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Home > Aria Crescendo Documentation > Configuration > Billing > Invoices > View and Approve Pending Invoices

View and Approve Pending Invoices

This article applies to:Aria Crescendo

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.

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.

 


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