Financial info

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

In this section, you can check a reseller’s outstanding and overdue balance or unallocated payments.

The remaining amount a reseller must pay to cover all the invoices in full.

A reseller’s total overdue invoiced amount.

Payments made by a reseller in advance.

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

To suspend the reseller when their balance or available funds are insufficient to cover the subscription charges, select one of the following options from the dropdown list:

• As defined by the customer class – to use settings defined for the customer class.
• Yes – to automatically suspend the reseller that has insufficient funds. Suspended resellers cannot use the services, and therefore, no subscription charges are applied. As soon as funds become available, services are resumed, and new charges are generated.
  If you disable the automatic suspension, reseller records already suspended for insufficient funds will not be reactivated automatically. These records will remain suspended until the reseller pays the subscription charge (resellers must also pay any overdue invoices in full) or an admin manually changes the reseller status to “Active.”

In this section, you can define which invoice template to use, how to enumerate the invoices, how to tax the reseller for provided services, and whether to send statistics and invoices by email. You can also create invoices on demand for the reseller.

Use invoices on demand to immediately charge the reseller for service usage, equipment purchase, etc., without waiting for the current billing period to close. You save the reseller’s time and encourage early payments by doing this.

These are the types of invoices you can generate on demand:

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

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

• Invoice type, where you select which invoice to generate.
• Fee review, where you review applicable fees.
• Manually added fee, where you add new fees manually.
• Invoice review, which displays the invoice summary and allows you to define the payment terms and due date.
• Payment, which provides the payment options.
• Summary, where you can review the invoice summary.

This option is available via subscription to the Add-on Mart module. Use this option to simulate an invoice creation without creating a real charge. This option allows you to verify that pricing, taxes, and other billing settings are correctly configured and shows what your customer would be charged.

PortaBilling shows one of the following links next to the module, depending on your subscription status:

• Subscribe – if you haven’t subscribed to the module yet.
• Upgrade – if you’re on a free trial and can upgrade to a paid subscription.
• Details – if you’re already subscribed, select this to view the module’s details or manage your subscription.

Click the link to open the module in the Add-on Mart management portal.

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

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

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

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

Choose a regular invoice template for this reseller.

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

Choose an out-of-turn invoice template for this reseller:

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

This is a read-only field that shows the configuration of the Separate invoice for the recurring fees option for the customer class level. If it’s enabled, it means that PortaBilling will produce separate (out-of-turn) invoices that contain only subscription fees and taxes and automatically deduct this amount from the customer’s credit card.

Define whether to send regular invoices to the reseller by email:

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

Define whether to deliver out-of-turn invoices to the reseller by email:

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

Define how to number the invoices for this reseller. You can select one of the following options:

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

Change/view the reseller billing period. A billing period defines the frequency of invoicing for this reseller.

This field displays the date when a reseller’s current billing will be closed (and invoice and statistics generated). If you shift the billing date, the field will show a previous actual billing date from before the shift. The next billing date is read-only and is shown in the reseller’s billing time zone.

This field shows the reseller’s current billing period. You can change it to one of the following:

• Daily – covers 24 hours.
• Weekly – covers 7 days (Monday through Sunday). If you create the reseller on Wednesday, the first billing period covers the period from Wednesday to Sunday. Further billing periods are 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 a month to the last day of that month.
• Monthly (anniversary) – covers the period from the Nth day of a month to the day before the Nth day of the following month. For example, if you create a reseller 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 reseller 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.

The new billing period takes effect once the current billing period ends.

Change/view the time zone in which the reseller billing period is closed, and invoices are generated.

Select the Batch balance updates for usage charges checkbox to accumulate balance and bundle counters changes over a specific interval (by default, 5 seconds) before PortaBilling updates them in the database, reducing the frequency of updates. This option is useful only if you have resellers generating high transaction volumes, like large call centers or IoT customers with tens of thousands of IoT SIM cards.

To change the default period for the delay, go to the Configuration web server interface and set a new value for the Rating.PendingBalanceUpdateIntervalCustomer option.

You can add the reseller’s preferred payment method. Click +Payment method, fill in the details, and click Save. Here you can also configure automatic payments.

This section is active after you configure an external payment system and associate it with the currency the reseller 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 reseller adds a payment method via the reseller portal.

To view the payment method details, click Info .

To delete the payment method, click Delete .

Specify whether to use this method to pay the invoice.

Turn on the toggle switch to enable automatic payments. Then the reseller’s credit card will be charged when the billing period closes, and the invoice is generated. Make sure the Charge the invoice amount using this method option is set to Yes.

This is the amount of money that is charged when the reseller’s balance crosses a threshold.

This is a threshold. Specify an amount of money. When the reseller’s balance crosses this threshold, their credit card is charged for the amount specified in the Automatic payment amount field.

You can set up auto payments for payment systems that:

• support tokenization for payment processing, or
• don’t support tokenization and don’t require the CVV code

Some payment processors can store credit card information securely on their servers. They do this by generating a token after the initial transaction. The token is not the credit card information but an identifier for it, and the token can be used for subsequent payments.

If the payment system is configured to use tokens for payments, this section appears only once the payment processor returns the token and it is saved by PortaBilling. Since the payment processor returns a token upon the first successful transaction with a new credit card (or other supported payment method), at least one manual transaction must be completed for the auto payments section to become available.

PortaBilling supports token-based payment processing for SecureHosting and Payments, Authorize.Net, Payment Express, and Virtual Card Services payment processors.

Recurring (automatic) payments are not supported for the payment systems that require user redirection to their website, e.g., PayPal.

Bitcoin cryptocurrency offers anonymity. When a Bitcoin transaction takes place, no personal identifying information, such as name or address, is required. This makes paying with Bitcoin convenient for those customers who care about their privacy and want it preserved.

For more information about Bitcoin support in PortaBilling, see PortaBilling Administration Guide.

IMPORTANT! A merchant may not use account and transaction information for any purpose other than assisting in the completion of a payment card transaction, or as specifically required by law. Merchants may collect a payment card number and expiration date independently of a payment card transaction only with the express consent of the cardholder. A merchant may only retain this information for the sole purpose of facilitating future payment transactions. A merchant must not provide this information to any other person, except for the sole purpose of assisting in the completion of a payment card transaction.

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

Choose a taxation plug-in for calculating taxes.

Taxation calculation at the time of the payment is supported by Fixed VAT Rate, Custom taxation, and Generic VAT/GST plug-ins.

The integration with Avalara is outdated. If you subscribe to Avalara services today, this integration will not be available.

Define the parameters for the Avalara plug-in.

Define the reseller’s tax ID.

Choose the type of customers to whom the reseller provides services:

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

Define the reseller location:

• Inside – for resellers located inside an incorporated city area.
• Outside – for resellers located outside of an incorporated city area.

Define which additional taxes to calculate for the reseller:

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

Select whether the reseller is entitled to a lifeline assistance program.

Choose which taxes the reseller is exempt from.

Define parameters for the SureTax plug-in.

Define the reseller’s tax ID.

Turn on the toggle 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 > General info > Basic info > Postal code). When this option is disabled, the customer’s ZIP code is used to calculate taxes for all their accounts.

If this option is enabled and the customer’s accounts have no ZIP code specified, the customer’s ZIP code is used instead to assess the taxes. The administrator receives the corresponding notification via email. If a ZIP code is missing for the customer, the taxes won’t be calculated, and the customer’s invoice won’t be generated.

Select the regulatory code from the list.

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

• Default – to apply customer class settings.
• Business – for business entities that use the services for business purposes.
• Industrial – for manufacturing companies.
• Lifeline – for resellers granted a subsidy.
• Residential – for resellers who use the services for personal purposes.

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

• 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.
  • ZIP code – specify a ZIP code to define the tax jurisdiction.
  • Lines – specify the corresponding number of lines. If the customer has users in different locations, click Add to add more ZIP codes (tax jurisdictions) with the number of lines. To delete a specific ZIP code with the number of lines, click Delete .
• 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.

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 reseller invoices:

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

Click +Add exempts and select the necessary tax exemptions from which the reseller is exempt.

Define parameters for the Fixed VAT Rate plug-in.

Define the reseller’s tax ID.

This field is read-only. View the number of decimal digits to round the tax amount.

By default, the tax amount for the fixed VAT Rate taxation plug-in rounds upward. For example, if the customer class 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.

You can change the default rounding method to apply mathematical rounding in the Stats.Tax_Rounding_Method option on the Configuration server. For example, if mathematical rounding is applied and the customer class currency is USD, which rounding precision is 0.01 (2 decimals), then 1.204 rounds to 1.20, 1.205 and 1.206 round 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 reseller is excused from taxes:

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

Type a certain percentage 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 reseller’s tax ID.

This field is read-only. View the number of decimal digits to round the tax amount.

By default, the tax amount for the custom taxation plug-in rounds upward. For example, if the customer class 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.

You can change the default rounding method to apply mathematical rounding in the Stats.Tax_Rounding_Method option on the Configuration server. For example, if mathematical rounding is applied and the customer class currency is USD, which rounding precision is 0.01 (2 decimals), then 1.204 rounds to 1.20, 1.205 and 1.206 round 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 which custom taxes to apply to this reseller.

To create a new customized tax, click Add .

To view tax details, click Show .

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

Define the reseller’s tax ID.

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

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

For example, if the reseller 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 reseller has a relief certificate code that applies 0% tax for goods, type that code into this field.

Choose the reseller’s relief certificate expiration date.

Choose the goods that fall under the relief certificate with 0% tax.

Define parameters for the Generic VAT/GST plug-in:

Define the reseller’s tax ID.

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

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