View Invoice Details

Overview

The Invoice Details page in the PortOne Admin Console provides an in-depth overview of each invoice, allowing administrators to review, manage, and take necessary actions. Below is a guide on how to navigate and understand the key components of the Invoice Details page.

Accessing the Invoice Details Page

1. Login to PortOne Admin Console: Use your credentials to log in.
2. Navigate to the Invoice Section: From the side menu, select Invoices.
3. Select an Invoice:
   • Browse or search for the desired invoice from the list.
   • Click on the invoice number to open the details page.

Invoice Details Overview

The page is divided into two main sections:

Invoice PDF Preview (Left Panel)
This section provides a PDF-like preview of the actual invoice as the customer sees it. Following are the key details:

• Bill To: Displays the customer's name, email address, and phone number.
• Invoice Number: A unique identifier for the invoice (e.g., #1718902540770).
• Invoice Date and Due Date: Mentioned clearly for tracking payment timelines.
• Description: Short description of the invoice (e.g., Non-return fee).
• Payment Details:
  • Total Due Amount: Shows the total amount due, with a "Pay Now" button for immediate payment.
  • Line Items: A detailed breakdown of items/services, including:
    • Item description.
    • Quantity.
    • Rate.
    • Subtotal.
  • Taxes/Additional Charges: Listed separately (e.g., GST).
  • Grand Total: The final payable amount after applying taxes and discounts.
• Custom Fields and Notes:
  • Custom fields configured for the invoice, like "Telstra Device Care".
  • Additional notes (e.g., "Thanks for creating invoice").

Admin Tools Actions (Right Panel)

• Send Invoice: Re-send the invoice to the customer.
• Download: Generate a PDF version of the invoice for offline use or sharing.
• Duplicate: Quickly replicate the invoice for similar transactions.
  Custom Fields:
• View and edit any custom fields configured during invoice creation.

Timeline (Right Panel)
A chronological record of all actions taken on the invoice, including:

• Invoice Created: Date and time when the invoice was generated.
• Invoice Sent/Scheduled: Timestamp for when the invoice was sent or scheduled for dispatch.
• Payment Started/Successful: Records the customer’s payment activities.
• Invoice Paid: Confirms payment completion.
• Partial Refund/Refund: Displays details if any refunds (partial or full) were processed.

Additional Features

• Customer Support Contact Information:
  • Email and phone numbers for support inquiries are displayed at the bottom.
• QR Code for Payment:
  • A scannable QR code for instant payment is embedded in the invoice.
• Status Tag:
  • The current status of the invoice (e.g., Partially Refunded, Paid, Overdue) is prominently displayed.
    
    

How to use the Invoice details page?

• Track Payment Status: Quickly check if the invoice is paid, overdue, or refunded.
• Manage Customer Queries: Use the timeline to address customer concerns about invoice delivery or payment.
• Download or Resend Invoices: Ensure customers have access to their invoices through download or email.
• Audit Logs: Utilize the timeline for audit purposes to understand invoice lifecycle events.

This intuitive interface ensures seamless invoice management and enhances businesses' administrative workflow.