Invoices

Invoices are bills that you send your customers. After collecting and reviewing all the necessary billing information, it’s time to put this data together and create invoices. Generally, all invoices are auto-generated in Ordway.

Review Invoices - When Billing Run is complete, review Invoices before Posting them. Note that the Billing Run has a unique ID associated with one or many Invoices.

Post invoices - Once you review the Invoices, post them to then send to the customer and create the Invoice’s journal entry

Send Invoices to single or multiple customers - A Billing Run can automatically send the invoice to single or multiple customers once the invoice is posted.

Invoice Status

A status is displayed in Ordway for each Invoice:

• Draft - The Invoice is not sent to the Customer.
• Posted - Received by the Customer, but not yet paid.
• Reversed - Invoice has been reversed due to an error or incorrect data.
• Paid - Received and paid in full by the Customer.
• Partially Paid - Received by the Customer and a payment less than the total Invoice amount due has been paid.

Manage Invoices

Invoices are automatically generated from a Billing Run based on the configuration set for Products, Plans, Billing Schedules, and other billing settings.

View an Invoice

To view an invoice:

1. Navigate to Menu > Operations > Invoices.
2. Select an Invoice and click View from the Actions menu.

Edit an Invoice

If you want to edit an invoice, the best practice is to delete the draft invoice and modify the subscription’s billing schedule or order before regenerating the invoice. However, Invoices can be directly edited:

To directly edit an Invoice:

1. Navigate to Menu > Operations > Invoices.
2. Select the Invoice you wish to edit and click Edit from the Actions menu.
3. Edit the Invoice as required and click Save.

Adjust Invoice Line Item

When editing an Invoice, you can edit the invoice line-level details to adjust the price or quantity or apply discounts.

Example: To offer your customer a discount after the invoice is generated, edit the invoice and update the line item to add a discount.

Note:

Manual edits made to invoices will not be reflected in the order or subscription’s billing schedules. Edit the billing schedule lines to keep them aligned.

Reverse an Invoice

Ordway supports reversing invoices that were erroneously created. To correct the Invoice, first, reverse the Invoice and then modify the original Subscription or Order before reprocessing the Invoice.

To reverse an invoice:

1. Navigate to Menu > Operations > Invoices.
2. Select an Invoice to Reverse.
3. Click Reverse from the More menu.

Note: Reversing an invoice will change all billed charges to unbilled so they can be invoiced in the future.

Learn more about Reverse Invoice. 

Refund a Negative Invoice

Negative charges can net out against positive charges. However, in situations when the total invoice amount is still negative, Ordway supports refunding the customer for these negative charges.

Learn more about Refund a Negative Invoice.

Confirm Sent Invoices

Once an invoice has been sent there are several ways to confirm or monitor its status including the Email Status Report, Email History on the Customer object, and Audit logs.

Email Status Report - This Report includes all Customers and their corresponding Email Statuses for the communication sent over the last 10 days. Learn more about the Email Status Report.

Email History on the Customer Object - You can view the messages, any attachments, and their status and can use the Action icon to resend the message.

Audit Logs - Navigate to Audit Logs directly or navigate to Customers and click on the Action icon then select Audit Log.

Learn more.

Read Next: Payment Runs & Payments.