Billings List

Billings is a menu used to manage Customer invoice data.

Billing List

The Billing List is a submenu of Billings. To access this menu click "Faspay Billing" → "Billings". The following is a view of the Billing List page.

Notes:

A description of the invoice status on the Billing List page is as follows:

1. Draft: Invoice data is stored in a draft that hasn’t yet been sent to the customer.

2. Unpaid: An invoice has been sent to the customer but no payment has been made.

3. Partially Paid: Partial payment has been made, but not yet full.

4. Paid: A full/full payment has been made.

5. Overdue: Overdue is past the payment due determined.

6. Cancelled: Cancellation of the submitted invoice.

7. Proforma: A temporary invoice is submitted to the customer to confirm the bill, invoice data can still be changed if it is inappropriate.

The following is an action that can be taken on invoices that have been created:

Export CSV

Invoice files can be exported into Excel and PDF format, the following are the steps to export:

1. Select the invoice file on the Billing List page, → checklist the selected file and click the "Excel" icon to export the file into an Excel format.

1. Invoice files in Excel format will be displayed.

Invoice in Excel format file

1. As for exporting into PDF format, select the invoice file on the Billing List page, then check the file. Next, click the "PDF" icon to export the file into PDF format.

1. The invoice file will be displayed in PDF Format.

Invoice with PDF Format

Search Invoice

1. Search data on the Billing List page, can be done by inputting the invoice data keyword in the search field.

1. The search results such as the following will be displayed.

Cancel Invoice

Cancel invoice on the billing list menu page can be done by:

1. Select invoice by checklist the row of invoice data on the billing list menu.

Billing List Menu

1. Next, click “Cancel Billing” icon.

1. The confirmation message will displayed, and then click “Yes”.

Cancel validation notification

1. A notification that the invoice has been canceled will be displayed.

Notification success cancel billing

1. Below is a list of invoices with the status 'Cancelled' on the billing page.

Delete Invoice

Delete invoice on the billing list menu page can be done by:

1. Select invoice by checklist the invoice on the billing list menu.

Billing list menu

1. Next, click the "Delete Billing" icon.

Delete billing

1. It will display a confirmation message, click "Yes" to continue deleting.

Delete validation notification

1. Data is successfully deleted.

Notification successfully delete

Single Billing

Single Billing is an invoice that is made singly using the once, scheduled, or recurring type.

Create a single billing

1. Select the Billing List menu on the Faspay Billing menu, then display the Billing List menu page. Click "+ Single Billing" to add new invoice data.

Billing List Menu

1. Next, the Single Billing form will be displayed.

New Single Billing form

Field Parameter Single Billing form

Field	Description
To	Customer data
Customer Name	Customer name (registered)
Add New Customer	Add new customer data
Billing Details	Complete billing data
Invoice No	Invoice number (auto generate)
Invoice Subject	Invoice subject
Invoice Language	Language used on the invoice
Invoice Type	Invoice type (choose as needed)
Invoice Date	Date the invoice was created
Due Date	Payment limit/due invoice created
Invoice Tax	Will appear if customer enable E-Faktur module. If you activated the invoice tax, when system changes proforma to invoice, the system will automatically generate the tax invoice number for the invoice with the following conditions: The tax invoice number is taken from the range of tax invoice available numbers on the E-Faktur No page. The system will use the tax invoice number sequentially from smallest to largest (Ascending order). The period of the tax invoice number that was used must be the same as the current year(Year Period)
Transaction code	List of transaction code (will appear if customer activated Invoice Tax). 01: To Parties Who Are Not VAT Witholder 02: To the Treasurer's Witholder 03: To the Witholder except Treasurer's 04: DPP Other Values 06: Other submissions, including submission to foreign tourists in the context of VAT refunds 07: Submission of which VAT is not collected 08: Submission of VAT Exemption 09: Delivery of Assets (clause 16D of the VAT Law)
Header	Email header text
Add Room	Choice of invoice type item type "room"
Add Product	Choice of invoice type item type "product"
Add Other	Choice of invoice types other than room & product
Generate Invoice to PDF	Information for generating invoices to PDF format
Notes	To add a note
Show notes on invoice PDF	If checked, notes will appear on invoice document pdf file and on preview mode. If unchecked, notes will not appear on the invoice document.
Attachment	To attach a document
Button Option	Click "Save Draft" to save the data temporarily. Click "Save & Send" to save and send a new invoice. Click "Preview" to preview the invoice before it is submitted.

Notes: If the customer name is not yet available, then add new customer data by clicking "+Add New Customer" under the Customer Name field. In the "Invoice No" field, if it is not filled in, it will be auto-generated (automatically filled with system numbering). In the "Due Date" field, it cannot pass 1 day from the Invoce Date. The "Add Room" feature is only available for Merchants of Hospitality type.

1. Input the invoice data as needed, then click Save & Send.

New single billing data

1. Click OK on the success notification.

Email Sent Notification

1. The invoice information details have been successfully sent to the customer's email.

Invoice Email

1. The invoice has been successfully added to the Billing List.

Invoice List

Mass Billing

Mass Billing feature is used to create invoices in bulk at one time.

Create New Mass Billing

1. Select the Mass Billing menu from the Faspay Billing Menu. Click “Mass Billing” button to create Mass Billing.

Add Mass Billing

1. Form Mass Billing will be displayed.

Mass Billing Form

1. In the "To" section, there are 2 fields, Excel Template and Upload Excel. Merchants can download the mass billing template in the Excel template field based on template types: By group (s), and All Customers.

2. If the merchant downloads the template type By group(s), then click Download, the template will be downloaded based on the group that you choose. The downloaded template will contain selected customer group data and then the merchant will only provide information on the items to be billed. As example download template By group(s) Open VA Generator.

In each excel template it contains guide on the first sheet.

Excel Template By Group Option

The Excel's file template that has been download by group(s):

Excel template type by group(s)

1. If the merchant downloads the template type "All Customer", and then the customer's data column on the template will be filled with all customer data available on the MP data.

Excel template by all customer option

The Excel file template by All customers:

Excel Template Type By All Customers

1. To upload the filled template file, click the "Choose file" button

1. Then attach the Excel file that contains your mass billing data.

To Section

1. In the Billing Details section, fill in the fields marked with * (mandatory).

Billing Details Section

Field Parameter Billing Details

Field	Description
Invoice No	Invoice number will be generated by Faspay system.
Invoice Subject	Filled with subject of the invoice to be sent to customers.
Invoice Language	Choose the language to be used on the invoice, available in English and Indonesian.
Invoice Type	For this invoice type only choose one: - Once: to create invoice for single billing once a used. - Scheduled: to schedule the delivery of invoices to customers. - Recurring: to create recurring invoices periodically.
Invoice Date	Click the "Calendar" icon to select the issue date of the invoice that will be sent to the customer.
Invoice Due Date	Click the "Calendar" icon to select the due date of the invoice

1. Then, in the Header section, fill in the header for the email, and Notes if there are any remarks you want to include in the invoices. In the Notes section, you can activate or deactivate it by checking "Show notes on invoice PDF". Then click the "Save & Send" button.

Header & Notes Section

Notes: Generate Static VA button is only used by merchant that use Static VA method, in details can be seen here.

1. A notification pop-up will appear confirming that the mass billing has been successfully created.

Notification Pop-Up

1. The Mass Billing that has been created will appear in the billing menu list.

Billing Menu List

1. The customer/user will receive a billing email containing the invoice information that has been created. The customer will be directed to pay the invoice by clicking "Pay here" in the email body, which will then redirect to the invoice payment page at Faspay Xpress.

E-mail Invoice