Detail Billing
Guide
On the Billing List page, to see the details of the invoice created can be done in the following way:
Select the invoice by clicking the row on the invoice.
View the details of the selected invoice.
On the invoice detail page, you can take action according to the request of the customer. The steps that can be taken on invoices that have been made are as follows:
Edit Invoice
An invoice edit can be done if the invoice status is "Draft/Proforma". This feature is used to make data changes from invoices that have been created. The following steps explain how to edit an invoice:
On the invoice detail page on the Actions button, click Edit.
Do the change as needed. For example, the customer number will be changed, then click "Save Draft" button.
On success notification, click OK.
This is the invoices details after the data changes has been made.
Duplicate Invoice
This is a feature used to duplicate data from invoices that have been created. The following steps explain how to duplicate an invoice:
On the invoice detail page, click "Action" then select "Duplicate”.
Display a confirmation pop up for duplicate data, if agreed click "Yes" to continue.
Display a notification that data was successfully duplicated.
This the detail of the invoice that successfully duplicated.
Invoices that are successfully duplicated also appear on the Billing List page.
Delete Invoice
Delete invoices can only be done for invoices that have the status "Draft, Proforma, and Cancelled". This feature is used to delete invoices that have been created. The following steps explain how to delete an invoice:
Select the invoice file on the Billing List page. In the Billing Detail, click "Delete" on the "Actions" button.
A notification confirming message will be displayed, if you agree to continue the delete, then click "Yes”.
On success notification, click "OK".
So, the data now successfully deleted and didn’t appear on Billing List page.
Cancel Invoice
Cancel Invoice is done for invoice with the status "Unpaid, Partially Paid, Overdue, and Proforma". This feature is used to cancel invoice that have been created and sent to the Customer not to be included in the customer's bill. The following steps explain how to cancel an invoice:
Select the invoice file on the Billing List page, then display the invoice detail. Click the "Actions" button, then click “Cancel”.
Displaying a confirmation message to continue the Cancel process, click "Yes" to continue the cancelation.
It will display a notification that billing successfully canceled.
The following is a display of invoice with a status of "Cancelled”.
Save Draft
Save Draft is a feature used to create invoice, if the input data still require confirmation/change then it can be saved temporarily (Save Draft). The following steps explain how to saving a temporary invoice (Save Draft):
Create a new invoice on the Single Billing Form by clicking “+ Single Billing”.
Next, fill in the data according to the available fields and click "Save Draft" to save the data temporarily.
Click "OK" on success notification.
The saved invoice will become status a "Draft".
Confirm & Send Invoice
Confirm & Send Invoice can be done if the invoice status is "Draft/Proforma". This feature is used to confirm invoice data and send invoice to customer email. The following steps explain how to confirming & sending an invoice:
On the invoice detail page, click "Actions" and select "Confirm & Send”.
On confirmation notification pop up click "Yes" to continue the process.
After successfully confirming & sending an invoice, on the success notification pop-up click the "OK" button.
After successfully confirming & sending, the invoice status will be changed to "Unpaid”.
So, the invoice has been successfully sent to the customer's email.
Preview Invoice
Invoice preview is a feature used to view the result of an invoice created. The following steps explain how to preview an invoice:
On the invoice detail page, click "Actions" and select "Preview".
This is the detail of the Invoice previews.
Print Invoice
Print invoice is a feature used to print invoices that have been created. The following steps explain how to print an invoice:
On the invoice detail page, click "Actions" and select "Print”.
It will convert the invoice into a pdf file. This is the preview of the file.
Resend Invoice
Resend Invoices can only be done for invoices with the status "Unpaid, Partially Paid, and Overdue". This feature is used to resend invoices to customers via e-mail. The following steps explain how to resend the invoice to the customer e-mail:
On the invoice detail page, click "Actions" and select "Resend”.
On the confirmation pop-up, click the "Yes" button to resend the invoice to the email address that has been registered.
On the success notification pop-up, click an "OK" button.
Manual Payment
This feature is used to record offline payments that merchants receive from customers. So, the payment history will be recorded in Faspay Billing Systems. This feature is accessible from Billings → Detail Invoice → Actions Menu → Manual Payment and available to the invoice with Unpaid, Partially Paid, or Overdue status.
Open the details of the billings, for example, click the detail on the billings with Unpaid status.
Click the "Actions" button, then click Manual Payment.
At the pop-up, choose Payment Method and input Payment Amount. Click Choose File to Upload File, then click Submit.
Example 1: Input Payment Amount < Outstanding Amount
Example 2: Input Payment Amount > Outstanding Amount
Note:
There will be information about the remaining Outstanding Amount if the input payment is less than the Outstanding Amount.
If the input payment is greater than the Outstanding Amount, there will be overpayment information.
Field Parameter Manual Payment Form
Invoice No
Invoice number
Outstanding amount
Outstanding amount pada invoice
Payment Date
Payment date
Payment Method
Payment method option:
Bank transfer
Internet Banking
Write off
Others
Notes:
If choose write off the channel name it will automatically Memo and can't be changes
If choose write off the payment amount can't greater than outstanding amount invoice
Channel Name
Channel name
Transaction ID
Payment reference number
Payment Amount
Payment amount
Upload file
Payment receipt
Notes:
Accepted file formats include JPG, PNG, JPEG, and PDF, with a maximum upload limit of 10 files, each with a size not exceeding 5 MB.
File thas has been uploaded can’t be deleted
On submit notification click, Yes
Click OK on Success Notification
After submission success, the invoice status will be updated to "Partial Paid" or "Paid" and a record of the manual payment, including the user's information who made the payment, will be added to the system's payment history.
The payment documents that successfully uploaded will available on View Detail Invoice → Tab Documents with the type of documents are Receipt.
Allocate Overpayment
The "Allocate Overpayment" is utilized to distribute excess payment to other invoices belonging to the same customer.
Open the Billing menu, then choose the invoice by clicking the invoice number with Paid status.
It can be seen that there’s an overpayment on the invoice.
Click on the Actions button, and click Allocate Overpayment.
It will show the Allocation Payment form, and the “Allocate From” will automatically be filled with a current invoice that has an overpayment. Input the nominal of Allocate Amount as needed, for example, the overpayment will be allocated into 2 invoices with the total amount of allocation can be seen on the form, then click the "Submit" button.
Field Parameter Allocate Overpayment Form
Available Amount
Available amount in accordance with the overpayment amount on the invoice
Allocate from
Payment source of fund
Allocate to
Invoice that will receive payment allocation.
Notes:
Users can only allocate the overpayment to invoices belonging to the same customer.
Invoice No
Invoice number
Invoice Date
Invoice date
Due Date
Due date of the invoice
Outstanding amount
Outstanding amount on the invoice
Allocate Amount
The nominal payment amount that will be allocated to the invoice.
Notes: Allocation amount cannot be greater than the outstanding amount.
Total Allocation
Payment total allocation
On the notification, to validate click Yes.
On success notification, click OK
After the submission success, at payment history will be recorded that there’s a subtraction on the overpayment, which means that the funds have been successfully allocated into another invoice, and the remaining overpayment outstanding amount will be shown.
Extend Due Date Invoice
Extend due date invoices can only be done for invoices that have the status of "Unpaid, Partially Paid, and Overdue". This feature is used to change or extend the due date. The following steps explain how to change the due date of an invoice:
On the invoice detail page, click "Actions" and select "Extend Due Date”.
On the confirmation pop-up to make the due date change, click "Yes" to continue the process.
Reset the due date of the invoice, click "Apply" then click “Save and Send” to save the change.
Click “OK” on the success notification.
So, the due date has been successfully changed, and the new invoice has been sent to the customer email.
Mark as Paid
This feature is used to manually mark that the invoice has been paid off. This feature is only done for invoices that have the status of "Unpaid, Partially Paid, and Overdue".
On the invoice detail page, click "Actions" and select "Mark as Paid”.
On confirmation message to continue the mark as paid on the invoice. Click "Yes" to approve.
Click “OK” on the success notification.
So, the invoice is successfully changed from "Unpaid" to "Paid" status.
Send Proforma Invoice
Send Proforma Invoice can only be used if the merchant activates the Proforma Invoice setting. This feature can be done on invoices that have the status "Draft/Proforma". The following steps explain how to send proforma:
On the invoice detail page, click "Actions" and select "Send Proforma".
The pop-up notification will show the expired date setting of the invoice. Click "Yes, Submit" to continue the process.
Click "OK" on the success notification.
So, the proforma has been successfully sent to the customer's email.
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