invoice date, current billing account information, and, optionally, recalculates tax.
    • Ad Hoc Manual Invoice—Create a customized manual invoice using line items found on previous invoices for the billing account.

The fields and formatting of the invoice PDF are determined by the invoice template in use. For example, the invoice PDF can also include information like the previous balance and any payments or credits posted since the last invoice.

If you configured the platform to send invoices to customers, they are distributed once the bill cycle or bill batch is approved. To distribute invoices, all of the following conditions must be met:

  • The Render Invoices system setting is set to True.
  • The Overall Invoice Distribution system setting is set to Email or Email and Paper. If you set it to None or Paper, the invoice will not be sent via email.
  • In Notification Management, the Distribute Invoice action is enabled. Then, the Email or HTTP Request operation is created and enabled. Here, you can select which email address and template to use for distributing invoices, specify which invoice types should be distributed, and more. For a full list of options, refer to the Email Operation section.

On the Bill Cycle Run or Bill Batch Run detail pages, you can view invoices distributed and not distributed during the associated bill cycle or bill batch run and resend them to customers, if necessary. The invoice is sent to the same email address to which the original invoice was sent.

Viewing Invoice Details

To view a list of invoices for a specific billing account:

  1. Navigate to the billing account and click the Invoices tab. The invoice list page opens.

  2. Locate the invoice to view in the invoice list. Use the Filter button to narrow the list of invoices to specific criteria. You can filter by the following attributes:
    • Invoice Number
    • External Invoice Number
    • Occurred on Date (Invoice Date)
    • Due Date
    • Status
    • Disputed
    • Distribution Status
  3. Select the desired invoice from the list. On the Invoice details page that opens, you can find the information about the following:
    • Bill To—Displays information about a billing account that is billed.
    • Invoice Summary—Displays the following information about the invoice details:
      • Invoice—The unique number of the invoice.
      • Status—Indicates the invoice status: PROCESSING, OPEN, CLOSED, or DRAFT.
        • PROCESSING—The invoice is in an unapproved bill cycle run, unapproved bill batch run, or is an unapproved ad hoc manual invoice that calculated tax.
        • OPEN—The invoice is not paid in full.
        • CLOSED—The invoice is paid in full.
        • DRAFT—An ad hoc manual invoice was saved as a draft.
      • Disputed—Specifies whether an invoice is Disputed.
      • Invoice Type—Indicates the invoice type: Regular, Manual, or On-Demand.
      • Invoice SubType—Indicates the type of Manual invoice: Reverse, Reissue, Retax, or Adhoc. This information only applies for manual invoices.
      • Billing Period—Indicates the billing period of the invoice: Daily, Monthly, Quarterly, Yearly, Segmented-monthly. This information doesn’t apply for manual invoices.
      • Invoice Date—The effective date of the invoice.
      • Due Date—The date the payment is due for the invoice.
      • Original Due Date—The due date of the invoice when it was originally generated.
      • Service Charges—The amount of charges for Subscriptions and Add-ons covered by the billing period.
      • Activity Charges—Usage charges covered by the billing period.
      • Taxes and Fees—The amount of taxes and additional fees applied to this invoice.
      • Other Charges—The amount of charges for debit adjustments covered by the billing period.
      • Total Charges—The amount of service, activity, and other charges, including taxes and fees.
      • Total Due—The total due amount that should be paid. This amount includes payments and credit adjustments applied to the invoice.
    • Invoice Items—Lists all invoice items that are billed including the details about each invoice’s service, item type, and total charge. You can see details about the invoice item by clicking the desired one from the list.

      Note: For more details and examples, see Tax Essentials, Exclusive Taxes.

    • Invoice Payments—Displays payments applied to this invoice. You can see the details about the invoice payments by clicking the desired one from the list.
    • Invoice Adjustments—Displays credit adjustments applied to this invoice. You can see details about the adjustment by clicking the desired one from the list.

Viewing a PDF

You can download and view the PDF version of an invoice. If the invoice has been regenerated, you will see the most recent version of the invoice PDF.

To view a PDF of the invoice:

  1. Navigate to the desired billing account and click the Invoices tab.
  2. Find the invoice whose PDF you want to view, then complete one of the following actions:
    • Under Actions, select View PDF from More Options ,
    • Click the needed invoice from the list. On its Invoice detail page, click the Invoice action menu, then select View PDF.
  3. Note: Use your browser to download or save the PDF file.

Resending an Invoice

You can resend an invoice PDF by email to a customer if the invoice was originally sent by email. The invoice is sent to the same email address to which the original invoice was sent. If the invoice was regenerated, the most recently regenerated invoice PDF will be sent.

Note: This option is not available if the invoice was provided in a method other than email. Instead, you can view a PDF to download the invoice PDF and send manually.

To resend this invoice:

  1. Navigate to the desired billing account and click the Invoices tab.
  2. Find the invoice you want to send and under Actions, click the ellipsis button , then select Resend Invoice.
  3. When the invoice has been resent to your customer and the corresponding message appears:

Note: The invoice will be resent after ProcessQueuedEntityQuartzJob is run in the background.

Downloading the Usage

Gotransverse provides a way to download the invoice usage recorded in the CSV file.

To download the usage:

  1. Navigate to the desired billing account and click the Invoices tab.
  2. Find the invoice which usage you want to download and under Actions, click the ellipsis button , and then select Download Usage. It starts the automatic download of the CSV file which includes the information about usage associated with the given invoice.

Paying an Invoice

To pay an open invoice, you can create a payment for the specific invoice. You can also apply an unallocated payment to the invoice. A billing account can have a designated auto-payment method that allows GTV to automatically initiate payments for undisputed invoices, open invoices, and any scheduled payments included in a Payment Plan with auto-payment enabled.

To create a payment for an open invoice, do the following:

  1. In the Invoices panel, find the invoice to which you want to apply the payment.
  2. From the Invoice action menu, select Pay Invoice.
  3. In the Pay Invoice window that appears, enter the Amount of payment to be applied and select the Payment Method. Optionally, you can enter the additional information in the Description field.

    Depending on the payment method that you select, you are prompted to fill in different sets of fields:

    Fields marked with an asterisk (*) are required.

     
  4. Note: The Payment Application section only displays the selected invoice for payment application. To create a payment for multiple invoices, follow the instructions for Creating a Payment.

  5. After you have entered all required information, click Submit.

Editing an Invoice

Editing an invoice allows you to edit the external invoice number of an invoice and mark an invoice as disputed.

To edit the invoice information:

  1. Navigate to the desired billing account and click the Invoices tab.
  2. Find the invoice you want to edit and under Actions, click the ellipsis button , and then select Edit.
  3. In the Edit Invoice window that appears, you can select the invoice as Disputable, add or edit the External Invoice Number.
  4. After you have made the needed updates, click Edit.

Regenerating an Invoice PDF

Regenerating an invoice PDF takes an existing invoice with an Open status and reproduces the invoice PDF with the current information found on the customer account, billing account, service, and orders while retaining the critical invoice information like the invoice number, invoice date, all invoice items, prices, tax, discounts, and totals. Regenerating a PDF does not create a new invoice, it only reproduces the invoice PDF with new administrative information. GTV retains a copy of every invoice PDF created for an invoice, which can be found when viewing invoice details in UI 1.0.

For example, a customer receives an invoice PDF and requires a different billing address and PO number displayed on the invoice PDF before they can pay it. Follow the steps below to regenerate an invoice PDF with the requested information:

  1. Edit the customer account to change the billing address.
  2. Edit the order header of the originating order to change the PO number.
  3. Regenerate the invoice PDF.

If the required changes to the invoice include changes to financial information, you must adjust the incorrect invoice by using one of the manual invoice functions like reversing and reissuing the invoice or creating an ad hoc manual invoice.

Note: Regenerating an invoice PDF will only update the fields that are displayed on the original invoice PDF. The fields displayed on an invoice PDF are determined by the fields included on the invoice template.

To regenerate an invoice PDF:

  1. Navigate to the desired billing account and select the Invoices tab.
  2. Select the Open status invoice you want to regenerate from the list to view its invoice detail.
  3. Select Regenerate PDF from the Invoice action menu.

    Note: If the option to Regenerate PDF is not available, you will need to select View PDF first, to generate the original PDF. Then, the menu option Regenerate PDF will be available.

  4. When the new invoice PDF is rendered, the corresponding message appears and a dialog box to download the PDF will appear shortly after.

Reversing an Invoice

Reversing an invoice allows you to accurately credit an entire invoice. When an invoice is reversed, GTV creates a new manual invoice that duplicates the original invoice using negative amounts. You cannot select specific line items to credit; you must credit the entire invoice.

For example, a customer states that their $100 monthly service for XYZ should have ended after the January invoice, but they were invoiced $100 for XYZ in February and March. This happens when a deactivation date is not entered and the service continues to be billed. If this service charge is the only invoice item on the invoice, you can simply reverse the February and March invoices.

When you want to credit specific line items of an invoice, create an ad hoc manual invoice based on the invoice and enter negative amounts for the line items you want to credit. If you need to rebill the invoice after it has been reversed, you can reissue the original invoice or create an ad hoc manual invoice.

Note: If the original invoice is Open when it is reversed, GTV will utilize a credit adjustment to automatically apply the credit amount of the negative manual invoice to the original invoice, changing the status of both the original invoice and the new manual invoice to Closed. If the original invoice is Closed when it is reversed, the related credit adjustment will hold the credit amount which can be applied to other open invoices.

To reverse the invoice:

  1. Navigate to the desired billing account and click the Invoices tab.
  2. Find the invoice you want to reverse and under Actions, click the ellipsis button , and then select Reverse.
  3. In the Reverse Invoice window that appeared, enter the following information:
    • Name*—Enter a name that will identify the bill batch associated with the reversed invoice. By default, it’s specified as the name of the billing account, date, and time when you reverse the invoice.
    • Invoice Date*—Enter the date of the invoice. This date can be backdated to the oldest open service period.
    • Description—Enter a description if necessary.
    • Manual Invoice Reason*—Select the manual invoice reason from the list.
    • Automatic Approval—Select to immediately approve the bill batch created for the reversed invoice. If Automatic Approval is unchecked, an administrator must approve the bill batch for the reverse invoice before it will run and produce an invoice.
    • Use Payment Term—Select to use the payment term associated with the billing account to set the invoice due date.
    • Invoice Due Date* (required when Use Payment Term is not selected)—Enter the invoice due date.
  4. After you have entered the required information, click Reverse Invoice. A new manual invoice with a negative amount will display in the list of invoices.

Reissuing an Invoice

Reissuing an invoice creates a new manual invoice that duplicates the original invoice’s invoice items, item prices, and invoice details, but creates a new invoice number and invoice date, pulls the current administrative information from the billing account, service information, and order information, and, optionally, recalculates the tax based on any changes to the addresses and invoice date.

For example, a customer states the tax calculation on the invoice is incorrect because the service address for a service charge is incorrect. Follow the steps below to credit and rebill the service with the correct information:

  1. Reverse the original invoice to credit the incorrect invoice.
  2. Edit the service to change the service address.
  3. Reissue the original invoice and select the Retax checkbox to create a new manual invoice that calculates the tax based on the updated service address.

If you want to keep the financial information exactly the same but need to update an address or a PO number, you may want to regenerate an invoice instead of reissue. Alternatively, you can create an ad hoc manual invoice that gives you greater control over financial changes.

To reissue the invoice:

  1. Navigate to the desired billing account and click the Invoices tab.
  2. Find the invoice you want to reissue and under Actions, click the ellipsis button , and then select Reissue.
  3. In the Reissue Invoice window that appeared, enter the following information:
    • Name*—Enter a name that will identify the bill batch associated with the reissued invoice. By default, it’s specified as the name of the billing account, date, and time when you reissue the invoice.
    • Invoice Date*—Enter the date of the invoice. This date can be backdated up to the oldest open service period.
    • Description—Enter a description if necessary.
    • Manual Invoice Reason*—Select the manual invoice reason from the list.
    • Automatic Approval—Select to immediately approve the bill batch created for the reissued invoice. If Automatic Approval is unchecked, an administrator must approve the bill batch before it will run and produce an invoice.
    • Use Payment Term—Select to use the payment term associated with the billing account to set the invoice due date.
    • Retax—Select to recalculate the taxes on the invoice. You may want to recalculate taxes if the tax rate or tax status of the billing account has changed since the date of the original invoice.
    • Tax as of Date (this field is displayed when the Retax check box is selected)—Enter the date when taxes should be recalculated.
  4. After you have filled in all required fields, click Reissue Invoice. A new manual invoice will appear in the list of invoices.

Adjusting an Invoice

Adjusting an invoice enables you to reduce the invoice balance by creating a credit adjustment that can be immediately applied to the invoice when the Manually Apply to Invoice checkbox is selected. It does not change the original invoice. See Adjustments for more information.

To make a credit adjustment to an invoice:

  1. Navigate to the desired billing account and click the Invoices tab.
  2. Find the invoice you want to adjust and under Actions, click the ellipsis button , and then select Adjust Invoice.
  3. In the Create Credit Adjustment window that appears, enter the following:
    • Reason*—Select the reason for creating a credit adjustment.
    • Amount*—Enter the amount of the credit adjustment.
    • Effective Date*—Enter the date when the adjustment should be applied. You can backdate creating the credit adjustment, but it cannot be earlier than invoice creation.
    • Expiration Date—Enter the date the credit adjustment expires.
    • Write-off Expired Adjustment—Select to write-off the credit adjustment after it expires. The check box is enabled once you enter the Expiration Date.
    • Description—Enter additional information about the credit adjustment.
    • Manually Apply to Invoice—Select the check box to apply the credit adjustment amount to the invoice shown under the Adjustment Application section. Clear the check box to leave the credit adjustment open and available to apply to other invoices.

      Fields marked with an asterisk (*) are required.

      Note: In the Adjustment Application section, you can see the additional details about the invoice.

  4. When all the information has been entered, click Apply Adjustment.