Finance

Go to the Supplier Workbench. In the navigation pane on the left, click Finance to go to the Finance page.

Definitions

Term	Definition
Payment for Goods - Bill	A document generated for suppliers and purchasers on the 2nd day of the following month to reconcile orders, cash flow, payment times, and other financial and business information related to payments for goods.
Payment for Goods - Supplementary Settlement Bill	In real-time settlement scenarios, payment settlements may fail due to exceptions with the Alipay collection tool. A supplementary settlement bill is generated monthly for these failed orders to collect outstanding payments.
Payment for Goods - Settlement Bill	In post-settlement scenarios, no actual fund transfer occurs when an order is placed. Therefore, a settlement bill is generated along with the regular bill on the 2nd day of the following month. The purchaser must complete offline settlement within the billing cycle, and the supplier confirms the settlement online to release the credit limit.
Technical Service Fee - Transaction Record	A technical service fee transaction record is generated based on product order transactions between the supplier and the purchaser. The fee is calculated according to the rate specified in the technical service fee agreement signed with Alibaba Cloud.
Technical Service Fee - Bill	A technical service fee bill is generated on the 2nd day of the following month, along with the product bill, based on technical service fee transaction records and the status of product orders (after-sales confirmed).
Technical Service Fee - Settlement Bill	In post-settlement scenarios, because no fund transfer occurs when an order is placed, a technical service fee settlement bill is also generated on the 2nd day of the following month for settling technical service fees between Alibaba Cloud and the supplier.

Payment for goods bills

Supplier supply bills

In the navigation pane on the left, click Finance > Payment for Goods Bills > Supplier Supply Bills to go to the Main Supply Bills page.

• Filter: Set filter conditions and click Filter to display bills that meet the criteria.

• View old bills: Click View old bills to go to the Product Bills - Main Order Reconciliation page. On this page, you can view bill information from the old system.

• Operations: In the Operations column of the bill list, you can View sub-bills and Download summary bill details for a specific bill.

  • View sub-bills: Click View sub-bills to go to the Sub-supply Bills page. The system displays a list of sub-bills included in the main supply bill. On the Sub-supply Bills page, you can filter and view sub-bill information. You can also perform operations such as View supplementary settlement bill, View settlement bill, and Download bill details.

    For a description of some fields in the sub-bill list, see Description of some fields in the main bill list.

    Filter sub-bills: Set the filter conditions and click Filter.

    View supplementary settlement bill: Click View supplementary settlement bill to go to the Supplier Supply Supplementary Settlement Bills page. For more information, see Supplier supply supplementary settlement bills.

    View settlement bill: Click View settlement bill to go to the Supplier Supply Settlement Bills page. For more information, see Supplier supply settlement bills.

    Download bill details: Click Download bill details. In the Batch Export dialog box, enter a Report Name and click Batch Export. You can view the exported report in Export History.

  • Download summary bill details: Click Download summary bill details. In the Batch Export dialog box, enter a Report Name and click Batch Export. You can view the exported report in Export History.

    Note

    Exported reports are retained for only 30 days. Download the reports to your local machine promptly.

    The following describes some of the fields in the bill report:

    • Recording Type: Recorded, Not Recorded.

      • Forward Main Order: After a successful payment, the sub-order is not recorded. After receipt is confirmed, the sub-order becomes recorded.

      • Reverse Sub-order: After a successful refund for an order with confirmed receipt, the reverse order is recorded.

    • Order Type: Dropshipping.

    • Main/Sub-order Type: Main Order, Sub-order. Main orders and sub-orders are merged into one table for easy reconciliation. The order is not necessarily chronological or sequential and may have misalignments.

    • Order Fund Flow: Forward, Reverse.

    • Order Status: The status of main orders and sub-orders is displayed according to the order state machine.

    • Payment Method: Real-time Payment (Instant Settlement), Post-settlement (Offline Settlement).

    • Sales Type: Distribution.

    • Settlement Status: Settled, Unsettled. For unsettled amounts, a supplementary settlement bill is generated for real-time payments, and a settlement bill is generated for post-settlement payments.

    • Order Amount:

      • User Payment Amount: Empty.

      • Channel Payment Amount: The payment amount collected by the channel.

      • User Settlement Amount: Empty.

      • Channel Settlement Amount: The channel settlement amount for secured transactions.

    • Transaction No.:

      • User Payment Transaction No.: Empty.

      • Channel Payment Transaction No.: The channel provider's payment transaction number or the Alipay channel provider's payment transaction number.

      • User Refund Transaction No.: Empty.

      • Channel Refund Transaction No.: The channel provider's refund transaction number or the Alipay channel provider's refund transaction number.

    • Alipay Merchant Order No.: The transaction number for the order between the platform and Alipay.

    • Other notes:

      • The details list includes orders that are paid successfully, completed successfully, and refunded successfully.

      • If a sub-order is partially refunded successfully, it is also considered a successfully completed transaction. The refund request time is the time of the last successful refund.

      • In-sale refund: After all sub-orders are successfully refunded during the sale, the main order status changes to Transaction Closed.

      • After-sale refund: A successful after-sale refund for a main order with confirmed receipt does not change the main order status. The status remains Transaction Successful.

      • Reverse order information is not displayed at the main order dimension, except for orders with a Transaction Closed status.

• Description of some fields in the main bill list:

  • Billing Cycle: The naming convention is Year+Month. The summary bill period is generated by calendar month. No bill entry is displayed if there is no data. The Billing Cycle spans from the first to the last day of the bill month.

  • Bill Amount: After receipt is confirmed, the actual amount received for the order is recorded.

    • Total Amount: Recorded Amount = Order Payment Amount - Order Payment Refund Amount (After-sale).

    • Total Forward Amount: Order Payment Amount (Actual amount paid for the order, at the main order dimension).

    • Total Reverse Amount: Order Payment Refund Amount (After-sale successful, at the sub-order dimension).

  • Settled Amount This Month: The amount that has been recorded and successfully settled.

    • Total Amount: Recorded and Settled Amount = Order Settlement Amount - Order Settlement Refund Amount (After-sale refund).

    • Total Forward Amount: Order Settlement Amount.

    • Total Reverse Amount: Order Settlement Refund Amount (After-sale successful).

  • Unsettled Amount This Month: The amount that failed to settle this month and requires supplementary or post-settlement. Unsettled Amount = Total Bill Amount - Total Settled Amount This Month.

  • Supplementary Settlement Amount: In the real-time settlement model, the recorded portion of a failed settlement will be included in a supplementary settlement bill.

    • Total Amount: Total Bill Amount - Total Settled Amount This Month.

    • Total Forward Amount: Total Bill Amount - Total Settled Amount This Month.

    • Total Reverse Amount: Recorded but settlement failed.

  • Post-settlement Amount: In the post-settlement billing cycle model, all recorded portions are included in the post-settlement bill.

    • Total Amount: Recorded Unsettled Amount (Order Payment Amount - Order Payment Refund Amount (After-sale)).

    • Total Forward Amount: Order Payment Amount.

    • Total Reverse Amount: Order Payment Refund Amount (After-sale).

  • Order Quantity:

    • Total Forward Count: The number of recorded main orders (number of orders with confirmed receipt).

    • Total Reverse Count: The total number of recorded refunded sub-orders (after-sale) (number of sub-orders with successful after-sale refunds).

Supplier supply supplementary settlement bills

In the navigation pane on the left, click Finance > Payment for Goods Bills > Supplier Supply Supplementary Settlement Bills to go to the Supply Supplementary Settlement Bills page. In real-time payment (settlement) mode, orders and after-sale orders that fail to settle are included in the current month's supplementary settlement bill by the system.

• Filter supplementary settlement bills: Set the filter conditions and click Filter.

• Operations: In the supplementary settlement bill list, you can Download supplementary settlement bill or View supplementary settlement bill details.

  • Download supplementary settlement bill: Click Download supplementary settlement bill. In the Batch Export dialog box, enter a Report Name and click Batch Export. You can view the exported report in Export History.

• View supplementary settlement bill details: Click View supplementary settlement bill details to go to the Supply Supplementary Settlement Bill Details page.

  • Bill Information: You can view information such as Billing Cycle, Order ID, and Supplementary Settlement Bill ID.

  • Filter orders: Set the filter conditions and click Filter.

  • Order Information List: You can view the order information included in the settlement bill.

Supplier supply settlement bills

In the navigation pane on the left, click Finance > Payment for Goods Bills > Supplier Supply Settlement Bills to go to the Supply Settlement Bills page. In post-settlement mode, after the user confirms receipt, the system generates a bill and a settlement bill. The supplier can complete the settlement offline with the purchaser.

• View settlement process description: Hover your mouse over to view the Settlement Bill Settlement Process Description.

• Batch confirm settlement bills: Check multiple settlement bills to be confirmed and click Batch confirm settlement bills.

• Operations: In the Operations column of the settlement bill list, you can Download settlement bill and Confirm settlement bill.

  • Download settlement bill: Click Download settlement bill. In the Batch Export dialog box, enter a Report Name and click Batch Export. You can view the exported report in Export History.

  • Confirm settlement bill: For unconfirmed settlement bills, check them for accuracy and after completing the offline settlement, click Confirm settlement bill to complete the confirmation.

    Important

    • You must complete the Confirm settlement bill operation. You can only perform this operation after confirming that the offline settlement with the counterparty is complete.

    • Confirmation is required to release the corresponding channel provider's credit limit. Otherwise, it will affect the channel provider's ability to place orders normally.

    If you have any objections to the settlement bill, contact the Alibaba Cloud LinkedMall operations staff promptly.

Technical service fee bills

After a supplier joins LinkedMall and signs up for channel recruitment activities, they must sign a specific technical service fee contract with Alibaba Cloud (such as the "LinkedMall Technical Service Fee and Settlement Supplementary Agreement"). The technical service fee rate takes effect according to the contract terms.

Technical service fee transaction records

Corresponding technical service fee transaction records are generated based on the order details between the supplier and the purchaser.

In the navigation pane on the left, click Finance > Technical Service Fee Bills > Technical Service Fee Transaction Records to go to the Technical Service Fee Transaction Records page. In the order list, click after each order ID to copy the current ID.

• Filter orders (transaction records): Set the filter conditions and click Filter.

  Note

  You can only filter and query data from the last 3 months.

• Description of some fields in the order (transaction record) list:

  • Technical Service Fee Rate: This is based on the technical service fee contract signed with Alibaba Cloud.

  • Technical Service Fee Status:

    • Initialization: The order has not been confirmed for receipt and has not been refunded.

    • Pending Deduction: The commission has been successfully collected and is ready for payment.

    • Deduction in Progress: In the pay-as-you-go mode for technical service fees, a special payment has been initiated.

    • Deduction Successful: The special payment was successful.

    • No Deduction Required: The order's sub-orders have completed after-sales service, and no technical service fee needs to be paid.

    • Deduction Abnormal: The special payment was abnormal.

  • Technical Service Fee Amount: Actual Order Payment Amount × Technical Service Fee Rate.

Technical service fee bills

On the 1st of each month, the system compiles a summary of order details for which technical service fees were successfully collected. It then generates corresponding technical service fee bills based on the technical service fee payment method, store, or different business lines.

In the navigation pane on the left, click Finance > Technical Service Fee Bills > Technical Service Fee Bills to go to the Technical Service Fee Bills page.

• Filter service fee bills: Set the filter conditions and click Filter.

• Description of some fields in the bill list:

  • Product Payment This Month (Settled amount for orders with confirmed receipt): The settled amount for orders included in the current month's product bill.

  • Amount Payable This Month: Product Payment This Month × Technical Service Fee Rate.

  • Amount Paid This Month: The technical service fee amount that has been successfully settled with Alibaba Cloud this month.

  • Amount Unsettled This Month: Amount Payable This Month - Amount Paid This Month.

  • Historical Amount Paid: The unsettled amount from previous months that was actually and successfully settled with Alibaba Cloud this month.

• Operations: In the Operations column of the bill list, you can click:

  • View bill: Click View bill to go to the Alipay Technical Service Fee Bill Details page. In the Order Information column of the Service Fee Transaction Record List, click to copy the current order ID.

    • View basic bill information: You can view service fee bill information such as Bill Type and Billing Cycle on the page.

    • Filter service fee transaction records: Set the filter conditions and click Filter.

    • Description of some fields in the Service Fee Transaction Record List:

      • Associated with current month's payment bill: Associates with bill information from the current or previous months.

      • Associated with historical transfer bill: Displays the corresponding bill month for this transaction record detail.

  • View settlement bill: Click View settlement bill to go to the Technical service fee settlement bills page.

  • Download bill details: Click Download bill details. In the Batch Export dialog box, enter a Report Name and click Batch Export. You can view the exported report in Export History.

Technical service fee settlement bills

On the 1st of each month, the system compiles a summary of order details for which technical service fees were successfully collected. It generates technical service fee bills based on the technical service fee payment method, store, or different channel businesses. The unsettled portion automatically generates a technical service fee settlement bill.

In the navigation pane on the left, click Finance > Technical Service Fee Bills > Technical Service Fee Settlement Bills to go to the Technical Service Fee Bills page.

• View settlement process description: Hover your mouse over to view the Settlement Bill Settlement Process Description.

• Batch confirm settlement bills: Check multiple settlement bills to be confirmed and click Batch confirm settlement bills.

• Operations: In the Operations column of the settlement bill list, you can Download settlement bill and View details.

  • Download settlement bill: Click Download settlement bill. In the Batch Export dialog box, enter a Report Name and click Batch Export. You can view the exported report in Export History.

  • View details: Click View details to go to the Technical Service Fee Settlement Bill Details page. In the Order Information column of the Service Fee Transaction Record List, click to copy the current order ID.

    • View basic settlement bill information: You can view service fee settlement bill information such as Settlement Bill Type and Billing Cycle on the page.

    • Filter service fee transaction records: Set the filter conditions and click Filter.

    • Description of some fields in the Service Fee Transaction Record List:

      • Associated with current month's payment bill: Associates with bill information from the current or previous months.

      • Associated with historical transfer bill: Displays the corresponding bill month for this transaction record detail.

  • Confirm settlement bill: For unconfirmed settlement bills, check them for accuracy and click Confirm settlement bill to complete the confirmation.

    Important

    Confirm the technical service fee settlement bill promptly. If you do not manually confirm the settlement bill within 5 days of its generation, the system will automatically confirm it. If you have any objections to the settlement bill, contact the Alibaba Cloud LinkedMall operations staff promptly.

Download Hub

Export History

In the navigation pane on the left, click Finance > Download Hub > Export History to go to the Export History page.

• Filter reports: Set the filter conditions and click Filter.

• Download report: For reports with a Completed status, click Download.

Invoice management

Output invoices

In the navigation pane on the left, click Finance > Invoice Management > Output Invoices to go to the supplier output invoice management page. On this page, you can view and process invoicing requests from purchasers.

• Search for purchaser invoicing requests:

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

• Manage purchaser invoicing requests:

  To be Invoiced

  Click the To be Invoiced tab to view invoicing requests with a "To be Invoiced" status. In the invoicing request information column, you can view the current request's Requester Information, Invoicing Request ID, Invoice Title, Taxpayer Identification Number, and other information.

  Reference Information: The system provides reference information for invoicing, 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 to view the description.

  View and Invoice:

  This is for processing the purchaser's invoicing request. Click View and Invoice to go to the Invoicing Request Review page:

  Ordinal number	Description
  1	View and confirm the purchaser's invoice title and other information: Note Use the Mailing Address for mailing paper invoices. The Business Address is the purchaser's company registration address.
  2	Download and check the sub-bill corresponding to the invoicing request:
  3.1	View and download invoicing details: Select the To be Invoiced tab to download the invoicing data details for quick invoicing. Note The system automatically calculates the invoicing details to be issued based on dimensions such as recorded, settled, sub-order dimension product ID, and SKU ID from the sub-bill data. Positive results calculated by product ID and SKU ID appear in the invoicing details. Negative results appear in the NET item data. For handling NET invoicing details (whether to issue a credit note or offset it against positive invoicing details), please communicate and confirm with the purchaser offline. If the purchaser's invoicing data is based on modified invoicing details, download and check the modified details. Pay attention to the tax rate and tax code information in the invoicing details. Check for any missing or incorrect information (you may need assistance from your tax-related colleagues to confirm the tax rate and tax code). If the downloaded invoicing details have missing or incorrect tax rates or tax codes, add or correct them and submit the changed details (see step 3.2). After correction and addition, you do not need to repeat the process next month.
  3.2	Update tax rate and tax code: If the invoicing request data submitted by the purchaser is missing tax rates/codes or has incorrect ones, click Update Tax Rate to add or update the tax rate and tax code (you may need assistance from your tax-related colleagues for this). Download the Update Tax Rate and Tax Code Template file. Add or update the correct invoicing-specific tax rate and tax code information for the products, then save the file. Note If a product is missing a tax rate or tax code, the system will automatically add the required product information to the table. You only need to add the tax rate and tax code. To update a product's tax rate or tax code, you must manually add the product ID and other information to the table. Upload the saved file. 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. It does not support requests for issuing credit notes. To issue a credit note, contact the purchaser offline.
  4	Confirm the data type of the invoicing request: If the data is from modified invoicing details, carefully check the invoicing data. For more information, see 3.1.
  5	View invoicing request description:
  6.1	Approve or reject invoicing: Click to approve invoicing. In the Approve and Invoice dialog box, select the Invoicing Method and Estimated Completion Time, then click OK. Note If the system reports an error about incorrect invoicing data when you confirm invoicing, click Reject Invoicing at the bottom of the page and contact the purchaser promptly to have them resubmit the invoicing request after confirmation. After successfully approving invoicing, the invoicing status becomes Invoicing.
  6.2	Add tax rate and tax code: If the invoicing data submitted by the purchaser is missing the tax rate and tax code, and you did not add them in step 3.2, the system will prompt you to add them when you click Approve Invoicing: Download the table of data with tax rate and tax code issues. After adding the tax rate and tax code, re-upload the saved file. Then, click Approve Invoicing again. For more information, see 6.1. Note This step only lets you add missing tax rates and tax codes. To update them, see 3.2.
  7	Enter logistics for paper invoices: If the invoice type is Paper Invoice, after issuing the invoice, you must enter the logistics information in the To be Invoiced list: You can enter up to three logistics tracking numbers for each invoicing request: After uploading the logistics information, the status of the invoicing request will change to Invoiced and move to the Invoiced list. Note After a paper invoice is issued, you must enter the logistics information before its status changes to Invoiced. For paper invoices, you can also upload an invoice attachment using the Upload Invoice button.
  8	Upload attachment for electronic invoices: Click Upload Invoice to upload an invoice attachment. The purchaser can then download the attachment you uploaded. After uploading the invoice, the status of the invoicing request will change to Invoiced and move to the Invoiced list.

  Invoiced

  Click the To Be Invoiced tab to view invoicing requests from the purchaser that are awaiting invoicing. In the Invoicing Request Information column, you can view details for each request, such as Applicant Information, Invoicing Request ID, Invoice Title, and Taxpayer Identification Number.

  Reference Information: The system provides reference information for invoicing, 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 to view the description.

  Operations column:

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

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

  Update Tax Rate: If the actual invoicing tax rate and tax code are inconsistent with the product's tax rate and tax code read by the system, you can update the product's invoicing tax rate and tax code.

  Note

  Second-party suppliers who have integrated with the Caijing invoicing system and completed the online invoicing configuration for LinkedMall can ignore this feature. The system will automatically update the invoicing tax rate and tax code.

  Modify Invoice: Upload or delete invoice attachments.

  Note

  After an invoice attachment is deleted, the purchaser will not be able to view or download it. Perform this operation with caution.

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

  • Switch between Special Invoice and General Invoice to view the list of special or general invoices finally issued by the invoicing system.

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

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

    Note

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

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

  Rejected

  Click the Rejected tab to view invoicing requests with a "Rejected" status. In the invoicing request information column, you can view the current request's Requester Information, Invoicing Request ID, Invoice Title, Taxpayer Identification Number, and other information.

  Reference Information: The system provides reference information for invoicing, 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 to view the description.

  Actions:

  View Reason: View the reason for rejecting the invoicing request.