Invoicing: An Overview
To keep a record of the products/services procured by a customer, an ‘Invoice' is used. The entire details regarding the customer’s purchase including information of products purchased and their value, taxes, credits, refunds, additional charges and discounts are enclosed in an invoice. Typically an invoice provides the below given details:
- Details of the seller
- Details of the buyer
- Items sold, the corresponding quantity and unit price of each item
- Taxes or discounts
- The Net amount payable by the buyer
The whole process of invoicing, from the beginning of a new subscription's registration, the creation date of an invoice, to all the payments done within the buyer and merchant is automated by ChargeMonk. Additionally, to inform the buyers about the transaction status email notifications can also be sent out. All the invoices including the invoice number details, invoice status, implemented credits, customer details, invoice amount, invoice date, retry attempt and more are listed in the Invoices tab.
Below given operations can be performed with the Invoices tab:
- Based on customer details, invoices can filter, invoice details like subscription details, invoice status, order details, and transaction details.
- Export invoices as PDF or CSV files.
- The invoice list can get sorted.
- Email the invoice.
- Check the invoice's details page.
In addition to this, a bunch of invoices can be selected and certain actions can be performed on them. Just select the invoices and hit the Bulk Actions button after that select the action that you want to perform.
Only Admins can perform bulk actions.
- Delete: This option is used to delete the selected invoices
- Mark as Void: With the help of this option selected invoices can be marked as ‘Void'
- Write off: Writes off the invoices
- Collect Payment for Invoices:The collection of payment methods for selected invoices can be done by sending an email. This option is applicable only in case the invoice is tagged as ‘Not Paid'.
- Close Pending Invoices: With the help of this option pending invoices can get closed.
Once the subscription of customers becomes active, they will get billed by ChargeMonk on the same day. Eg, say, a customer registered without a trial period on Feb 20th, then the billing will be on Mar 20th, April 20th, May 20th, and so on. In case there is no date given then they will get billed on the last day of the month. For example: if the customer registered on Jan 31st, then the next billing would be on Feb 28th and so on.
The time zone of the ChargeMonk site will be followed by Invoices. Though, if you intended to change your ChargeMonk site's time zone, the newly created invoices will follow the changed time zone and those that were already created will be retrained to the old time zone.
Assume that your ChargeMonk site is set to follow the PST till April. On May 1st, you change the time zone to EST. Then now the invoices created till the 30th of April will be in PST and the invoices created from the 1st of May will be in EST.
The invoices that get affected with the alteration in time zone, with the details of the change, a banner will be exhibited on the details page of the invoice.
Below given is are a small description of invoice statuses:
Paid - This means that the payment has been done successfully.
Payment Due - Attempted charge has failed. Based on dunning settings, ChargeMonk will keep retrying the charge. To collect the payment on an immediate basis you can choose to click on the Collect Now button. During the payment collection via direct debit , an invoice will be marked as Payment Due.
Not Paid - This status means that payment has not been received and no more attempts will be made on such invoices. In case a direct debit transaction fails, an invoice will also be marked as Not Paid.
Pending - This status means that invoices are created for usage-based charges (metered billing).
Voided - The status is used when the invoice has been canceled. Learn more.
Posted - When you have activated Payment Terms (Net D) for your recurring invoices then this status is used. Once the recurring invoices are created, they will get marked as Posted immediately. These invoices will remain in the posted state till their due period will get exceeded. The status of the invoice will change to Payment Due in case the amount has not been paid and the due period has been exceeded.
The below given diagram clarifies the Invoice Status Life Cycle:
Invoices During the Direct Debit Payments
For Direct Debit payment modes like SEPA and ACH, while transaction completion/processing there is a delay.
Below given are the factors that explain the delay. While transactions through payment modes like ACH, the below-mentioned steps are initiated:
A request will be sent to the payment initiating entity by the ChargeMonk If the customer needs to be charged.
A payment transaction with an In Progress status will be created by ChargeMonk if the payment is initiated successfully.
• If payment confirmation is still awaited then the invoice status will be Payment Due.
Once the payment is "settled" and the request is validated by ACH, then the transaction status will be changed by ChargeMonk from In Progress to Success and the invoice will be marked as Paid. As mentioned above the process is going through the whole cycle each time, so there might be a time delay for the completion of ACH/Direct Debit transaction.The refund of payment will also go through the whole process.
In case the payment settlement fails:
- The transaction status will be Failed.
- The invoice status will be Not paid.
- Dunning will not be started if the payment gets failed. In this case you have to collect the invoice manually using the Collect Now option.
- While ongoing transactions if the invoice is in Payment Due Due state, then the below given actions will not be permitted.
- Deleting an invoice.
- Voiding an invoice.