Invoices
An invoice is a record of all the charges for a given billing period in the system. Invoices can be created immediately, on an account's anniversary date, as well as in "pending" status, to be approved at a later time.
- Invoices Overview
- The Invoices screen provides a summary of all invoices for an account, with the ability to drill down into individual invoice details. From this screen, users can generate new invoices (immediately or pending) based on account or plan status and also view or modify existing invoice details like posting or custom status.
- Approve Pending Invoice Screen
- Pending invoices require approval before payment collection. The "Approve Pending Invoice Screen" allows users to approve invoices for payment (including handling collection failures and dunning), recalculate invoices, and view/print statements or download line item and usage data.
- Change an Invoice's Posting Status
- Invoices can be manually posted to a General Ledger by changing their posting status from "Unposted" to "Posted" on the Invoices screen.
- Change a Custom Invoice Status
- Custom invoice statuses can be changed via a dropdown menu on the invoice details page. These statuses are defined client-wide under Configuration > Billing > Custom Invoice Status, and both the status value and description are assigned to the invoice upon selection.
- Enable Retroactive Bill Start Date for Plans
- Plans can be added with a retroactive start date, generating invoices for past periods.
- Generate an Invoice
- Invoices can be generated from the Invoices screen for billable accounts, billing groups, or Master Plan Instances.
- Installment Terms Invoicing—Use Cases
- Installment terms can be defined once and applied to multiple NSOs, with use cases including aligned installments tied to subscription billing cycles, independent installments with set schedules, and customizable installments with specific amounts and thresholds for the final payment.
- Invoice Details Screen
- The Invoice Details screen provides comprehensive information about a specific invoice, including billing dates, total balance, and payment status. From this screen, users can perform actions like viewing/printing, applying payments or credits, voiding, rebilling, and changing the custom status of the invoice, as well as accessing related transaction and proration details.
- Open Charges
- The Open Charges screen displays all pending, prorated charges for an account that are set to be invoiced on the plan's anniversary date. Users with appropriate permissions can view these charges and cancel them, preventing them from being included in future invoices.
- Pending Invoices
- Pending invoices in Aria require explicit approval before they are finalized and charged to the account. These invoices can be generated through the UI or API, and approved individually or in bulk via the UI or API, with options to recalculate, view, download data, or discard them.
- Statements and Invoices Overview
- The Statements & Invoices module provides tools to manage transactions, statements, invoices, orders, and open charges for an account.