INVOICE PORTAL 2.0 USER GUIDE

Published on May 20, 2021

Invoice Portal User Guide

What is the Invoice Portal?

The Invoice Portal is a SaaS application that offers enterprise-level B2B functionality to businesses of all types and sizes. It enables store owners to import invoices from 3rd party ERPs or create invoices directly from BigCommerce orders for B2B customers. It also enables buyers to view historical invoices and make online payment against these invoices. Invoice Portal is NOT a stand-alone application; it must work together with BundleB2B.

Seller Features

Login

BundleB2B and Invoice Portal share same user login account.

After login, user is able to select the application to open:

Roles and Permissions

  • There are (3) built-in roles on the seller side: Sales, Finance, and Admin.
    • IP-Sales includes the Store’s sales staff. They can view, edit, and/or delete invoices.
    • IP-Finance includes the Store’s finance or accounting staff. They have all Sales’ access rights but can also make manual payment against an invoice.
    • IP-Admin are responsible for the overall administration of the Invoice Portal. They have all Sales and Finance staff’s access rights, but can also add users, delete users, and they can configure Invoice Portal settings.

Note: BundleB2B and Invoice Portal share the same user login, and access control is available within the Roles & Permissions settings.

Invoice Portal Built-in Roles

Invoice Portal permissions can be enabled or disabled for different roles.

Adding New Users

Admin users can add new users under the “Users” page.

Any user can be assigned to a specific, predefined user role.

Create a New Invoice Against BC Order – Order Dashboard

The Order Dashboard is used for creating invoices against BigCommerce orders.

A customer can create sales orders in BigCommerce, and the BigCommerce order will be synced to the Invoice Portal order dashboard. If there are any updates occur to a BigCommerce order, the order update will be synced to the Invoice Portal.

Note: Only B2B orders are synced into the Invoice Portal order dashboard.
Sellers can click on “Create Invoice” to create invoice for a particular order.
In version 3.0, one order can only create one invoice.

The flag column in Invoice Portal’s order dashboard will indicate if an order is canceled or updated in BigCommerce.

Managing Invoices – Invoice Dashboard

Invoices in the Invoice Portal may come from BigCommerce orders or from an ERP import. The “Source” column indicates where each invoice is coming from.

From the Invoice Portal Dashboard, user can filter through invoices with invoiceID, customer, orderID and invoice status. User can also export invoices as a csv file.

User can view, edit, and/or delete invoices.

Note: Partially paid invoices cannot be deleted. Complete Invoice cannot be edited and deleted.

User can edit existing invoices by adding new invoice and cost lines, and can modify the quantity, price, and description for each line.

Managing Payments – Payment Dashboard

User can filter payments with paymentID, customer, and payment statuses.

Creating a Manual Offline Payment

User can search open invoices for a specific customer, using the customer’s name or external companyID.

The offline payment can be applied to one or multiple outstanding invoices for the selected customer.

User can enter a check number or other comments in “Check number or Cash payment memo” field. This value will be displayed in storefront for the buyers.

Buyer Features

User can view, filter, and export all invoices belonging to their account.

User can pay the invoices using BigCommerce’s payment gateway.

User can select one or more invoices to pay, enter the payment amount for each invoice and click on “Pay with BigCommerce” to initiate payment.

To view additional invoice details, including full payment history for a specific invoice, user can click on the “eye” icon to the right of the Pay button.

System Diagrams

Invoice Portal – User Roles and Permissions

Invoice Portal – Order to Payment Process