Billing Management
Table of Contents
- Section 1: Use Cases — 4 Application Examples
- Section 2: Feature Guide — Search & Filters / List Columns / Status Flow
- Section 3: FAQ — 8 FAQs + Notes
- Section 4: Related Features
Section 1: Use Cases
Quick Links: View Monthly Billing | Add Fee Adjustment | Close Billing | Mark as Invoiced
Scenario 1: View a Merchant's Monthly Billing
Situation: A merchant calls asking about this month's storage fee breakdown, and you need to quickly find their billing.
How to Do It:
- Use the "Merchant" filter to select the merchant
- Find this month's billing record
- Click the "Billing Name" to enter details
- Review each fee item (storage fees, adjustment items, etc.)
Result: Clear understanding of the billing composition, ready to answer the merchant's inquiry.
Scenario 2: Add a Fee Adjustment Item
Situation: This month you provided an extra labeling service for a merchant and need to add the charge to their billing.
How to Do It:
- Find the merchant's billing with status "Open"
- Click the billing name to enter the detail page
- Click "Add Adjustment Item"
- Fill in the description and amount (positive unit price for surcharge, negative for discount)
- Save the adjustment item
Result: Adjustment item added successfully; billing total updates automatically.
Scenario 3: Close a Billing
Situation: At the start of the month you need to close last month's billing, fixing the amount before issuing an invoice.
How to Do It:
- Find the billing with status "Open" and enter its detail page
- Verify the billing items and amounts are correct
- Click the "Close Billing" button
- Confirm the operation
Result: The billing status changes to "Closed", the amount is fixed, and invoicing can proceed.
Scenario 4: Mark a Billing as Invoiced
Situation: The invoice has been issued and sent to the merchant; the billing status must be updated to avoid duplicate invoicing.
How to Do It:
- Find the billing with status "Closed" and enter its detail page
- Confirm the invoice has been issued
- Click the "Mark Invoiced" button
- Confirm the operation
Result: The billing status changes to "Invoiced", indicating the billing process is complete.
Section 2: Feature Guide
Billing Management lets you review and manage warehousing service billings for each merchant. The system automatically calculates storage fees based on the billing mode on each merchant's rate card and generates monthly billings. Here you can view each merchant's billings and amounts, then click a billing name to enter the detail page to review items, add adjustments, close, and mark as invoiced — managing the full charging workflow.
Quick Links: Search & Filters | List Columns | Billing Status Flow
2.1 Search & Filters
Search
- Location: Search box at the top of the page
- Function: Search by "Merchant" or "Billing Name" keyword
Filters
| Filter | Description |
|---|---|
| Merchant | Filter billings for specific merchants; multi-select supported |
| Status | Open / Closed / Invoiced |
2.2 List Columns
| Column | Description |
|---|---|
| Merchant | Merchant the billing belongs to |
| Billing Name | Billing identification name; click to view details |
| Period | Date range covered by the billing |
| Status | Open / Closed / Invoiced |
| Total Amount | Total billing amount |
| Items | Number of items in the billing |
| Created At | Billing creation time |
The list is sorted by "Period" from newest to oldest by default.
2.3 Billing Status Flow
| Status | Description |
|---|---|
| Open | The billing is accumulating fees; adjustment items can be added |
| Closed | The billing is closed and the amount is fixed, ready for invoicing |
| Invoiced | Invoice issued; the billing process is complete |
Closing, marking as invoiced, and reopening are performed on the billing detail page: click a billing name to enter the detail page, where the available action buttons appear based on the current status.
Section 3: FAQ
3.1 FAQ
▪ What statuses does a billing have?
A billing moves through three statuses in order: "Open" (accumulating fees) → "Closed" (amount fixed) → "Invoiced" (process complete).
▪ How does the system calculate storage fees?
Storage fees are calculated daily based on the billing mode on the merchant's rate card. Common modes include:
- By Shelf: by the number of occupied shelf slots
- Pallet per SKU: each SKU counts as at least 1 pallet
- Pallet by Total: SKUs share pallets, totals are summed then rounded up
- By Exact Volume: by product volume (CBM)
- By Weight: by product weight
- By Pieces: by inventory piece count
The billing mode is configured on the "Fee Settings" tab in Merchant Management.
▪ Can I modify a closed billing?
A closed billing can be returned to open status via "Reopen" on its detail page, after which it can be modified. However, billings marked as "Invoiced" cannot be modified.
▪ What are adjustment items used for?
Adjustment items can be used for:
- Surcharges: extra service fees, overtime fees, special handling fees
- Discounts: promotional discounts, long-term partnership discounts
- Corrections: fixing billing errors
▪ How is the billing period determined?
Billings are monthly (e.g., 2026/01/01 ~ 2026/01/31), one per merchant per month. Fees within the period accumulate daily into that billing.
▪ Why can't I see a merchant's billing?
Possible reasons:
- The merchant has not yet set up a rate card or billing mode
- No fee items were generated during that period
- You do not have view permission for that merchant
▪ Can billings be exported?
Billing Management does not currently provide an export function. To provide reconciliation data to a merchant, enter the billing detail page and verify item by item.
▪ How are cross-month storage fees handled?
The system calculates storage fees daily and accumulates them into the corresponding month's billing. Products stored across months are counted in each month's billing separately.
3.2 Notes
⚠️ Important Reminders
- Verify amounts before closing: After closing, modifications require reopening first
- Describe adjustment items: Makes it easier to trace fee origins later
- Invoiced billings cannot be modified: Errors must be handled with adjustment items in the next period's billing
- Review billings regularly: Close last month's billings early each month to avoid backlog
Section 4: Related Features
| Feature | Description | Link |
|---|---|---|
| Billing Details | View billing items and perform status actions | Go |
| Merchant Management | Manage merchant information and rate card settings | Go |
| Inventory List | View inventory data affecting storage fee calculation | Go |
| Inventory Snapshots | View daily inventory records for reconciliation | Go |