ChannelEngine: invoices

About this article

This article describes the invoices overview within ChannelEngine.

Table of contents

Introduction

Overview

Invoice calculation

FAQs

Introduction

ChannelEngine invoices using a transaction-based methodology starting on the first day after month-end. All transactions that have not been invoiced since the last invoicing period are included in the coming invoice. While the vast majority concerns the previous month's transactions, invoices can also include transactions from multiple months.

This new approach is valid as of the January 2022 month-end. ChannelEngine forgoes any missed transactions from 2021 that were not invoiced, given that this period was still under the old method.

Overview

To see an overview of all your ChannelEngine invoices as well as the multiple orders related to those invoices:

1. On ChannelEngine, click Finance and click Invoices. By default, all invoices are listed – from the newest to the oldest. The number of invoices displayed per page can be customized, and you can browse your invoices by clicking Next or choosing a specific page.
2. To see more details of a particular invoice, click the 'eye' icon under the Actions column. As well as the Invoice ID, Invoice date, Month, Period, and Total invoiced amount, you can see all orders linked to the selected invoice.
   
   
3. Click the 'eye' icon related to one of the orders to open a new tab that displays that order's details. Under the overview, you can also search for a specific invoice using the Invoice ID.
   

Invoice calculation

For each active tenant, ChannelEngine fetches:

• Un-invoiced orders - an order created between 1 January 2022 and the last day of the invoicing period (i.e.: the end of the month). Also, it is not a test order, was not marked as deleted, and has not been invoiced yet. If the order has no correct InvoiceExchangeRate, ChannelEngine uses the exchange rate from the day when the invoice is issued. That can only happen when the company currency is changed between the invoicing periods.
• Translation costs - if you make use of the product translations feature, the translations costs are calculated from the start to the end of the invoicing period. Translation fees are split per plugin.
• Active products - the products listed on click channels.
• Invoice plan fees - fees based on the invoice plan assigned to the company.

ChannelEngine re-calculates the fee according to the company’s currency, and bases it on the exchange rate from the day the invoice was created.

Single order invoicing calculation

For single orders, ChannelEngine uses the following calculation:

InvoicedTotal = (order total - VAT) * InvoiceExchangeRate

• InvoiceExchangeRate - the rate is available on the invoice detail page.
• InvoiceExchangeRate - the rate taken when the order is imported into the system. This rate relies on a currency assigned to the company in administration.

Invoices are not created when:

• The InvoiceStartDate is not set.
• The InvoiceEndDate is set, but the date has already passed.
• The company has no active tenants assigned.

FAQs

When I compare month X on the invoice with the statistics on ChannelEngine, there are differences in the number of orders or in the totals. What is wrong?

Because ChannelEngine's invoices and statistics are calculated in a different way, invoice and statistics  numbers may differ. The main reasons for this discrepancy are:

• The order was not in the system - ChannelEngine imports orders that were created in the external system on the last day of the previous month (month X - 1 day), but were not imported until later in that month. This order is not calculated in statistics for month X, as the order date falls under the previous month. At the same time, it is invoiced in month X – as it was not yet in the system to invoice it for the previous month.
• Orders with statuses 'Canceled' and 'Awaiting payment' are not included in the statistics - ChannelEngine includes orders with the statuses Canceled and Awaiting payment on the invoice, but they are not included in the statistics.
• The grand total is different because of different calculations:
  • Invoicing is calculated per channel. For all orders with a closing date (i.e.: ClosedDate, not OrderDate or CreatedAt) in the invoice period, the sum of the order total is calculated in the following way (excl. VAT):

    sum of Order.OrderTotalInclVat - Order.TotalVat

    That total is then converted from the account currency (i.e.: Tenant.CurrencyCode) to EUR. This is the amount shown on the invoice.

  • Statistics are calculated per selected period, for all orders with an order date (i.e.: OrderDate, not ClosedDate or CreatedAt) in the selected period, excluding orders with status Canceled, the sum of the order line totals is calculated in the following manner (incl. VAT):

    sum of OrderLine.LineTotalInclVat

    That is the amount shown under Total revenue in the statistics.

Why are my canceled orders included in the invoices?

All orders processed via ChannelEngine's system utilize its resources. Therefore, ChannelEngine bills on all processed orders – not only on shipped orders.