1. Invoice Premium Services
  2. Invoice Premium Free
  3. Blank Invoices To Print
Newton User Guide: Accounting - Invoice/Billing
Required Software Version: Spring 2017
Legacy Instructions Available: Click Here
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Invoices created in Agency Systems can have up to seven lines. For premium finance Agency Bill invoices, one of the lines is entered as a credit (-), reducing the client receivable balance.

The method used to create the premium finance invoice line is determined by how much of the total premium is passed through the agency.

  • See Down Payment Only Collected if only the down payment is received from the client to the agency, and the finance company will pay the insuring/billing company direct.
  • See Full Amount Collected if the full amount is received by the agency, with the finance company sending the money to the agency instead of the insuring/billing company direct.

Jul 31, 2020 To print or save a PDF copy of the invoice, select Download PDF.::: moniker region='o365-21vianet' Request a Fapiao. You can submit your Fapiao request to our Fapiao management system about three (3) days after you have paid. In the admin center, go to the Billing Bills & payments page. Find the invoice that you want, and then select Get Fapiaos. Subscription Invoice for Premium Submitted by cecilejp on ‎2016-10-26 12:23 PM Even when using Spotify for personal use it would be useful to be able to receive Invoice (with the name of the User and the paid amount) when needed.

See: Invoice: Create An Invoice - Premium Finance: Return Premium To Finance Company for return premium invoices.

  • 1Option (A): Down Payment Only Collected
  • 2Option (B): Full Amount Collected

Option (A): Down Payment Only Collected

The procedure below should be used when posting a premium financed invoice and the retail agency is responsible for collecting the down payment from the client.

If the agency will be collecting the down payment and the amount financed from the premium finance company, see Full Amount Collected below.

Step 1: Create an Invoice (Down Payment Only)

Premium invoice define
Example: Down Payment Only
$1000.00 policy premium.
$700.00 amount financed directly.
$300.00 down payment from the client.
Invoice - Premium Finance Down Payment.pdf
Invoice Query - Premium Finance Down Payment.pdf
  1. Load a Client on a client tab.
  2. On the Client Dashboard tab select the (+) next to Policies. (To expand the band by default, see: Preferences)
  3. Left-Click the desired policy number to open the Policy Dashboard. (Optionally, Left-Click on the premium value to jump directly to Policy & Billing.)
  4. Select Policy & Billing within the top toolbar. The last transaction for the policy is displayed. If needed, select a prior policy sequence.
  5. Verify the transaction is not invoiced. If the policy transaction is already invoiced, first create a new policy sequence using the policy menu or the Policy Dashboard.
  6. Verify the Bill Method is Agency Bill. (The default bill method is specified in the Company Profile.)
  7. Verify the Invoice Date.
  8. Select Next to create the first invoice line. An invoice can have a maximum of seven lines.
  9. Enter the premium in the Amount field and press <TAB>. (From example: $1000.00).
  10. Verify the invoice line values, pressing <TAB> to jump to the next field. Each value will default from the policy.
    • Company - It is common to change the invoice company to a parent company that is different than the policy company.
  11. Verify the commission details. (Broker Billed commissions are calculated differently.)
    • The Agency Commission defaults from the Company Profile. The commission can be entered as a percentage of the premium, or a dollar amount.
    • The Producer and Producer Commission default from the Producer Profile. The commission can be entered as a percentage of the agency commission, or a dollar amount.
    • The Sub Producer will default if it is saved to the client. Verify the commission which defaults from the Producer Profile.
  12. Optionally enter a short Description which will display for the line on the printed invoice.
  13. Verify Invoice Type -> Regular and select Next to add an additional invoice line.
  14. Enter the following premium finance line 2 values:
    • Enter the amount financed as a credit. (From example: $-700.00)
    • Enter the Transaction Code for Premium Finance.
    • Enter the Class Code for Premium Finance.
    • Leave the Company Code as the Insuring/Billing company. Do not enter the premium finance company code.
    • Verify the Agency Commission is $0.00.
  15. Optionally enter a short Description which will display for the line on the printed invoice.
  16. Verify Invoice Type -> Regular and select Finish when done, then Save when prompted.
  17. Select Finish or Save to finalize the invoice.
  18. Newton will generate an invoice number and create all of the general ledger receivables and payables for the invoice. Select Print or Email.
    • Invoice - Premium Finance Down Payment.pdf - example of the invoice.
    • Invoice Query - Premium Finance Down Payment.pdf - explanation of the general ledger credits and debits.
  19. To enter the down payment, do not close Policy & Billing. See Step 2: Record The Client's Down Payment below.

See: Invoice: Create An Invoice for more information.

Step 2: Record the Client's Down Payment (Down Payment Only)

First, follow the steps above to create the invoice, leaving Policy & Billing open. If not already opened, find and open the invoice from the Client Tab.

  1. From Policy & Billing select Create Client Payment. Press <TAB> after each step to step skip to the next field.
  2. Enter the client's Check Number. (Press <F2> for cash)
  3. Enter the Amount received. (From Example: $300.00)
  4. Verify Cash Type -> Regular.
  5. Enter the Date the cash was received.
  6. Verify the Bank.
  7. Verify the Department.
  8. Optionally, enter a Description.
  9. Select OK.
  10. Select Yes or No to print.
  11. Exit the Policy & Billing window.

See: Client Payment for more information.

Invoice Premium

Option (B): Full Amount Collected

The procedure below should be used when posting a premium financed invoice and the retail agency is responsible for collecting the down payment from the client and the amount financed from the premium finance company.

If the agency will only be collecting the down payment, see Down Payment Only Collected above.

Step 1: Create an Invoice (Full Amount Collected)

Example: Down Payment Only
$1000.00 policy premium.
$700.00 amount financed to be collected from company.
$300.00 down payment from the client.
Invoice - Premium Finance Full Amount.pdf
Invoice Query - Premium Finance Full Amount.pdf
  1. Load a Client on a client tab.
  2. On the Client Dashboard tab select the (+) next to Policies. (To expand the band by default, see: Preferences)
  3. Left-Click the desired policy number to open the Policy Dashboard. (Optionally, Left-Click on the premium value to jump directly to Policy & Billing.)
  4. Select Policy & Billing within the top toolbar. The last transaction for the policy is displayed. If needed, select a prior policy sequence.
  5. Verify the transaction is not invoiced. If the policy transaction is already invoiced, first create a new policy sequence using the policy menu or the Policy Dashboard.
  6. Verify the Bill Method is Agency Bill. (The default bill method is specified in the Company Profile.)
  7. Verify the Invoice Date.
  8. Select Next to create the first invoice line. An invoice can have a maximum of seven lines.
  9. Enter the premium in the Amount field and press <TAB>. (From example: $1000.00).
  10. Verify the invoice line values, pressing <TAB> to jump to the next field. Each value will default from the policy.
    • Company - It is common to change the invoice company to a parent company that is different than the policy company.
  11. Verify the commission details. (Broker Billed commissions are calculated differently.)
    • The Agency Commission defaults from the Company Profile. The commission can be entered as a percentage of the premium, or a dollar amount.
    • The Producer and Producer Commission default from the Producer Profile. The commission can be entered as a percentage of the agency commission, or a dollar amount.
    • The Sub Producer will default if it is saved to the client. Verify the commission which defaults from the Producer Profile.
  12. Optionally enter a short Description which will display for the line on the printed invoice.
  13. Verify Invoice Type -> Regular and select Next to add an additional invoice line.
  14. Enter the following premium finance line 2 values:
    • Enter the amount financed as a credit. (From example: $-700.00)
    • Enter the Transaction Code for Premium Finance.
    • Enter the Class Code for Premium Finance.
    • Change the company code to the premium finance company.
    • Verify the Agency Commission is $0.00.
  15. Optionally enter a short Description which will display for the line on the printed invoice.
  16. Verify Invoice Type -> Regular and select Finish when done, then Save when prompted.
  17. Select Finish or Save to finalize the invoice.
  18. Newton will generate an invoice number and create all of the general ledger receivables and payables for the invoice. Select Print or Email.
    • Invoice - Premium Finance Full Amount.pdf - example of the invoice.
    • Invoice Query - Premium Finance Full Amount.pdf - explanation of the general ledger credits and debits.

  19. To enter the down payment, do not close Policy & Billing. See Step 2: Record The Client's Down Payment below.

See: Invoice: Create An Invoice for more information.

Step 2: Record the Client's Down Payment (Full Amount Collected)

First, follow the steps above to create the invoice, leaving Policy & Billing open. If not already opened, find and open the invoice from the Client Tab.

  1. From Policy & Billing select Create Client Payment. Press <TAB> after each step to step skip to the next field.
  2. Enter the client's Check Number. (Press <F2> for cash)
  3. Enter the Amount received. (From Example: $300.00)
  4. Verify Cash Type -> Regular.
  5. Enter the Date the cash was received.
  6. Verify the Bank.
  7. Verify the Department.
  8. Optionally, enter a Description.
  9. Select OK.
  10. Select Yes or No to print.
  11. To enter the company finance payment, do not close Policy & Billing. See Step 3: Record the premium finance company payment below.

See: Client Payment for more information.

Step 3: Record the Premium Finance Company Payment

Although Reconcile Company Payables is typically used to create GL-2110 Company Payable check transactions, the steps below will change the payment type to a cash receipt.

If the premium finance company pays the insuring company direct, this step is not required. See: Down Payment Only Collected above.


First, follow the steps above to create the invoice, and record the client's down payment leaving Policy & Billing open.

  1. From Policy & Billing, select Invoice -> Payment -> Reconcile Payables. (Otherwise select Company -> Reconcile Company Payables (Agency Bill).)
  2. Verify 2110 - Company Payables is selected.
  3. Enter the Premium Finance Company Code used on line 2. (From Example: APF)
  4. Verify the premium finance invoice is within the selected Start Date and End Date.
  5. Select OK.

  6. Right-Click on the invoice, and select Pay This Invoice In Full.
  7. Select Payment Details... at the bottom.
  8. Change the default payment type to Create A New Cash Transaction To Pay.
  9. Enter the cash receipt details for the premium finance company check.
    • Verify the Bank.
    • Enter the Department.
    • Select the Effect Date.
    • Enter the Check Number.
    • Optionally enter a short description, such as the policy number or insured name.
    • Enter the Amount. (From example: $700.00)

  10. Select OK to close the transaction details.
  11. Confirm the payment totals at the bottom of the reconcile window, and select Perform Reconciliation.

  12. Select OK when prompted.
  13. After the client and premium finance payments are attached, the policy / billing company is ready to be paid with a premium check through reconcile payables.
    Invoice Query - Premium Finance Full Amount With Payments Attached.pdf


See: Reconcile Company Payables for more information.

Premium

Create Other Invoice Types

There are a number of different types of invoices, such as regular invoices, return premium finance invoices, mortgagee invoices, and installment invoices.

See: Accounting - Invoice/Billing for more information.

Edit an Invoice

There are a number of different methods available to edit or adjust an invoice depending on the type of adjustment, and the status of the invoice. Invoices with accounting entries such as client or company payments limit the fields of an existing invoice that can be modified. Invoices in closed accounting periods cannot be modified. Adjustments to invoice balances can be made using reconcile, new invoices, or with journal transactions.

See: Invoice: Edit An Invoice or Accounting - Invoice/Billing for more information.

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Important

As of January 26, 2021, new bank accounts are no longer supported for customers in Belgium, France, Italy, Luxembourg, Portugal, Spain, and the United States. If you’re an existing customer in one of those countries, you can continue paying for your subscription with an existing bank account, and you can add new subscriptions to it, but only as long as the bank account is in good standing.

Either monthly or annually (depending on the option you chose when you purchased your subscription), you'll receive an email that tells you that your new billing statement is available in the admin center. Learn how to find and view your bill or invoice.

Your invoice contains two pages. Page 1 is the invoice summary, and contains general information about the invoice, order, amount due, how to make a payment, and how to contact support.

Page 2 contains details about the billing activity for each subscription.

For descriptions of the fields and terms included in your invoice, see the Invoice Field Glossary later in this article.

Understand billing concepts

Before you view your invoice, it's helpful to understand a few key billing concepts.

Invoice balance vs. order balance

Invoice balance is the amount shown on your invoice, and is only the amount due for that particular billing period. Your total order balance is the sum of all unpaid invoices. You can view your order balance in the Billing section of the admin center.

Billing frequency vs. invoice frequency

Billing frequency means how often you are billed. Subscriptions are billed either monthly or annually, depending on what option you chose during the subscription purchase. Invoice frequency means how often you receive an invoice. If you chose annual billing, you'll only receive one invoice per year, unless activity for your subscription requires a charge or a credit.

If you have more than one order, you'll receive an invoice for each order.

Invoice Field Glossary

The following table describes the fields you might see on your invoice. Some fields listed here might not appear in your invoice, depending on whether you pay by invoice or by credit card or bank account.

Note

Paying by bank account is not available in some countries or regions.

NameDescription
Annual PriceSubscriptions are billed monthly or annually. If you chose annual billing during the subscription purchase, the annual license price is reflected on the invoice. If you want to change the billing frequency, you'll have to cancel your subscription and repurchase it with the new billing frequency.
Billing PeriodBilling Period is the time period since the last invoice date. Service Period is the time period during which you are charged to use the service.
Bill-ToThis is the address of your billing department, and is usually the same as the Sold-To address. To update your billing address, see Change your billing addresses.
ChargesPage 1 of your invoice summarizes all charges for the invoice Billing Period. Page 2 shows the detailed charges for each subscription.
CheckIf you pay by invoice and check payment is offered in your country, the bottom of page 1 includes information about where to send your payment. Please reference the invoice number on your check.
CreditsPage 1 of your invoice summarizes all credits for the invoice Billing Period. Page 2 shows the detailed credits for each subscription.
Customer PO NumberYour Purchase Order (PO) number. If you update the PO number, future invoices will include it. Change your purchase order number.
NOTE You can't add a PO number to an existing invoice.
DaysEach billing transaction is associated with a Service Period. The Days column indicates the number of days in that service period.
DiscountsPage 1 of your invoice summarizes all discounts for the invoice Billing Period. Page 2 shows the detailed discounts for each subscription.
Due DateThe date when payment is due for the invoice. If your subscription is paid with a credit card or bank account, we will charge your credit card or banking account the day after the Invoice Date.
NOTE Paying by bank account is not available in some countries or regions.
Electronic Funds TransferIf you chose 'invoice' as the subscription payment method, page 1 contains the Microsoft bank account information for electronic (wire, ACH, SEPA, etc.) payments. Usually, your bank will have a reference field you complete when you send a payment. Please reference the invoice number shown in this field.
Grand TotalThis row includes the totals for all Charges, Discounts, Credits, SubTotal, Tax, and Total columns for all subscriptions listed on the invoice.
Invoice DateThe date the invoice was created. The invoice date is the day after the end of your Billing Period. For example, if your Billing Period is Jan 15 - Feb 14, your Invoice Date is Feb 15.
Invoice NumberThe unique number assigned to your invoice. Please reference the Invoice Number with your payment.
Monthly PriceSubscriptions are billed monthly or annually. If you chose monthly billing during the subscription purchase, the monthly license price is reflected on the invoice. If you want to change the billing frequency, you'll have to cancel your subscription and repurchase it with the new billing frequency.
Order NumberEvery time you buy a new subscription, an order is created. Every month, you'll receive an invoice for each order.
Payment InstructionsIf you pay by credit card, you'll see 'Do not pay - charged to credit card on file.' If you pay by invoice, you'll see instructions for paying by Electronic Funds Transfer (EFT) and check (if applicable).
Payment TermsThe number of days from the Invoice Date when payment is due. The standard is 30 days.
ProductOn page 1 of your invoice, 'Online Services' is the generic term used to describe your subscriptions. On page 2 , you'll see the individual subscription names.
QTYThe number of licenses purchased during the Service Period.
Service PeriodService Period is the time period during which you are charged to use the service. A Billing Period is the time period since the last invoice date.
Service Usage AddressThe address where the service is being used, usually the same as your Sold-To address. To update your Service Usage Address, see Change your billing addresses.
Sold-ToYour company name and address. To update this information, see Change your organization's address, technical contact email, and other information.
SubTotalEach subscription listed on your invoice has a separate SubTotal row for all Charges, Discounts, Credits, SubTotal, Tax, and Total columns for that subscription.
TaxPage 1 of your invoice shows the total tax. Page 2 shows the tax rate applied, and the total tax amount for each line item. If your invoice contains taxes and your company is tax exempt, please contact support.
TotalThe amount due for the invoice Billing Period.

Change your purchase order number

If you pay by invoice, you can add or change the purchase order (PO) number for your subscription.

Note

You can't add a PO number to an existing invoice. The PO number will appear on all future invoices.

  1. In the admin center, go to the Billing > Your products page.
  1. In the admin center, go to the Billing > Your products page.

Invoice Premium Services

  1. In the admin center, go to the Billing > Your products page.
  1. On the Products tab, select the subscription that you want to change.

  2. On the subscription details page, in the Subscription and payment settings section, select Edit invoice.

  3. At the bottom of the Edit details for paying by voice pane, enter your PO number, and then select Save.

Related content

Learn how to find and view your bill or invoice (article)

Change your billing addresses (article)

Change your organization's address, technical contact email, and other information (article)

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