Within Invoices > My Invoices, you can:
- View all alcohol and non-alcohol (non-regulated) invoices submitted by vendors, as well as user-uploaded non-alcohol invoices that have been approved.
⚠️ Uploading non-alcohol invoices to your account is only possible with a Premium or Premium Plus subscription: AP Automation.
💡 User-uploaded non-alcohol invoices need to be reviewed and approved within Manage Invoices before they move to My Invoices. Learn more here: Where do I upload and manage my invoices? - Filter invoices by specific location.
- 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 (premium subscription required).
Each invoice appears as a row within the table. By default, invoices are sorted by the most recent due date. The Invoice Amount column shows what is owed by the retailer in black font, while retailer credits are in red font:
Payment Statuses
Below are payment status definitions and if applicable, recommended actions to take:
| Term |
Definition |
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| Approved |
An invoice that has been reviewed by Fintech or by the user (uploaded non-alcohol invoice), confirmed as accurate, and is ready to be scheduled for payment. If a vendor submits an invoice that is older than 30 days, you will be required to view and approve it in My Invoices before payment is scheduled. |
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| Scheduled |
A payment date has been chosen for an Approved invoice. This date can be seen in the Payment Date column.
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| Funding in Progress |
(Premium Plus subscription only) When money is actively being deducted from the retailer's bank account for check or ACH payment. The date can be seen in the Withdrawn Date column. |
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| Funded |
(Premium Plus subscription only) Money has successfully been deducted from the retailer's bank account for a check payment. |
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| 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). |
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| Paid |
The vendor successfully received the retailer's payment for an invoice. |
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| Refunding |
(Premium Plus subscription only) A payment has been stopped, and funds will be deposited within 2-4 business days. |
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| 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:
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| Cancelled |
Payment completion has been stopped by either the retailer or the vendor. ⚠️ If you need to stop an alcohol invoice from being paid, contact the associated vendor. If you need to stop a non-alcohol invoice from being paid, learn how to do so here: Stopping non-alcohol payments. |
Basic Searching and Filtering
View invoices for all of your locations, or choose to only see a specific location using the location drop-down:
The search and filter options will help find specific invoice records based on Vendor Name, Invoice #, Invoice Date, Payment Status, and more:
Click the grid filter icon
to apply additional filters across the entire grid, such as Vendor Type (Alcohol or Non-Alcohol - requires a Premium or Premium Plus subscription), Payment Type (ACH, Check), Invoice Source, and more. To save the selections as the default view, toggle Save as default filter, then click Apply All. To clear these selections, click Reset All:
Some columns contain hyperlinks that make it easier to access key screens and view further invoice details:
For example, selecting a vendor's name will open the vendor's profile, while the location ID or location name will open a location's profile. To return to My Invoices, click the back button in your browser.
💡 If you want to open multiple invoices at the same time, select the hyperlink in the Invoice # column rather than selecting the row. This will open an invoice as a new tab in your browser:
For detailed instructions on using more grid controls, see Grid Navigation.
Viewing Invoice Details
To view invoice details, such as shipping information or line-items, select a row from the grid:
If you'd like to see how an invoice was paid, when it was received, or when an invoice was scheduled for payment, click Show More:
💡 When alcohol invoices are submitted by vendors, Last Activity (Invoice History) will note that they have been auto approved and scheduled for automatic payment.
Non-alcohol invoices uploaded via Manage Invoices are also auto approved, but the user who scheduled the payment will be listed.
Depending on your subscription, you can download or print a copy of the invoice. If you notice a mistake on an invoice, you can also send an inquiry to the vendor through the portal:
💡 From My Invoices, quickly download Approved invoices by clicking the download icon in the Actions column:
Exporting Invoice Data
From My Invoices, you can export invoice data by month using the Export feature. The amount of data exported depends on your subscription level.
To export invoice data:
- Click the Export button in the top right corner of the page.
- Choose to download an invoice summary report (PDF or CSV) or an invoice detail report (CSV only):
💡 If you choose Invoice Detail and process non-alcohol invoices, you will have to choose between exporting either Regulated (alcohol) or Non Regulated (non-alcohol) data:
- Select the specific month and year of the data you want to download. You can export 1 month at a time.
- Click Download, then monitor your file until it is saved to your device:
⚠️ If you log out or your session ends during an export, you will need to export the file again.