We have made some changes to how the billing instruments (Invoice, Receipt, Credit Note and Debit Note) work in the system.
- Invoices, Credit Notes, Receipts and Debit Transactions will now have their own Serial numbered ID for each Reseller. The IDs will be called Invoice ID, Credit Note ID, Receipt ID and Debit ID respectively.
- The Transaction ID will not be added to the Print view and downloaded PDF. However, the Transaction ID will be maintained as a unique map to a transaction throughout the system.
- The serialised ID will be seen in the Print View and the PDF.
- In the List Transactions Page, there will be an additional column titled “Billing ID”, where the serialised ID (Invoice ID, Credit Note ID, Receipt ID and Debit ID), for each transaction type will be displayed.
The Serialised Billing IDs will be applicable only to new transactions. The existing transactions in the system will not be updated with a Serialised Billing ID.
Changes to Invoices and introduction of Pending Invoices
- What is a Pending Invoice?
- Pending Invoices are those Invoices which have not been paid for, or the Service hasn’t been provided.
- Pending Invoices do not have an Invoice ID (hence the dashes against them in the Billing ID column). They do however have a Transaction ID, which will show up in the Print view and PDF.
- What is the difference between a Pending Invoice and an Invoice?
- A Transaction will be labelled as an Invoice when a full payment has been made, or the Service has been rendered. The latter case would apply if a Reseller chooses to activate the Order without a payment coming in from the Customer. This transaction will be tagged as an Invoice and not a “Pending Invoice”.
- Invoices will have their own serialised Invoice ID, where as a Pending Invoice will take the Transaction ID.
- When a full payment does come in for a Pending Invoice or if the Order was activated (whichever comes first):
- The Pending Invoice will be tagged as an Invoice.
- This new Invoice will have an Invoice ID.
- The date on the Invoice will be the date the payment was made or when the Order was activated (whichever came first).
Changes to Credit Notes
- All Credit Notes need to be associated with an Invoice and will have the associated Invoice ID on them.
- Credit Notes can only be raised directly from the Invoice and not via the add funds button.
- Credit Notes will have their own serialised Credit Note ID per Reseller.
Changes to Receipts
- Receipts will have their own serialised Receipt ID.
- While adding a Receipt you can choose a sub-type from a dropdown. These sub-types were earlier used for a Credit Notes, but have been moved over to Receipts.
Changes to Debit Notes
- Debit Notes will be called Debit Transactions.
- Debit Transactions will have their own serialised Debit ID.
- In the List Transactions page, Debit Transactions will be listed as Debit.