Introduction
In Post Affiliate Network, generating, customizing, and managing invoices is a streamlined process designed to support transparent financial transactions between merchants and affiliates. Before you begin, it is essential to review your invoice format to ensure all necessary business and legal details are included. The invoice template can be configured in Configuration > Network Invoice Format > Invoice Format. Post Affiliate Network supports two invoice types: proforma invoices (drafts created before payment is received) and real invoices (issued automatically after an invoice is marked as paid). This guide provides a step-by-step approach to generating, editing, and tracking invoices, ensuring compliance with your organization’s policies and a seamless workflow for your team.
Generating an Invoice
- Navigate to Accounts > Account Manager.
- Click the edit (pencil icon) next to the merchant or affiliate account for which you wish to generate an invoice.
- Switch to the Accounting tab and click the Create Invoice button.
After clicking the button, the invoice creation window will appear. Here, you can review and adjust details before finalizing the invoice:
Reviewing and Customizing Invoice Settings
When generating a new invoice, you will encounter several configurable fields. Understanding these ensures your invoice accurately reflects all relevant transactions and terms:
- Date from/to: Defines the period for which unpaid and approved commissions will be included. The Date to field is always set to one day before the invoice creation date, ensuring only commissions up through the previous day are considered.
- Due date: Specifies the deadline for invoice payment. This supports clear expectations and timely settlements.
- Commissions: Lists all approved, unpaid commissions within the selected date range. These form the base of the invoice calculation.
- Total Cost: Calculates the sum total of all commissions included in the invoice, providing a clear overview of owed payments.
- Transactions count: Displays the number of individual commissions included, offering transparency for both accounting and auditing purposes.
- Fee: Used to apply additional charges as agreed with the merchant. These fees must be clearly defined in your service terms and can take several forms:
- Fixed: A set fee applied to the invoice.
- Percentage of commission: Adds a percentage fee based on the total commission amount.
- Percentage of total cost: Calculates the fee as a percentage of the overall cost for all commissions.
- Fixed per transaction: Multiplies a predetermined fee by the total number of transactions.
- Amount: The final sum due, calculated as the total of all commissions plus any applicable fees.
- Balance after this payment: Projects the merchant’s main balance after the invoice amount is paid, factoring in all commissions, fees, and previous payments.
Marking Invoices as Paid and Issuing Official Invoices
Once you have created an invoice and received payment from the merchant, you must mark the invoice as paid to complete the process and generate the official invoice document.
- Return to Accounts > Account Manager.
- Click the edit (pencil icon) next to the appropriate account.
- Open the Accounting tab.
- Click the dollar or checkmark icon next to the relevant invoice to mark it as paid.
After you mark the invoice as paid, the system will automatically generate and send the official invoice to the merchant, using the format defined in your invoice configuration settings. The payment amount will then be recorded in the Payments field and the merchant’s balance will be updated accordingly.
Please note that only the most recent unpaid invoice can be deleted. After deleting the latest invoice, previous invoices become locked and cannot be removed.
Summary
Effective invoice generation and management in Post Affiliate Network ensures accurate financial tracking, timely payments, and clear communication between all parties. By following the steps above and utilizing available management features, you can optimize your invoicing workflow, maintain compliance, and provide a seamless experience for your merchants and affiliates.