The purpose of this feature is to provide the admin’s direct users (Account type: User) with a plugin using which they can generate their invoices and the same can be downloaded or sent via mail to the users. The invoice generation flow is being triggered on a particular interval which is configured by Admin. This module aids the admin to manage their child user’s (Account type; User) billing.

1.1: Invoice [Prepaid / Postpaid] as Plugin:

The admin needs to opt for the invoicing license separately, if it’s opted then the invoicing module will be visible in the application with the billing mode of postpaid/prepaid for the admin to bill accordingly.

Add new User

When any user is added by Admin, billing information is asked with the below parameter to be configured for the billing cycle.

• Apply Tax: By selecting Apply Tax Property, the admin can decide whether to apply tax to the user or not. By default, Apply Tax property is disabled. 
• Invoicing cycle: Admin can set the invoice interval for the user. The invoicing cycle starts from the day of user registration. The option to set invoice intervals is only visible when the billing mode is set to Postpaid. Admin can select the invoice interval from the below option 
  1. Three Days
  2. Week
  3. Fortnightly
  4. Monthly 
  5. Quarterly

• Overdue Days: Overdue in an invoice means that the payment for a specific invoice is past due and has not been paid by the due date. If the payment is not made within the specified time, then the invoice becomes overdue and the application will send the notification for an Overdue Payment Reminder. 

For example, if an invoice has a due date of March 1st and it is now March 10th and the invoice has not been paid, then the invoice is considered overdue.

2.2 My Profile of User

Users can view/update the below invoice details by clicking on the My Profile option.

1. Billing Mode
2. Billing Address
3. Billing City 
4. Billing State
5. Billing Country
6. Billing Zip code
7. Account Receivable
8. Date of Next invoice generation: The user is not able to change the date as its system generated as per the selected invoice cycle. 

Amount Receivable: The amount receivable shows the overpaid invoice amount. Admin can adjust the invoice from the user’s AR Balance and the Invoice journey reflects the same. AR amount can be Positive or Negative. User is not able to change the value of AR Balance. 

The invoice Dashboard is visible with the below details when Admin clicks the Invoice tab on the Application. 

1. Total Invoice: The number of total invoices is visible at the top of the page with the bifurcation of approved and not approved invoices. 
2. Paid Invoices: The number of paid invoices is visible with the bifurcation of fully paid and In dispute invoices. 
3. Unsettled Invoices: The number of unsettled invoices is visible with the bifurcation of unpaid and Partially Paid invoices. 
4. Invoice Users: The number of users is visible who has taken invoice license with the bifurcation of Prepaid and Postpaid User. 
5. Manage Invoice: Briefing of the Manage Invoice page is given and Admin can redirect to the Manage Invoice page by clicking on the Go to page Button. 
6. Manage Invoice Draft: Briefing of the Manage invoice draft page is given and Admin can redirect to the manage invoice draft page by clicking on the Go to page Button.
7. Manage Payment Received: Briefing of the Manage Payment received page is given and Admin can redirect to the manage payment received page by clicking on the Go to page Button.
8. View Demo:  By clicking on the View Demo hyperlink, Video to demonstrate the invoice is visible. 

In this Sub module, Admin can configure the below details by selecting it from the sidebar menu. 

1. Tax Details
2. Bank Details
3. Invoice Setting

   Manage Tax Details

Managing tax details in invoices is an essential aspect of accounting. Tax details need to be accurately calculated, applied, and recorded to comply with relevant tax laws and regulations. This section provides an overview of the tax. 

Tax Details

On the Manage Tax Details page, already configured taxes are visible to the admin with the below details

• Create Date: The date and time of the added tax are visible.
• Tax Name: The name of the Tax.
• Percentage: The applied tax percentage is visible.
• Description: The Description of the Tax.
• Status: The status of the tax is visible whether it is active or inactive.
• Action: The admin can edit and delete the tax.

To add the tax, Admin needs to follow the below steps

1. Click on Add new tax button on the Manage tax details page.  As a result, one pop-up window is visible to add tax details.
2. Add the below Tax details in the pop-up window
   1. Tax Name: Add the name of the Tax
   2. Tax Percentage: Add the tax percentage that needs to be applied.
   3. Description: Add a detailed description of the Tax.
   4. Tax Applicable: Use the toggle button to select either "Yes" or "No" to indicate whether the tax is active or inactive. (By default, the tax status is active.)
3. Click on the Save button to add the tax. As a result, the message "Tax details added successfully" is displayed. 

To modify already configured tax details, Admin needs to follow the below steps

1. Click Edit from the Action column on the Manage Tax details page
2. Update the tax details as per the requirements and click the Update button on the Manage tax details pop-up window.
3. After updating the tax details, the message "Tax details updated successfully" is displayed.

To delete already configured tax details, Admin needs to click Delete from the Action column on the manage tax details page. The application asks for confirmation to delete the existing tax details. After confirming the same, the tax is deleted, and the message "Tax details deleted successfully" is displayed.

Configure Bank Details

Configuring bank details in the invoice module is an important step in streamlining the payment process and ensuring timely, accurate payments from customers.

Admin can configure the below details on the Configure Bank Details page

1. Bank Details
   1. Branch Name: Add the name of the bank’s branch
   2. Swift code: Add the swift code of the bank
   3. Branch Address: Add the address of the bank’s branch
   4. Special Notes: The admin can add additional notes for the users as per the requirements. 
2. Account Details
   1. Account Holder Name: Add the name of the account holder
   2. Account Number: Add the account number

To add the bank details, Click on the Save button. As a result, the message " Bank Details added successfully " is displayed.

To update the bank details, Click on the Save button. As a result, the message "Bank Details updated successfully" is displayed.

To delete the configured bank details, Click on the clear button. As a result, “Bank Details cleared successfully” is displayed. 

The use of bank details in an invoice is to provide the customer with the necessary information to make payment for the goods or services provided. The same bank details are visible on the Invoice pdf. 

4.3 Invoice Setting

Admin can configure the below details on the manage Invoice setting page

When applying a discount percentage and discount threshold, the application compares the resulting amounts. The lower discount percentage may override a discount offer in the base currency. This means that even if the discount offer in the base currency appears to be more beneficial, a lower discount percentage may ultimately result in a final price.

When applying a discount percentage and discount threshold, the application compares the resulting amounts. It's possible that even if a discount offer in the base currency appears to be more beneficial, a lower value in the discount threshold can supersede it. This means that a discount offer may not be applicable if the discount amount exceeds the predetermined discount threshold.  

The maximum allowed shortfall limit to change the status of a partially paid invoice forcefully to a paid status is a predetermined amount set by the admin. It represents the maximum outstanding amount that can be left unpaid on an invoice before the invoice status is changed to paid.

For example, if the outstanding amount on a partially paid invoice is $100 and the maximum allowed shortfall limit is $10, the invoice status will be changed to paid if the remaining amount falls below $10

To update the Invoice details, Click on the Update button. As a result, the message "Invoice Setting Updated Successfully" is displayed.

This option allows you to monitor the iTextPro Invoice Module, collecting all error and crash events that are affecting your Invoicing, full error log events are displayed to troubleshoot the problems.

These logs regarding new invoice generation, Payment reminder data, etc are displayed. 

Please note: The logs are visible in the admin time zone.

Managing payments received is an important aspect of any business or individual who receives payments.

From this page, Admin can post the payment received from the user. Payment amount must be in configured base currency only. And already added payments are visible with the below details on the Manage payment received page. 

1. Username: The user’s name whose payments are posted by the admin can be visible.
2. Invoice Number: After claiming the received payment, the Invoice number for the respective user is visible. Invoice numbers cannot be updated until the payment has been claimed.
3. Payment Date: The date and time of the received payment are displayed.
4. Transaction ID: A unique identifier that is assigned to a specific transaction or payment is displayed.
5. Bank Reference ID: A unique identifier that is assigned to a transaction by the bank after processing the payment is displayed. 
6. Amount Received: The total amount that has been received by admin as payment for a specific invoice is displayed. 
7. Payment Type: Payment type indicates the method of payment received, such as online, cheque, Demand Draft(DD), etc. 
8. Is Claimed?: This property indicates whether the received payment is claimed or not. 
9. Action: If the received payment hasn't been claimed yet, the admin can update and delete it.

6.1 Add New Payment

To add a new payment, Admin needs to follow the below steps

1. Click on Add new payment button on the Manage payment received page.   As a result, one pop-up window is visible to add tax details.
2. Add or select the below payment details in the pop-up window
   1. Select User: Select the user from the list for which you want to post the payment.
      1. If the activated the apply tax property for the User, Tax Amount and Net Amount After Tax are displayed.
   2. Tansaction ID: Add Tansaction Id.
   3. Bank Reference Id: Add Bank reference Id.
   4. Payment type: Select the payment type from the below options
      1. Online
      2. Offline
      3. Cheque
      4. Demand Draft
      5. Others
   5. Amount: Add the received amount. The amount should be in base currency. 
3. Tax Amount and Net Amount After Tax: these two fields will be visible if the admin selected the user whose applied tax property is active. 
   1. After entering the amount, the Tax Amount and Net amount after tax will be calculated automatically by the application as per the tax configuration. 
4. Click on the Save button to add the payment. As a result, the message " Payment details added successfully" is displayed.

6.3 Modification of Received Payment

To modify already configured payment details, Admin needs to follow the below steps

1. Click Edit from the Action column on the payment received page
2. Update the payment details as per the requirements and click the Save button on the Edit payment detail pop-up window.
3. After clicking on the save button, the message " Payment details updated successfully" is displayed.

To delete already configured payment details, Admin needs to click Delete from the Action column on the manage payment received page. The application asks for confirmation to delete the existing payment details. After confirming the same, the payment detail is deleted, and the message "Payment detail deleted successfully" is displayed

While adding / Updating the payment details, Admin can directly save and claim the received payment by clicking on Save and Claim button from Add new payment pop-up box/ Edit payment details pop-up box. 

By clicking on Save and Claim button, Admin is redirected to the Manage Invoice page and can claim the payment against the generated invoice for the respective user. 

Manage Invoice Draft

An invoice draft is a preliminary version of an invoice that has not yet been finalized or sent to the users. The purpose of an invoice draft is to allow the admin to review and make changes to the invoice before sending it to the customer. This page displays all the application-generated invoices for all users and the admin can approve the invoice accordingly.

Admin can make the following actions on the manage invoice draft page.

1. View Invoice
2. Approve user invoice and send invoice mail
3. Bulk approve and send invoice mail

Application-generated invoices are visible on the Manage invoice draft page with the below details

• Invoice Number: Application generated invoice number is displayed. 
• Email Id: The user’s configured email is displayed. 
• Name: The user name is visible.
• Invoice Date: The date of invoice generation is displayed. 
• Billing Duration: Billing duration refers to the length of time for which a customer is charged for a product or service
• Amount: Invoice amount displayed as per the service consumption. 
• Action: Admin can view the invoice and approve the invoice from the action column. 

The "view invoice" option allows the admin to see a specific invoice that has been generated for service. It appears as a button on the manage invoice draft page under the action column.

When the admin clicks on the "view invoice" option, the pop-up box is getting visible with the below details

• Company Information
• Billing information
• Payment details
• Bank details
• Summary of service consumption with rate
• Tax details

Admin can have the below options to approve user invoices. 

1. Single Invoice Approval
   1. To approve an invoice for a single user, Admin needs to click on Send mail and approve user invoice symbol from the action column on the manage invoice draft page. 

2. Bulk Invoices Approval

1. Admin can approve bulk invoices for different users by the below steps.

• Admin can approve the user invoices by manually selecting the checkbox on the manage invoice draft page. 
• After the manual selection of the user invoice, Admin clicks on Bulk Approve and Send Invoice.
• By Clicking on the Bulk Approve send invoice button, the application asks for confirmation which includes the details such as User names.
• The “Process of sending mail for generated Invoices has been initialized!” message is visible after clicking on the Bulk approve and send invoice button and a PDF of the invoice is sent to the users over the registered email id along with invoice details. 

• Admin can also select the “All” check box by which all the invoices present on the page are getting selected.
• After selecting all invoices, Admin needs to click on the Bulk approve & send invoice button, as a result, the application asks for confirmation which includes the details such as User names
• By doing this, Admin can approve bulk invoices at the same time. 
• The “Process of sending mail for generated Invoices has been initialized!” message is visible after clicking on the Bulk approve and send invoice button and a PDF of the invoice is sent to the users over the registered email id along with invoice details.  

The manage Invoice page displays all the invoices along with their respective payment status. Admin can claim invoice, download invoice, download Invoice report, or send a reminder to the user. 

On the Manage Invoice page, already approved invoices are visible to the admin with the below details

• Invoice Number (Invoice Date) 
• Name
• Due Date
• Billing Duration
• Payment Status
• Amount 
• Balance Due

  Create Invoice

Creating a manual invoice can be useful in situations where a business needs to bill a user for a one-time or custom order, or when they do not have an automated billing system in place.

To create the manual invoice admin needs to follow the below steps

1. Click on Create Manual Invoice on the Manage Invoice page.
2. Admin can choose whether to create a manual invoice for prepaid or postpaid users by selecting user type.
3. After selecting a user type, the admin can see a drop-down list for the user name based on the user type. Admin should select the username for which they want to create the manual invoice. 
4. In the case of a Prepaid user, Admin needs to add the recharge amount.
5. Admin can add a description that can provide clarity and transparency for both the business and the users.
6. 
7. After adding all the details, Admin needs to click on Create button on Create manual invoice page. As a result, Admin should be redirected to manage the invoice draft page, and the message displayed as “Draft Invoice created successfully with InvoiceId: M-EKRLHQ-C2”
8. 
9. In the case of a Postpaid user, By selecting the username, Admin can see the previously generated invoices which include all the information of the invoices. 
10. Admin needs to select the billing duration for which they want to create the manual invoice and needs to click on the fetch record button.  

11. The admin can view the invoice item and verify the service consumption by fetching the record with the following details

• ITEM [Country | Network]
• Rate
• Quantity
• Total

12. Admin unable to create an invoice for the date range whose invoice is already created. Also, The system-generated invoices for a specific date range cannot be overridden by manual invoices created by the admin.

13. After adding and fetching all the details, Admin needs to click on Create button on create manual invoice page. As a result, Admin should be redirected to manage the invoice draft page, and the message displayed as “Draft Invoice created successfully with InvoiceId: M-SUUE0Y-C16”

When the admin has a large number of invoices, filtering allows the admin to search for specific invoices based on the below criteria

• Date filter: The admin can apply a filter by selecting the calendar filter option below.
  1. Today
  2. Tomorrow
  3. Yesterday
  4. Last 30 days
  5. This month
  6. Last month
  7. Custom range: The admin can apply a customized date range filter for a duration of up to one year 
  8. 

• User: The admin has the option to apply a filter by choosing the username from the drop-down list.
• Invoice Id: After selecting the username, the invoices of the selected user are visible. The admin has the option to apply the filter by selecting invoice id from the drop-down list.
• Due status: The admin can apply for the below due status as a filter from the drop-down list. 
  1. All
  2. Overdue by 7 days
  3. Overdue by 15 days
  4. Overdue by 30 or more days
  5. Due by 7 days
  6. Due by 15 days
  7. Due by 30 or more days

• Payment status: The admin can apply for the below payment status as a filter from the drop-down list. 
  1. All
  2. Unpaid
  3. Partially paid
  4. Paid
  5. In dispute
  6. 

By clicking on Apply filters on the filter invoice popup box, All invoices that meet the criteria of the applied filter are displayed on the manage invoice page.

Download Invoice Report

Download Invoice Report functionality allows the admin to download a report that contains details of all user invoices visible on the manage invoice page.

Admin needs to click on Download Invoice Report. As a result, An excel file is downloaded to the admin’s local system which includes the following details

• Invoice Date
• Invoice ID
• Company Name
• User Name
• User Type
• Billing Duration
• Invoice Amount
• Amount Received
• Balance Due
• Payment Status
• Due Date

1. Admin can send payment reminders to different users by the below steps.

• Admin can send payment reminders to a single user by selecting the bell icon from the action column in the manage invoice page. 

• By Clicking on the send payment reminder button, the application asks for confirmation which includes the details such as invoice id and total amount. 
• The “Payment Reminder email sent successfully!” message is visible after clicking on the send payment reminder button and a payment reminder is sent to the users over the registered email id along with invoice details. 
• 

• To send the reminder to multiple users, Admin needs to click on send bulk reminder button on manage invoice page. 
• Admin can select particular invoices by selecting them from selecting the checkbox. 
• Admin can also select the “All” check box by which all the invoices present on the page are getting selected.
• After selecting all / Multiple  invoices, Admin needs to click on the send payment reminder button, as a result, the application asks for confirmation which includes the details such as User names
• The “Process of sending mail for generated Invoices has been initialized!” message is visible after clicking on the send payment reminder button and a payment reminder is sent to the users over the registered email id along with invoice details. 

The invoice journey refers to the process that an invoice goes through from creation to payment. It typically includes several steps, such as invoice creation, invoice approval, sending the invoice to the user, sending a payment reminder, and payment.

To view the Invoice journey, Admin needs to click on the invoice number on the manage invoice page. 

Once the invoice number is clicked, the invoice journey will become visible along with its corresponding descriptions.

Claim Payment

By associating the claim payment with the invoice id, the system can automatically update the payment status and keep track of any outstanding balances or adjustments related to the invoice.

To claim the payment for the respective user, Admin needs to click on Claim Status from the action column. 

By clicking, it Claims payment popup box will be visible with the below details. 

• Invoice ID: Application generated invoice number is displayed
• User Name: The user name is visible.
• User email id: The user’s configured email id is visible.
• User mobile number: User’s configured mobile number is visible.
• Invoice Total: Total invoice amount is visible as per the service consumption of the user.
• Payment Received: The sum of the amount received partially can be seen if the user has made a payment for the selected invoice ID. 
• Select the Claim Status drop-down list
  1. In Dispute: In the context of invoice payment, a dispute can refer to a situation where the payer and the payee disagree or have a conflict over the payment terms or amount. In this case, the admin can claim the invoice with “in dispute” claim status. 
  2. Partial payment: Partial payment in the context of invoice payment refers to a situation where the payer pays only a portion of the total amount rather than paying the entire amount in one payment, the payer may make a partial payment and leave a balance due. In this case, the admin can claim the invoice with a “Partial payment” claim status.  
  3. Short payment: Short payment in the context of invoice payment refers to a situation where the payer pays an amount that is less than the total amount due on an invoice.
  4. Full payment: Full payment in the context of invoice payment refers to a situation where the payer pays the entire amount due on an invoice. It means that the payer has cleared all outstanding balances and there are no further payments required for the invoice.
• Claim amount dropdown: From the drop-down list, the admin can choose the amounts that have already been received.
  1. After selecting the claim amount from the drop-down list, the Transaction id, date, and reference id is getting visible.  
• Total paid: The total amount payable, which comprises the partial payments, claimed amount, TDS, tax, and any applied discounts, is visible. 
• Amount due: Amount due in an invoice refers to the total outstanding balance that a user owes for the services provided

• When the claim status is set to Partial Payment or Short Payment, the following details are displayed.
  1. Enter TDS Amount textbox: In the context of an invoice, the TDS amount refers to the tax amount that is deducted by the person or organization making the payment before paying the invoice amount to the recipient.
  2. Enter Tax Exemption textbox: Tax exemption amount in an invoice refers to the amount of money that is exempted from being taxed. In other words, it is the portion of the invoice amount that is not subject to tax.
  3. Enter Discount textbox: A discount in an invoice is a reduction in the amount due for payment by a customer for services.
  4. Adjust From AR option: In case the user has paid an amount greater than the invoiced amount, the surplus amount will be added to the user's accounts as an account receivable (AR) balance. This balance can be utilized by users to settle upcoming invoices.
  5. Mark invoice as Fully Paid option: this option indicates that the invoice has been paid in full by the user. Once an invoice is marked as fully paid, it is considered closed and cannot be modified or amended
  6. 

Important notes:

• When admin claims the invoice for the first time then the total amount will be inclusive of configured taxable amount.
• When the user pays an excess amount to claim the invoice, the Excess amount is added to the Account receivable balance as a positive value.
• When the admin owes the amount from the user the negative value will be visible in the Account receivable balance. 

Download Invoice 

Admin can download the user invoices by clicking on the download invoice button from the action column on the manage invoice page.  Upon clicking on the download invoice button, a PDF file of the respective user's invoice is downloaded to the administrator's local system. 

Send Payment Reminder

Admin can send payment reminders to a single user by selecting the bell icon from the action column in the manage invoice page. 

By Clicking on the send payment reminder button, the application asks for confirmation which includes the details such as invoice id and total amount. 

The “Payment Reminder email sent successfully!” message is visible after clicking on the send payment reminder button and a payment reminder is sent to the users over the registered email id along with invoice details

Notification events

1. Invoice Sent: Sending user invoices over email can be a convenient and efficient way for businesses to keep track of their billing and payments. The invoice is sent to the user once the Admin approves the respective invoice. 

4. Manual Payment Reminder: When the admin clicks on the Send payment reminder / Send bulk payment reminder, the payment reminder notification is sent to the user’s registered email id. 

Add Credit

Add Credit for Prepaid user

The option is visible on the user management page under the credit tab to give credit to the user. 

Admin can click on Add credit button and fill below details 

• Payment Reference: A payment reference is a unique identifier that helps to identify and track a specific payment transaction.
• Select Payment: By selecting an unmapped invoice from the drop-down list, the admin can view the amount along with the tax calculation for that specific invoice.
•   

The "Add Credit" option is not available for postpaid users, since credits are added to their account by claiming invoices that are generated according to their service consumption.