Managing Invoices
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      1. PaymentSource Knowledge Base
      2. Invoices
      3. Managing Invoices

      How do I see all of my invoices?

      My Invoices allows you to see all received invoices and their payment statuses, download invoices and send questions to a vendor about an invoice.

      Within Invoices > My Invoices, you can:

      • View invoices from a specific location.
      • View a list and count of all invoices received.
      • View the sum of all received invoices. 
      • View notifications regarding invoices that need approval.
      • Use search and filter options to find specific invoices.
      • Download and/or export invoices.

      Each invoice appears as a row within the table on the initial page. The Invoice Amount column shows what is owed by the retailer in black font, while retailer credits are in red font. Click the ellipses button - - to add additional columns to the table:

      Payment Status

      Below are status definitions and recommended actions for Approved or Failed invoices:

      Term

      Definition

      		    
      Approved

      The invoice has been reviewed and confirmed to be accurate by the retailer and payment is ready to be scheduled or sent.

      ⚠️ Payment preferences must be completed before scheduling a payment. Open an Approved invoice, then click Go to Payment Preferences to choose a payment option, bank account, and set a maximum payment for the vendor:

      Learn more here: How do I add or change Bank Accounts?

      For non-regulated invoices, you can schedule payments at a later time: How do I schedule payments at a later time?

      		    
      Scheduled

      A payment date has been scheduled for the approved invoice and can be seen in the Payment Date column.

      Click on a Scheduled invoice's row to view or edit the payment date. 

      		    
      Pending

      A payment has been submitted through PaymentSource (manually or scheduled), and the retailer's bank must clear the withdrawal.

      		    
      Funding in Progress

      When money is actively being deducted from the retailer's bank account.

      		    
      Funded

      Money has successfully been deducted from the retailer's bank account via check or ACH payment.

      		    
      Released

      When the retailers ACH payment has been released and is moving to the vendor's account (Processed in 2 to 4 days), or if Fintech generated the check, this is the date it's mailed to the vendor (Processed in 24 to 36 hours).

      		    
      Paid

      The vendor successfully received the retailer's payment for an invoice.

      		    
      Failed

      The retailer's payment to the vendor for the invoice was declined.

      Click on the invoice's row to see further details regarding what the error may be. Under Payment Information, click the Fix Issue button, and select a fix option:

      		    

      Filtering and Sorting

      The invoice list is automatically sorted by the most recent invoice date within the table.

      You can view payment statuses for all of your locations, or to drill into each location one at a time:

      Use the search bar to look up specific invoices or select the filter button to organize the invoice list. You can change the sort order of a column within the table by clicking on the column’s name in the header row.

      Save time by setting the chosen sort and filter options as your default table setting by clicking the filter button and selecting the Save as default filter toggle:

      Approving Invoices

      You will see a notification banner on the page if there are invoices to be approved. You can either directly approve them by selecting Approve or review them by selecting View:
      💡 Learn more about managing non-regulated invoices here: Where do I upload and manage my invoices? 

      Downloading Invoices

      To download and print an invoice, you must have a premium subscription:

      1. Go to Invoices > My Invoices.
      2. To download, either:
        1. Hover over a row and click the download icon:
        2. Select a row and click the Download button in the top right of the screen.
      3. Open the PDF and print from your default program.

      Exporting Invoice Data

      You can export summary invoice data by month using the Export feature in My Invoices. The amount of data exported depends on your subscription level - click here if you'd like to expand the Fintech Portal's available services.

      To export invoice data: 

      1. Click the Export button in the top right corner of the page.
      2. Choose whether you want to download a PDF or CSV file of the data.

        💡 If you wish to export detailed invoice data (and are using the Fintech Portal's non-alcohol services to pay vendor invoices), you will be asked to choose between Regulated (alcohol) and Non-Regulated (everything else).

      3. Select the specific month and year of data you want to download. You can export 1 month at a time.
      4. Click the Download button.