Managing orders
Order overview
You can access the order overview via the "Orders" tab. In the order overview, you can see all orders at a glance. Each order is displayed with its corresponding order number, order date, due date, amount, and status. Above the overview, you have the option of searching for a specific order in the search field. Simply enter the order number or the invoice number to find the respective order.
Order status
Here you will find an overview of the different order statuses:
| Status | Description |
|---|---|
| Created | Orders with the status "Created" were successfully created. These orders have passed our risk and identity checks. |
| Rejected | Orders with the status "Rejected" may have been declined for various reasons. Possible reasons include, for example, exceeded limits, insufficient creditworthiness, inadequate identification or the identification of fraud-relevant features. |
| Shipped | If the order has been marked as "Shipped", the goods have left your warehouse. At this point, your customer will receive an email from Billie with the relevant payment information. In addition, the payment term will be shown according to your settings for this order. Furthermore, the invoice payment period for you as a merchant starts from the time of shipping. |
| Paid out | If the status is "Paid out", the goods have already been shipped by you, and you have been paid for the invoice. |
| Overdue | If an order is "Overdue", the customer has exceeded the payment deadline. At this point, the automated dunning process begins. Billie contacts the customer with a payment reminder and two further reminders, for a total of three, within 28 days. |
| Completed | If an order is “Completed”, all steps have been successfully completed and your customer has paid the invoice. |
| Canceled | An invoice with the status "Canceled" means that it has been successfully canceled. In this case, the invoice amount that was paid to you will be recovered by us at Billie. If the canceled order was previously shipped by you and was in the status "Shipped", then we will charge you a transaction fee. If the order was only in status "Created", you will not be charged any fees. |
You can use the filter function to sort your orders in the list according to a specific filter. To do this, simply click on the filter icon on the right.
Create orders
If you would like to create an order manually, you can do so by using the "Create Order" button at the top right. If you wish to create the order for a customer that already exists in the Billie Dashboard, find them via the search bar and then proceed to create the order. For a new customer, you can enter their details, confirm that they are correct and then place the order in the "Create order for new customers" field that appears. In this field, you can enter further details about the customer, like customer number, billing address and more.
Make sure you enter the customer's data correctly to avoid incorrect identification and a resulting rejection of the order by Billie. Billie also checks the data entered for the customer.
We would like to inform you that for a first order by a new customer, only a different delivery address can be entered, not a different billing address. This option is only possible after the first successful and paid order for this customer. If the order has been successfully created, you will see it under your Orders tab.
How to create an order for a new customer:
How to create an order for an existing customer:
View orders
If you click on an order in the overview, you will be taken to the individual view of this order.
- In the individual view you can see all order information, such as the order number, invoice number, order date, shipping date, term and due date. You will also see the amount of the order, as well as the amount of tax paid.
- Below the “Ordering Information” field, you will see the payment information that the customer needs for their bank transfer. This should also be added to your invoice.
- Under the payment information, you will see the customer's details as well as the customer's billing and delivery address.
- The last two boxes in the individual view will show you the dunning process and the payment history.
- In the "Payment history" box, you can see all payments that have been associated with this order.
Edit orders
In the individual view, you have the option of using various functions for an order. These can be important in different situations. In the following text, we will therefore briefly clarify how to use them, depending on the situation.
Cancelling orders and reducing the amount
The functions "Cancel order" and "Reduce amount" can be used independently of the order status. If you cancel an order before it has been shipped and is in the “Created” status, no Billie fees will be charged. If the order has already been shipped, we charge the usual Billie fees. You can cancel the order at any time before it is handed over to our collection partner, which occurs after the dunning process is completed on the 28th day past due. You can also cancel an order if you wish to buy back the invoice from Billie and thereby reverse the transfer of the debt to Billie. After a successful cancellation, the invoice amount paid to you will be recovered. See how to cancel an order in the Dashboard here.
Reduce order amount
Use the "Reduce amount" function if you want to reduce the amount of an order. This reduces the total amount of the invoice to the amount you are re-entering, and therefore also reduces Billie's claim against the customer. You may use this function, for example, if the customer returns or successfully claims part of the order. This process is equivalent to an invoice credit or correction. See how to reduce the amount of an order here.
Manually mark orders as shipped
Manually mark the order as shipped using the "Mark as sent" function when the goods have left your warehouse, or you have performed your service to the customer. Usually this is done automatically through your integration with Billie. If there is no integration with your shop system, and you make manual shipping notifications, enter the invoice number and order number in the field that opens. In addition, upload the invoice in PDF format (note: the file must not be larger than 2 MB).
Only from the time of shipment can the invoice be paid out to you, and then the time window for your customer's payment period begins. Important: If the goods have not been marked as shipped, you will not receive your payment, nor will the customer receive the request to pay. See how to manually mark an order as shipped here.
Reporting payments
The "Report a payment" function can be used in various situations. This function causes the amount entered to be collected from you as a merchant payment via direct debit by Billie. Among other things, this may be necessary if a customer does not pay to the account designated by Billie for an outstanding debt, but makes the transfer directly to you and your own company account. In this case, reporting the payment in the dashboard for this order would be correct, as you have now received the payment for this receivable twice. In addition, the term continues for your customer if not reported, as Billie cannot allocate a payment to the outstanding invoice.
Once the reported payment has been collected (note: it takes between 1-3 business days), the receivable will automatically close for this order with Billie. You can also use this function if Billie forwards you a payment as an overpayment. This happens especially when Billie cannot allocate incoming payments from your customers to certain orders. To make this easier for you to track, we send you financial reports every working day showing these overpayments (note: you can also track overpayments under the payment history in the individual view of an order or under the "Payments" tab in the dashboard). If you are able to allocate an (over)payment forwarded to you to a specific order or multiple orders in the financial reports sent to you, you can also use the "Report a payment" function for this/these order(s). This function can also be used similarly to the "Cancel order" function to reverse the assignment of receivables to Billie. See how to report a payment here.
Suspend dunning communication
As the last function in the individual view of an order, you have the option as a merchant to independently suspend dunning communication for a customer's order for seven days. You can only do this between the first and seventh day of the overdue period, after which it is no longer possible to pause the dunning process yourself. If you would like to create a dunning pause for an order even though the overdue duration has passed seven days, you must contact us by e-mail at [email protected]. Please always give us the reason for a dunning pause.
Additional functions for API integrations (v2)
Split orders
The API v2 integration allows you to split an order into multiple invoices, so the order view and functionality may differ slightly from the view and functionality overview described above. Splitting an order into several (partial) invoices is done, for example, if you can ship part of the order, but another part of the same order could not be shipped yet. The goods that have already been shipped, are entered as one invoice under this order. And the second part of the order is then entered as a second invoice under this same order as soon as this part has been shipped by you.
Please note that the amount of the partial invoice is already due from the time of issue and shipment. You can see which orders this affects in the order overview under the status "Partially shipped".
Cancel partial invoices
In the detailed view of an order, you can "cancel" an order completely or "reduce" the amount of the order. In this view, under the fields “Ordering information” and “Payment method”, you will now see the new field “Invoices”. There you can add partial invoices for this order if part of the service provision from this total order has already been carried out by you.
Report payment for partial invoices
If you click into the (partial) invoice, you have the possibility to report a payment for this invoice, in case you have received the payment from the customer directly, or if we have forwarded the payment to your account as an overpayment. You can make a credit note for (partial) invoices if your customer wants to return the part of the goods under this (partial) invoice, and you subsequently take back the goods.
Updated 5 months ago