Billings
Table of Contents
1. Use Cases
Quick Links: Monthly reconciliation with a merchant ｜ Export a billing as an invoicing basis ｜ Add an ad-hoc charge
Case 1: Monthly Reconciliation with a Merchant
Situation: It's the start of the month and you need to settle last month's warehousing and fulfillment service fees with one of your merchants. You need a single statement listing every charge for that merchant in that period (storage rent, inbound handling) so you can verify the amounts together.
Use this feature: Each merchant has one billing per billing period. Find the matching billing by merchant and period in the billing list, open it to review the line items one by one, and once verified, close it to lock the amount.
Result: You hold a finalized statement whose amount can no longer change, ready to reconcile directly with the merchant.
Case 2: Export a Billing as an Invoicing Basis
Situation: After reconciling with the merchant, your finance colleague needs to issue an invoice or payment request based on this month's service fees, and needs a spreadsheet they can open in Excel.
Use this feature: On the billing detail page, click "Export". The system produces an Excel file split into three sheets: storage, inbound, and adjustment.
Result: Your finance colleague gets an itemized spreadsheet they can use directly as the basis for invoicing that merchant.
Case 3: Add an Ad-hoc Charge
Situation: This month you handled an unexpected batch of return repackaging for a merchant. This work isn't covered by the system's automatic storage and inbound fees, but you've agreed to charge the merchant for it.
Use this feature: While the billing is still open, go to the detail page and use "Add Adjustment Item" to manually add an adjustment line item with a date, description, and amount.
Result: This ad-hoc charge is folded into the merchant's monthly billing total and is included in both reconciliation and export.
2. Feature Overview
Billings is your reconciliation hub for charging each merchant for warehousing and fulfillment services. The system generates one billing per merchant per billing period, automatically aggregating that month's storage, inbound, and other fees. Here you review and verify each billing, add ad-hoc charges, lock the amount by closing it, and export the line items as the basis for invoicing the merchant. This is your main entry point for settling service fees with merchants each month.
Jump to: Search & Filter ｜ List Columns ｜ Billing Status
2.1 Search & Filter
- Search: Enter a keyword from the Billing Name or Merchant name to find a specific billing.
- Merchant: Show only a chosen merchant's billings; if you handle a single merchant, this filter is hidden.
- Status: Filter by billing status, for example to show only open billings that haven't been closed yet.
2.2 List Columns
The list is sorted by period from newest to oldest by default. The columns are described below; the remaining columns are self-explanatory from their names:
| Column | Description |
|---|---|
| Merchant | The merchant this billing belongs to; hidden if you handle a single merchant |
| Billing Name | The billing name, usually "year-month + Billing"; click to open the billing detail |
| Period | The billing's start and end dates, usually a full month |
| Status | The billing's current stage, see Billing Status |
| Total Amount | The sum of all line item amounts in this billing |
| Items | How many charge items this billing contains |
2.3 Billing Status
A billing has three statuses by progress, and the status determines whether it can still be changed:
| Status | Meaning |
|---|---|
| Open | The billing is still being compiled; you can add adjustment items and close it |
| Closed | Closed and the amount is finalized, but can still be reopened or marked as invoiced |
| Invoiced | An invoice has been issued; the billing is final and can no longer be changed |
For status transitions and their limits, see the billing detail page.
3. FAQ
3.1 FAQ
▪ Do I create billings myself?
No. Billings are generated automatically by the system based on each merchant's billing settings, aggregating storage, inbound, and other fees per billing period. On this page you view, verify, and process existing billings; there is no "create billing" entry on the list.
▪ Why can't I see the "Merchant" column and filter?
When you handle a single merchant, the system automatically hides the merchant column and filter, because all billings belong to the same merchant and no longer need to be distinguished.
▪ Can one merchant have two billings in the same month?
No. A merchant has only one billing per billing period; the system does not allow duplicate billings for the same period.
▪ How is the Total Amount calculated?
The total is the sum of all charge item amounts under the billing, including system-calculated storage and inbound fees plus any adjustment items you add manually. Each adjustment item you add recalculates the total.
▪ What kinds of charges are in a billing?
Three kinds: Storage (warehousing rent), Inbound (inbound handling fees), and Adjustment (ad-hoc charges you add manually). The first two are generated automatically based on the merchant's billing settings.
▪ How do I close, export, or add charges?
These actions are all on the billing detail page. Click the billing name to open the billing detail, where you can close it, export to Excel, and add adjustment items.
3.2 Notes
⚠️ Important Reminders
- Billings is an advanced-plan feature. If "Billings" is missing from your menu, your current plan does not include this feature; contact your plan administrator about upgrading.
- Once a billing is marked as Invoiced it is permanently final and can no longer be reopened or edited, so be sure to verify every item before issuing the invoice.
💡 Tip: When reconciling, use the Status filter to show only Open billings and handle merchants that haven't been closed yet first.
4. Related Features
| Feature | Description | Link |
|---|---|---|
| Merchants | Manage each merchant's basic profile and billing settings | Go |
| Value Added Services | Configure extra chargeable value-added service items | Go |
| Shipping Rate Cards | Configure shipping rate tiers charged to merchants | Go |