Account Invoice Management Example

Summary

This example describe the steps involved in viewing, downloading and voiding invoices.

For additional details on the fields and options presented on the Invoices screen see the Account Invoices screen help article.

Prerequisites

• An invoice must be created on an account. See the Billing an Account Example guide if you have not already generated an invoice

Process

Downloading an Invoice

1. Log into the LogiSense Billing application

2. In the search box at the top of the page, set the Search Filter to Account and then enter the name of the account which contains an invoice. Select the account from the list and then click the arrow button to go to the account's Overview page

   

3. Under the Account menu click on the Billing menu option

   

4. If there are multiple invoices then select the invoice to be viewed / downloaded. To view the invoice in PDF format, please ensure invoice is in Rendered status. Click on the button to download the invoice in PDF format

Viewing Invoice Details

The invoice details provided on the left under the Invoices panel will provide summary details. These are shown and explained below.

1. Invoice Status: shows the invoice status (e.g. rendered, voided)

2. Invoice Number: the invoice name. It includes the prefix set in the owner configuration

3. Total: the total invoice amount for current bill period including taxes

4. Created: the date the invoice was created

5. Charge: the charges incurred during the current invoicing billing period

6. Date: the invoice date

7. Tax: the total amount of taxes applied to charges on the invoice

8. Due: the Invoice due date.

9. Balance: the balance amount. Balance is based on current invoice charges and previous invoice due amount / payments

Invoice Transactions:

To view the invoice transactions, click on the Transactions tab. This tab will display all the transactions that were added to the invoice. On this tab you can:

• Filtered transactions based on their ID

• View the Transaction Date, Issued Invoice number, service name, account name, billing period, invoice item amount, usage identifier, tax amount and charge type

• Click the information button to view tax details for the transaction

• Navigate to additional pages of transactions using the page number field or next/ previous buttons

Invoice Taxes:

To view the invoice taxes, click on the Taxes tab. This section will list all of the taxes that were applied on the invoice.

Invoice History:

This tab allows you to determine when invoicing events occurred. It will indicate the invoice creation date (Create Action), rendering date (Render Action), and delivery date (Delivery Action). These dates may be same but this will depend on your business process. If invoice generation, rendering and delivery are handled in separate bill runs then these dates may be different.

Voiding an Invoice

1. Log into the LogiSense Billing application

2. In the search area at the top of the page, set the Search Filter to Account and then enter the name of the account on which contains an invoice you wish to void. Select the account from the list and then click the arrow button to go to the account's Overview page

   

3. Click on the Billing menu option

   

4. If there are multiple invoices, then please note that only the latest invoice can be voided. To void the latest invoice, select it and click on the action button

   

5. Click on Yes when it prompted for confirmation

   

After the invoice is voided, as per this example, you will see that the invoice status changes from the earlier Rendered state to a Voided state. Also another invoice will be generated in a Voiding status which contains the reversed transactions

Voided and Voiding invoices will reference each other in the Detail field (as shown below)

Note: the Transactions, Taxes and History tabs can be referred to get more details around the transactions that are part of the voided / voiding invoice.