Using TUNE, you can stay organized in your partner billing processes. Partner invoices are the documents your network uses to record how much is owed to a partner for a set time period. In accounting terms, the invoice is commonly known as an accounts-payable invoice, or an invoice that needs to be paid out.
This article is part of our Popular Features series.
Invoices in TUNE
Invoices are not tied to specific stats, but take the total of all the stats for a partner for a set time period when the invoice is generated. When creating invoices, the starting date is set to the day after stats were last recorded. An invoice contains the recipient contact info, sender contact info, and a line-item breakdown of the partners earnings by offer.
When a partner receives an invoice, it specifies how much they will be paid. For the fund transfer to go through smoothly, have your partner set up their billing preferences beforehand.
Invoices do not charge your account for the payout to the partner. Partner payments are handled using your specified payment method, outside of TUNE.
On Amounts: Amounts due are rounded to two decimal places ($0.00).
Creating An Invoice
To create an invoice in TUNE, go to Partners > Billing Invoices. At the top of the panel, click Create Invoice. Select the account from the dropdown menu that you would like to create an invoice for.
Tip: Once you’ve clicked on the drop down menu, you can begin to type the account name.
Enter the start and end dates and select “Recompute Invoice”. You can create a memo to the partner and add personal notes to keep track of invoice details, special circumstances, or any other details that should be noted. Once you’re finished, click Create at the bottom to save the invoice in the partner’s billing history. Invoices that are created and unpaid are included in partners’ balances.
Note that when you manually create an invoice for a partner, you cannot create an invoice that has overlapping dates with another invoice in your billing system. This prevents you from accidentally overpaying a partner for days that overlap with another invoice. If necessary, this feature can be overridden using the API.
Manually Generating Invoices
If your billing department needs time after an invoicing period to review statistics and make adjustments, then you can manually generate invoices. To start, go to Partner > Billing Invoices.
From there, click Generate Invoices in the top right. Then, input a date that corresponds to the last day of your desired billing period. To generate invoices for last month, select the last day of that month. To generate invoices for partners with invoice frequency set to weekly, select the last Sunday of the week.
Important: When generating invoices for past dates, you must first delete all invoices generated after that date.
The invoice generation script uses the specified date when analyzing partner billing history and creates invoices for all partners that have invoices ending on the date based on their invoice frequency.
We recommend auto-generating your partner invoices, because it streamlines your partner billing process. To enable this feature, first go to Company > Customize Application > Settings > Partner. In the Basic Settings section, make sure Partner Billing is set to “Enabled”.
Then in the partner Billing section below, set Auto Generate Invoices to “Enabled”. Invoices for partners are then generated automatically based on the Partner Invoice Frequency setting.
Auto-Generated Invoice Date
If you opt to auto-generate invoices, invoices are generated beginning at regular intervals during the year:
- Weekly – 12am on Sunday of each week
- Bimonthly – 12am on the 1st of the month, and 12am on the 15th of the month
- Monthly – 12am on the 1st of the month
- Two Months – 12am on the 1st of February, April, June, August, October, and December
- Quarterly – 12am on the 1st of March, June, September, and December
Creating a Duplicate Invoice Using the API
If you are looking to have multiple invoices for a partner that will overlap with a current invoice, the best way to do this is with the API.
Normally, the system checks to see if there is an existing invoice for the selected time period, partner and currency as this prevents a network from accidentally overpaying a partner for leads on another invoice.
To create a duplicate invoice with the API, you will append an &allow_duplicate=1 variable to the Create Invoice API call. Here’s an example of how this could look:
<? $base = "https://api.hasoffers.com/Api?"; $params = array( "Format" => "json", "Target" => "AffiliateBilling", "Method" => "createInvoice", "Service" => "HasOffers", "Version" => 2, "NetworkId" => "my-network-id", "NetworkToken" => "my-api-key", "allow_duplicate" => 1, "data" => array( "affiliate_id" => 2, "start_date" => "2014-11-02", "end_date" => "2015-05-24" ) ); $url = $base . http_build_query($params); $result = file_get_contents($url); echo "<pre>"; print_r(json_decode($result)); echo "</pre>"; ?>
This option is available only to enterprise accounts.
Editing an Invoice
Editing an invoice is different from adjusting conversions. Editing an invoice’s conversions or payouts only affects that particular invoice. When you use the Adjust Conversions feature, only stats are changed for un-invoiced activity. Adjusting Conversions does not update amounts on invoices.
To edit an invoice in TUNE, go to Partners > Billing Invoices. In the Statement column, select the invoice you want to edit. At the bottom, under Details History, you can add or subtract Conversions and Payout. Once you’re finished, save your changes by clicking Update.
Deleting an Invoice
To delete an invoice from the partner’s billing history, go to Partners > Billing Invoices. In the Statement column, select the invoice you want to delete. At the top, click Delete Invoice.
When it comes down to paying the partner for their earnings in an invoice, the invoice itself will not actually handle the transfer to the partner, this will have to be done manually or with an external payment processor like PayPal, Payoneer, or PayQuicker.
If you have made a payment to a partner and want to mark an invoice as paid, go to the partner invoice itself and set the Is Paid field to “Paid”. Click Save at the bottom to mark the invoice as paid and remove it from the partner’s balance.
Export to Quickbooks
Invoices are entered into Quickbooks as bills. Use the filter options and check boxes to select the invoices to export, making sure not to import duplicate data into Quickbooks. The debit and credit accounts allow you to specify the names of the accounts used in your Quickbooks. Data is exported in IIF format.