Issued invoices

On this tab, you can search for invoices, view generated and under-review invoices, and manage them.

Specify one or more search criteria and click Search. If you want to stop the search, press “Esc” on the keyboard.

Click Default filters to reset the search criteria to their initial values. To refresh the search results, click Search.

Find the invoice by its number. The minimum value is 1.

Find an invoice by its status:

• Any – search for all invoices, regardless of their status.
• Generated – filter already generated invoices.
• Under review – filter the invoices that require your review and approval. You can correct any errors during the review before the distributor receives their invoice.

Find invoices for a specific period. Click Calendar to select the period, or manually enter the dates in "YYYY-MM-DD" format.

Specify the exact date here. The system will show invoices from the corresponding billing period. You can either enter the date manually in "YYYY-MM-DD HH:mm" format or click Calendar to select the date and time.

Select the checkbox to see void invoices in the results.

On this tab, you can see the invoices that have already been generated and those under review. Here you can also manage the invoices. Each entry in the list consists of:

This is the invoice payment status (for already generated invoices) or review status (for invoices that require your approval). See the descriptions of possible statuses.

This is the invoice sequence number. Click on it to download the invoice .pdf file.

You can select the invoice management options:

• Adjust
• Void
• Re-generate PDF
• Download
• Approve
• Re-issue

This is the start and end of the billing period. Distributors with a daily billing period will see only one date in this field, e.g., 2023-07-05.

This is the date the invoice was created.

This is the due date of the invoice.

This is the total amount of the invoice, which includes all charges for the current billing period.

This is the total amount of payments made by the distributor during the current billing period.

The color of the numbers in this column corresponds to the invoice status (e.g., green means “paid in full”, orange – “partially paid”, and gray is used for invoices “under review”).

If no invoices were generated in the previous billing periods (e.g., invoicing has been disabled for a distributor due to human error), and the distributor made a payment that covered charges from those billing periods, the displayed value will include that paid amount. In this case, you will see the value underlined with dots. You can hover over it to see the corresponding tooltip.

This is the total number of transactions that adjust (decrease or increase) the distributor balance during the current billing period:

• Balance adjustments made by the reseller admin on the distributor panel – charges, promotional credits, refunds, etc. See the Adjust customer balance handbook for more information on transaction types.
• Adjustments made by the reseller admin after the invoice is created. See how to adjust an invoice below.

This is the amount the distributor must pay to cover the current invoice in full (Period total minus Paid amount and Adjustments by default).

If no invoices were generated in the previous billing periods (e.g., invoicing has been disabled for a distributor due to human error), the distributor may already have accumulated an outstanding balance during that time. In this case, the displayed value will include the owed amounts from previous billing periods. You will see the value underlined with dots and can hover over it to see the corresponding tooltip.

The color of the numbers in this column corresponds to the invoice status (e.g., green means “paid in full”, orange – “partially paid”, and gray is used for invoices “under review”).

Shows whether the invoice was sent to the distributor.

You can adjust regular invoices with a paid, unpaid or overdue status. To adjust a specific invoice, click Action menuand click Adjust . In the Invoice adjustment dialog specify:

• Adjustment – specify the amount by which to decrease the distributor's outstanding balance. It must not exceed the Period total amount.
• Internal comment – type an internal comment on this transaction. It isn't visible on the xDR panel and is only accessible directly from the database.
• Comment visible to the end user – type a comment on this transaction that’s visible to the end user on the xDR panel.
• Click Adjust in the dialog to complete the task.

The adjustment amount reduces the paid amount and decreases the outstanding balance. The adjustment doesn't change the invoice period total. The transaction itself will be included in the next invoice.

You can void an invoice that was generated incorrectly (and sent to the distributor). The invoice is then marked as voided (this is visible in the .pdf file). A new invoice is automatically generated instead of the voided one and the distributor is notified via email. The old invoice is kept for audit purposes. To void an invoice:

• Select one or more invoices and click Void on the toolbar; or
• Click Action menu , and select Void .

Note that when you void an invoice, all subsequent invoices generated for this distributor become void, too. The new invoices issued after voiding have new numbers.

You can re-generate .pdf files for already generated invoices. This can be useful if you have made changes to the invoice template, or if a certain distributor information was changed. Note that the Re-generate PDF action doesn't affect any billing data. It only re-creates the invoice .pdf file with updated layouts, fonts, images, and distributor information. To re-generate an invoice:

• Select one or more invoices and click Re-generate PDF on the toolbar; or
• Click Action menu , and select Re-generate .

You can download an invoice .pdf file in one of these ways:

• Click the specific invoice number and the invoice .pdf file is automatically downloaded.
• Click Action menu , and select Download .
• Select one or more invoices and click Download on the toolbar.

This option is only available when invoices with the Under review status are selected. If you have reviewed the invoice and it's correct, you can approve it so it is automatically sent to the distributor via email. To approve invoice:

• Select one or several invoices and click Approve on the toolbar; or
• Click Action menu , and select Approve.

You can re-issue an invoice that's under review, for example, if you need to update the invoice template and/or recalculate billing amounts (charges, payments, refunds, invoice total, etc.).

To re-issue an invoice, click Action menu and click Re-issue. In the Invoice re-issue dialog specify whether you want to process this invoice now or during the nearest off-peak period and click Re-issue.

Once the invoice is re-issued, its status is Under review again, and the invoice is available for re-approval.

• Change table settings – click Settings in the title bar to customize columns and change row style.
• Re-order the columns – drag-and-drop the column headers right or left to place the columns in the order you want.
• Re-order the rows – click the arrow (or ) next to the column header to re-sort the rows. For example, the invoices panel displays invoices in chronological order starting from the newest one. You can re-sort them in the reverse order.
• Change the default number of results globally – use the Rows per page dropdown list in the upper right corner to adjust the maximum number of rows that appear on the panel. By default, the panel displays 25 rows.