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Business and Finance

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This document describes the features of the Business and Finance module in the Distributor Workbench.

Go to the Distributor Workbench. In the navigation pane on the left, click Business and Finance to go to the Business and Finance page.

Invoice management

Input invoices

In the navigation pane on the left, click Business and Finance > Invoice Management > Input Invoices to go to the Input Invoices management page.

  • Search for invoicing applications

    Set filter conditions such as Application Time, Supplier Store ID, and Billing Period to search.

  • How to apply for an invoice (The following steps are all performed on the Invoicing Application page):

    No.

    Description

    1

    Go to the Invoicing Application page:

    Click Apply for Invoicing to go to the Invoicing Application page. On this page, configure invoicing information and submit an invoicing application to the supplier.

    Note

    You can also go to this page by clicking Apply for Invoicing in the Operations column of a distributor procurement bill.

    2

    Configure the invoice title:

    Click image or image. In the Add Invoice Title dialog box, configure the invoice title information:

    • Select invoice type: Select an invoice type.

    • Configure invoice information: The Invoice Title and Taxpayer Identification Number are automatically read from the identity verification information of your Alibaba Cloud account. To modify them, click image to go to the Alibaba Cloud Account Center and change the identity verification entity.

      Important

      Changing the identity verification entity for your Alibaba Cloud account affects the contracts and the Alipay accounts used for payments between you, your suppliers, and your purchasers. Proceed with caution or consult an Alibaba Cloud operations specialist first.

    • Configure registration information: Enter the correct company registration information that matches the invoice title information. The email address is used to receive attachments for electronic invoices issued by the supplier.

    • Configure invoice mailing address information: Enter the correct recipient address and other information for paper invoices.

    After you configure the information, click Confirm to return to the Invoicing Application page.

    3.1

    Confirm pending invoice details:

    The original pending invoice details show only two rows of data. To view the complete data, download the file.

    1. In the Invoice Details section, click Download to go to the Download Hub. You can download the billing details to view and check them.

    2. Click Original pending invoice details to download and view the invoice detail data generated by the system.

    3. Adjust invoice details (Not yet available):

      If the data in the original invoice details is incorrect (such as wrong tax rates or codes), you can modify it in the downloaded file and click Change pending invoice details to upload the modified file.

      Note

      The feature to change pending invoice details is not available. If you have questions when checking the original invoice details, contact the supplier or an Alibaba Cloud operations specialist.

    3.2

    View NET item (credit note) data:

    Click the NET Item Data tab to view NET item data. You can download the data details for viewing.

    Note

    The system only supports downloading and viewing NET item data. Applying for credit note invoices is not supported. To apply for a credit note invoice, contact the supplier offline.

    4

    Select invoicing data: Select the original invoice detail data or the changed invoice detail data as the data source for invoicing.

    Note

    When the feature to change pending invoice details is not available, you cannot select the invoicing data. The original invoice detail data is used by default.

    5

    Enter a description for the invoicing application:

    6

    Submit the application:

    Click Submitimage to submit the invoicing application. Wait for the supplier to complete the invoicing.

    Note

    To save the information as a draft, click Save. You can submit the application after you finish entering and confirming the information.

    After you submit the application, you can view it in the Pending Invoicing list on the Input Invoices page. For more information, see View and manage invoicing applications.

  • View and manage invoicing applications

    You can switch between tabs image to view and manage invoicing applications in different states:

    Pending Invoicing

    In the Pending Invoicing list, you can view saved or submitted invoicing applications.

    Operations:

    • Details: View the details of the invoicing application.

    • Cancel Invoicing: Cancel the current invoicing application.

    • Modify Application: Modify the information of the current invoicing application. You can only modify saved applications. For submitted applications, you must cancel the application and then submit a new one.

    Invoiced

    In the Invoiced list, you can view applications that the supplier has invoiced.

    Operations:

    • Details: View the details of the invoicing application.

    • Progress: Go to the Invoicing Progress page to view the invoice processing status, logistics information, and more. You can also download invoice attachments uploaded by the supplier.

    • Download: Download the invoice attachment.

    Rejected

    In the Rejected list, you can view invoicing applications that the supplier has rejected.

    Operations:

    • Reason: View the reason for rejection.

    • Progress: Go to the Invoicing Progress page to view the invoice processing status and other information.

    • Modify Application: After confirming the reason for rejection with the supplier, the distributor can modify the application information and resubmit the invoicing application.

Output invoices

In the navigation pane on the left, click Business and Finance > Invoice Management > Output Invoices to go to the distributor's output invoice management page. On this page, distributors can view and process invoicing applications from purchasers.

  • Search for purchaser invoicing applications:

    Set filter conditions such as Applicant Name and click Filter to search.

  • Manage purchaser invoicing applications:

    Pending Invoicing

    Click the Pending Invoicing tab to view invoicing applications from purchasers that are in the pending state. In the invoicing application information column, the distributor can view information for the current application, such as Applicant Information, Invoicing Application ID, Invoice Title, and Taxpayer Identification Number.

    Reference information: The system provides reference information for the invoicing party, such as the Number of Detail Items and Estimated Amount. Note that the data in the reference information may differ from the actual data. For details about the reference information, click image to view the description.

    View and invoice:

    This is for processing a purchaser's invoicing application. Click View and Invoice to go to the Invoicing Application Review page.

    No.

    Description

    1

    View and confirm the purchaser's invoice title and other information:

    2

    Download and check the sub-bills that correspond to the invoicing application:

    3.1

    View and download invoice details:

    Select the Pending Invoicing tab to download and view the invoice data details.

    Note

    • If the purchaser's invoicing data is from changed invoice details, you can download the changed invoice details and check them.

    • If the downloaded invoice details have missing or incorrect tax rates or codes, add or correct them promptly and submit the changed details (see Step 3.2). After you make the changes, you do not need to add or adjust them again next month.

    3.2

    Update tax rates and codes:

    If the invoice data details submitted by the purchaser have missing or incorrect tax rates or codes, click Update Tax Rate to add or update them.

    1. Download the Update Tax Rate and Code Template file. Add or update the correct dedicated tax rates and codes for invoicing, and then save the file.

      Note

      If a product is missing a tax rate or code, the system automatically adds the product information to the table. You only need to add the tax rate and code. To update a product's tax rate or code, you must manually add the product ID and other information to the table.

    2. Upload the saved file.

    3. Click OK.

    3.3

    View NET item (credit note) data:

    Click the NET Item Data tab to view NET item data. You can download the data details for viewing.

    Note

    The system only supports downloading and viewing NET item data. Applying for credit note invoices is not supported. If a purchaser needs a credit note invoice, communicate with them offline.

    4

    Confirm the data type of the purchaser's invoicing application:

    If the data is from changed invoice details, check the invoicing data carefully. See Step 3.1.

    5

    View the description of the invoicing application:

    6.1

    Approve or reject the invoice:

    Click image to approve the invoice. In the Approve and Invoice dialog box, select an Invoicing Method and an Estimated Completion Time, and then click OK.

    Note

    • For the online invoicing method, you must contact an Alibaba Cloud operations specialist to configure the integration with an invoicing system to enable automatic invoicing. Currently, LinkedMall only supports integration with invoicing systems such as Piaotong. If you have not configured the integration, complete the invoicing process by uploading the invoice (see Step 8) or entering logistics information (see Step 7) after the invoice is issued.

    • If the system reports an error that the invoicing data is incorrect during invoice confirmation, click Reject Invoiceimage at the bottom of the page and promptly contact the buyer, who must then confirm the information and resubmit the invoicing request.

    After the invoice is successfully approved, the invoicing status changes to Invoicing.

    If the invoicing method is Online Invoicing and you have configured the integration with an invoicing system, the invoicing status automatically changes to Invoiced after the system issues the invoice.

    6.2

    Add tax rates and codes:

    If the invoicing data submitted by the purchaser is missing tax rates or codes and you did not add them in Step 3.2, a dialog box appears when you click Approve Invoice, prompting you to add the missing information:

    1. Download the Tax Rate and Code Issue Data table.

    2. Add the tax rates and codes, and then re-upload the saved file. Then, click Approve Invoice again. See Step 6.1.

    Note

    This step only lets you add missing tax rates and codes. To update tax rates and codes, see Step 3.2.

    7

    Enter logistics information for paper invoices:

    If the issued invoice is a paper invoice, you must enter the logistics information in the pending invoicing list after the invoice is issued:

    You can enter up to three tracking numbers for each invoicing application:

    After you upload the logistics information, the status of the invoicing application changes to Invoiced and it moves to the Invoiced list.

    Note

    • For paper invoices, the status changes to Invoiced only after you enter the logistics information.

    • For paper invoices, you can also click the Upload Invoice button to upload an invoice attachment.

    8

    Upload attachments for electronic invoices:

    Click Upload Invoice to upload an invoice attachment. The purchaser can then download the attachment.

    After you upload the invoice, the status of the invoicing application changes to Invoiced and it moves to the Invoiced list.

    Invoiced

    Click the Invoiced tab to view invoicing applications from purchasers that are in the invoiced state. In the invoicing application information column, the distributor can view information for the current application, such as Applicant Information, Invoicing Application ID, Invoice Title, and Taxpayer Identification Number.

    Reference information: The system provides reference information for the invoicing party, such as the Number of Detail Items and Estimated Amount. Note that the data in the reference information may differ from the actual data. For details about the reference information, click image to view the description.

    Operations:

    Details: View the invoicing application information submitted by the purchaser.

    Modify Logistics: Modify, add, or delete logistics information for paper invoices.

    Update Tax Rate: If the actual tax rate and code used for invoicing are different from the ones read by the system for the product, you can update the product's invoicing tax rate and code.

    Note

    Distributors who have integrated with the Caijing invoicing system and configured online invoicing in LinkedMall can ignore this feature. The system automatically updates the invoicing tax rates and codes.

    Modify Invoice: Upload or delete invoice attachments.

    Note

    After you delete an invoice attachment, the purchaser cannot view or download it. Proceed with caution.

    Invoicing Progress: If the distributor has integrated with an online invoicing system (such as Piaotong or Caijing), you can view the invoicing progress in the system after the invoice is issued.

    • Switch between Special VAT Invoice and General Invoice to view the lists of special and general invoices issued by the invoicing system.

    • Click an Attachment Name in the list to download and view the invoice.

    • Click Download Detail Rows to view the invoice details for that invoice.

      Note

      Note that if the invoice status is Returned, click View Reason to see why the invoicing failed. Contact your finance department to verify the reason for the failure.

      If invoicing failed because of errors in the invoice details, such as the Product Title or Tax Rate and Code, you can Modify Data to re-upload the invoice details and then Re-invoice. If the failure was caused by other reasons, contact your finance department to verify and handle the issue.

    Rejected

    Click the Rejected tab to view invoicing applications from purchasers that are in the rejected state. In the invoicing application information column, the distributor can view information for the current application, such as Applicant Information, Invoicing Application ID, Invoice Title, and Taxpayer Identification Number.

    Reference information: The system provides reference information for the invoicing party, such as the Number of Detail Items and Estimated Amount. Note that the data in the reference information may differ from the actual data. For details about the reference information, click image to view the description.

    Operations:

    View Reason: View the reason why the invoicing application was rejected.

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