Financial info

On this tab, you can check the distributor’s essential financial details (outstanding balance, overdue balance, and unallocated payments), billing period information, invoicing configuration, saved payment method, and taxation settings.

In the General info section, you can check a distributor’s outstanding balance, overdue balance, and unallocated payments.

This is the remaining amount a distributor must pay to cover all the invoices in full.

This is a distributor’s total overdue invoiced amount.

This is the distributor’s overpaid amount, which will be automatically applied to future regular or out-of-turn invoices.

Hover over Info to view the list of relevant payments.

To check a distributor’s last invoice, click the Last invoice details. Click Preview to download the invoice PDF.

You can suspend a distributor if their balance is insufficient to cover subscription charges. The options are:

• As defined by the customer class – by default, a distributor suspension is controlled by customer class settings.
• Yes – this automatically suspends a distributor. When suspended, distributors no longer have access to operations, and no subscription charges are generated for them. As soon as a distributor's funds are sufficient, PortaBilling lifts the suspension and generates new charges.
• No – this instructs PortaBilling to charge the subscription’s full amount regardless of the current balance status. The distributor’s balance may exceed the credit limit.
  If you disable the automatic suspension, distributor records already suspended for insufficient funds will not be reactivated automatically. These records will remain suspended until the distributor pays the subscription charge (distributors must also pay any overdue invoices in full) or a reseller admin manually changes the distributor status to "Active."

In the Invoicing configuration section, you can define which invoice template to use, how to enumerate the invoices, and whether to send .csv files with xDRs and invoice .pdf files by email.

Here, you can also create invoices on demand for the distributor.

Use invoices on demand to charge the distributor immediately for service usage, equipment purchase, etc., without waiting for the current billing period to close. This way, you save the distributor's time and encourage early payments.

You can generate these invoices on demand:

• Initial invoice, includes charges for the first billing period. You can generate this invoice for the distributor during their first billing period only. From then on, use midterm invoices.
• Midterm invoice, covers the charges from the beginning of the current billing period up to the time of the invoice generation.
• Out-of-turn invoice, includes manual credit/charge transactions.

The invoice wizard guides you through the configuration steps to generate invoices on demand. It includes these steps:

1. Invoice type, where you select which invoice to generate.;
2. Fee review, where you review applicable fees.
3. Manually added fee, where you add new fees manually.
4. Invoice review, which shows the invoice summary and where you can define the payment terms and due date.
5. Payment, which provides the payment options.

Define whether to deliver .csv files with xDRs to the distributor by email once the billing period ends:

• Select As defined by the customer class to use the settings defined for the customer class.
• Select Full statistics to send a .csv file with all xDRs.
• Select Summary only to send only the xDRs summary.
• Select Do not send to not deliver xDRs to the distributor.

Define whether to generate a .pdf file of the invoice for this distributor.

• Select As defined by the customer class to use settings defined for the customer class.
• Select At the end of the billing period to generate a .pdf file at the end of the billing period.
• Select Postponed, based on resource availability to generate a .pdf file when PortaBilling completes calculations related to the previous billing period for all distributors.
• Select On demand to generate a .pdf upon request.

Choose a regular invoice template for this distributor.

• Select As defined by the customer class to use the regular invoice template defined for the customer class.
• Select Do not create invoice to prevent regular invoice generation for this distributor.
• Choose a predefined regular invoice template from the list.

Choose an out-of-turn invoice template for this distributor.

• Select As defined by the customer class to use the out-of-turn invoice template defined for the distributor class.
• Select Do not create invoice to prevent out-of-turn invoice generation for this distributor.
• Choose a predefined out-of-turn invoice template from the list.

Define whether to send regular invoices to the distributor by email.

• Select As defined by the customer class to use the settings defined for the customer class.
• Select Yes to send regular invoices by email.
• Select No to not send regular invoices by email.

Define whether to deliver out-of-turn invoices to the distributor by email.

• Select As defined by the customer class to use the settings defined for the customer class.
• Select Yes to send out-of-turn invoices by email.
• Select No to not send out-of-turn invoices by email.

Define how to number the invoices for this distributor.

• Select Default to keep the invoice numbering sequence defined for the whole environment (My company > Invoicing and taxation > Invoice number sequence).
• Select Individual for environment to use the global sequential numbering (throughout the environment).
• Select Individual for customer to use the individual sequential numbering for this distributor's invoices.

In this section, you can view and change the distributor billing period. A billing period defines the frequency of invoicing for this distributor.

This is the date when a distributor’s current billing period closes in the distributor’s billing time zone. If you change the billing date, this field will show the previous billing date before the change.

The distributor's current billing period. You can change it to one of the following:

• Daily – covers a 24-hour period.
• Weekly – covers a 7-day period (Monday through Sunday). If you create the distributor on Wednesday, the first billing period covers the period from Wednesday to Sunday. Subsequent billing periods will be from Monday to Sunday and so on.
• Semimonthly – covers a period from the 1st to the 15th or from the 16th to the last day of the month.
• Monthly – covers the period from the 1st of the month to the last day of that month.
• Monthly (anniversary) – covers the period from the Nth day of the month to the day before the Nth day of the following month. For example, if you create a distributor on March 19th, their invoices will always cover the period from the 19th of the current month to the 18th of the following month.
• 30 days – every billing period is exactly 30 days, so if a distributor is created on March 20th, their first invoice will cover the period from March 20th to April 18th, the second invoice will cover the period from April 19th to May 18th, and so on.

A new billing period comes into effect once the current billing period ends.

Change/view the time zone in which a distributor's billing period is closed and invoices are generated.

Select the date when the distributor’s new billing period/billing time zone is applied. This option is available only for Monthly (anniversary) and 30 days billing periods.

You see this date in your own time zone.

Here you can add the distributor's preferred payment method and configure automatic payments.

This section is active after you configure an external payment system and associate it with the currency the distributor is charged in. Automatic payment configuration is available with payment systems that do not require credit card security code verification (they either store the security code or use tokens to process payments).

If the external payment system supports token-based payment processing, this section becomes active once a distributor adds a payment method via the distributor portal.

To view the payment method details, click Info .

To delete the payment method, click Delete .

This controls whether to charge a distributor automatically when a billing period is closed and an invoice is generated. Select one of these options:

• Defined by the customer class – credit card charging is determined by the distributor’s customer class settings.
• Yes – the distributor’s credit card will be charged once an invoice is generated.
• No – the distributor’s credit card will not be charged automatically.

PortaBilling automatically charges a distributor’s credit card whenever their balance crosses a specified threshold.

Specify the amount to charge.

Specify the threshold amount. When the balance reaches the threshold, PortaBilling charges the credit card.

In the Taxation section, you can define how to tax the distributor for the provided services. Use the toggle to enable or disable taxation for the distributor.

Choose a taxation plug-in to use for calculating taxes.

Define the parameters for the Avalara plug-in.

Define the distributor's tax ID.

Choose the type of distributors to whom you provide the services.

• Select Industrial for manufacturing companies.
• Select Business for business entities that use the services for business purposes.
• Select Residential for distributors who use the services for personal purposes.

Define a distributor location:

• Select Inside for distributors located inside an incorporated city area.
• Select Outside for distributors located outside an incorporated city area.

Define which additional taxes to calculate for the distributor:

• Select Non-switched trunk services to calculate taxes on the quantity of DID numbers the distributor uses.
• Select Switched trunk services to calculate taxes for the number of distributor sites, extensions, and cloud PBX distributor's simultaneous outgoing calls.

Enable this toggle if the distributor is entitled to a lifeline assistance program.

Choose which taxes the distributor is exempt from.

Define parameters for the SureTax plug-in.

Define the distributor's tax ID.

Select the checkbox to assess taxes based on each account’s location.

Prior to enabling this option, make sure that the correct ZIP codes are set on accounts (Account > Personal info > General info > Address info > Postal code). When this option is disabled, the customer’s ZIP code is used to calculate taxes for all their accounts.

Choose the type of distributors for whom you provide the services.

• Select Business for business entities that use the services for business purposes.
• Select Industrial for manufacturing companies.
• Select Lifeline for distributors granted a subsidy.
• Select Residential for services used for personal purposes.

This option allows you to configure the per-line taxation based on the number of customer service lines.

• Non-usage charges (deprecated) – this is available for backward compatibility. The number of lines equals the number of units in xDRs, e.g., one subscription equals one unit.
• Max number of outgoing calls – the number of lines corresponds to the number of simultaneous outgoing calls (allowed on the customer/product level), e.g., 25 simultaneous outgoing calls equal 25 lines. This mode is recommended for SIP trunking customers.
• Number of accounts – the number of lines is calculated as the number of customer accounts, e.g., 30 customer accounts equal 30 lines. This mode is recommended for cloud PBX customers.
• Manual entry – the number of lines is assigned manually for the customer.

Specify the tax code provided by SureTax to assess per-line taxes.

Choose the number of decimal digits to round the tax amount.

SureTax uses mathematical rounding on tax amounts. For example, if you configure to round off the charged amount to two decimal digits, then 1.204 rounds off to 1.20, 1.205, and 1.206 all round off to 1.21.

Choose how to display taxes in the distributor invoices:

• Select Default to apply customer class settings.
• Select No summary to separately display federal, state, and local taxes.
• Select Summary by Federal, State, and Local Taxes to display summarized federal, state, and local taxes.

Click Add exemptions to choose which taxes the distributor is exempt from.

Define the parameters for the Fixed VAT rate plug-in.

Define the distributor's tax ID.

PortaBilling rounds the tax amount to the pre-defined number of digits applicable to the distributor currency.

By default, the tax amount for the fixed VAT Rate taxation plug-in rounds upward. For example, if the distributor currency is USD which rounding precision is 0.01 (2 decimals), then 1.204, 1.205, and 1.206 all round up to 1.21.

Choose whether to include taxes in the rates. When taxes are included, PortaBilling back-calculates the defined tax percentage from the total amount of charges or payments. Otherwise, PortaBilling adds a defined percentage of value-added tax to the charges.

Define whether the distributor is excused from taxes:

• Select Default to apply customer class settings.
• Select Yes if the distributor is not required to pay this tax.
• Select No to apply a fixed VAT rate to this distributor.

Type the percent of value-added tax.

Choose whether to calculate taxes per service and include them on invoices. This option is applicable if your rates do not include taxes.

Define the parameters for the Custom taxation plug-in.

Define the distributor's tax ID.

PortaBilling rounds the tax amount to the pre-defined number of digits applicable to the distributor currency.

By default, the tax amount for the custom taxation plug-in rounds upward. For example, if the distributor currency is USD which rounding precision is 0.01 (2 decimals), then 1.204, 1.205, and 1.206 all round up to 1.21.

Choose whether to include taxes in the rates. When taxes are included in the rates, PortaBilling back-calculates the defined tax percentage from the total amount of charges or payments. Otherwise, PortaBilling adds a defined percentage of value-added tax to the charges.

Choose the custom taxes that apply to this distributor. The list shows all custom taxes you created on the Taxation > Customized taxes panel. You can create a new custom tax right here:

1. Click +Add.
2. In the Create a new customized tax window, specify the tax name and percentage rate.
3. Select the charges this tax applies to: all charges, only usage charges, or only recurring charges (subscriptions).
4. Click Save. The tax appears in the list.

Define parameters for the GST (Malaysia) plug-in.

Define the distributor's tax ID.

PortaBilling rounds the tax amount to the pre-defined number of digits applicable to the distributor currency.

The GST (Malaysia) uses mathematical rounding on tax amounts.

For example, if the distributor currency is USD which rounding precision is 0.01 (2 decimals), then 1.204 rounds to 1.20, 1.205, and 1.206 rounds to 1.21.

By default, the GST plug-in applies a 6% goods and services tax. If the distributor has a relief certificate code that applies a 0% tax for goods, type the code in this field.

Choose the distributor's relief certificate expiration date.

Choose the goods that fall under the relief certificate for which 0% tax applies.

Integration with Compliance Solutions, Inc. (CSI) is available via the Add-on Mart. See how to configure taxation via CSI for a distributor here.

Define the distributor's tax ID.

Select the checkbox to check tax processing via CSI for the test distributor. With this mode enabled, CSI assesses taxes for the distributor (these taxes will be included in invoices), but the tax info is not stored on the CSI’s side and is not included in tax reporting.

Select the checkbox to assess taxes based on each account’s location.

Prior to enabling this option, make sure that the correct ZIP codes are set on accounts (Account > Personal info > General info > Address info > Postal code). When this option is disabled, the customer’s ZIP code is used to calculate taxes for all their accounts.

Choose the type of distributors for whom you provide the services.

• Select Residential for services used for personal purposes.
• Select Commercial for distributors who use the services for commercial purposes.

• Do not calculate – the number of lines is not calculated.
• Max number of outgoing calls – the number of lines corresponds to the number of simultaneous outgoing calls (allowed on the customer/product level), e.g., 25 simultaneous outgoing calls equal 25 lines. This mode is recommended for SIP trunking customers.
• Number of accounts – the number of lines is calculated as the number of customer accounts, e.g., 30 customer accounts equal 30 lines. This mode is recommended for cloud PBX customers.
• Manual entry – the number of lines is assigned manually for the customer.

Specify the tax code provided by CSI to assess per-line taxes.

Choose the number of decimal digits to round the tax amount.

CSI uses mathematical rounding on tax amounts. For example, if you configure to round off the charged amount to two decimal digits, then 1.204 rounds off to 1.20, 1.205, and 1.206 all round off to 1.21.

Click Add exemptions to choose which taxes the distributor is exempt from.

Define the distributor's tax ID.

PortaBilling rounds the tax amount to the pre-defined number of digits applicable to the distributor's currency.

By default, the tax amount for the Generic VAT/GST taxation plug-in rounds upward. For example, if the distributor currency is USD which rounding precision is 0.01 (2 decimals), then 1.204, 1.205, and 1.206 all round up to 1.21.