View and Approve Pending Invoices

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Overview

A pending invoice is an invoice that has not been approved or discarded and will not be collected on until it is approved.

For example, you can generate a pending invoice during the account registration process to verify that sufficient funds are available on a customer’s credit card before attempting a collection (this verification is also referred to as a "credit card authorization"). After the authorization has been successfully completed, the pending invoice can be approved and a collection can be attempted.

If you have pending invoices enabled in your Aria implementation, you can review them for accuracy before approving them. After approving the invoices, Aria will collect payments from customers for whom the invoices were generated. You also have the option to re-calculate inaccurate invoices, then approve the re-generated invoices. In addition, you can discard unnecessary invoices and, optionally, cancel any orders associated with those invoices.

Note: Aria will collect a payment only if an invoice amount is greater than or equal to your minimum collection threshold.

Managing Pending Invoices

Getting Here: Click Configuration > Billing > View Pending Invoices

pending invoices main2v3.png

Approve/View – Click to display the Approve Pending Invoice screen. View the statement and additional information associated with an invoice.

Refer to the Approve Pending Invoice Screen article for additional information.

View Invoice Details – Click to display the Pending Invoice Details screen. View the line items in an invoice, adjust the custom invoice status, or add any notes to the corresponding invoice.

pending invoice detailsv3.png

Approve Selected – Select each checkbox next to the invoices that you want to approve and click Approve Selected.

If Auto-Collect On Pending Invoice Approval is set to:
- True: Aria collects a payment from the corresponding customer after you approve an invoice.
- False: Aria collects a payment when the nightly batch process runs.
If Auto Send Statement On Pending Invoice Approval is set to:
- True: Aria sends a statement to the corresponding customer after you approve an invoice.
- False: Aria sends a statement after the nightly batch job runs.

Note: Approving more than 50 invoices at a time may slow down this process.

When you attempt to approve a parent invoice, an error message will now appear in the result summary screen stating that the invoice cannot be approved unless any pending child invoices are approved first (as shown). This applies if “parent pay” is enabled for the child accounts.

Click the Show child accounts link to view accounts with child invoices requiring approval.

The following table shows the conditions and associated messages appearing in the Collection Result and Statement Result columns:

	Enabled?	Collection Status	Collection Result
Collection
Automatically Collect on Pending Invoice Approval	Yes	Success	OK
		Failed	Collection failed
		If collection amount is "0" (Zero)	Collection amount is zero. No collections were attempted.
	No		N/A
	Enabled?	Statement Status	Statement Result
Statement
Automatically Send Statement on Pending Invoice Approval	Yes	Success	OK
		Failed	Could not create statement
		Failed	Could not send statement
	No		N/A

Re-Calculate Selected – Select each checkbox next to the invoices that you want to discard and re-generate by clicking Re-Calculate Selected.

Any unapplied credits on the account will be included in the re-calculation process. A new invoice will be generated with a new invoice number. You can then approve the new invoice.

The new invoice will cover the same service period covered by the original invoice.

Discard Selected – Select each checkbox next to the invoices that you want to discard and click Discard Selected.

To cancel orders on discarded invoices or discard usage with discarded invoices, check the corresponding checkbox at the bottom of the screen.