Overview
As activity happens within your Online Mooring site, we keep track of any money we've collected on your behalf, and any fees charged to you.
Once a calendar month ends, we go through a reconciliation process for all financial transactions that happened during the previous calendar month. Once we've verified all the numbers, we will e-mail you one or more invoices and/or credit memos. At most, you will see a single invoice for any money you may owe to us for that month. We will also e-mail you a credit memo for each billing period during the previous month where we owe (or owed) you money.
If we are sending you your money by check, we mail the money as soon as we've finished the reconciliation process. So, typically you should receive the check within a few business days. If we are sending you your money via EFT, all the money owed to you should be deposited within a couple of business days after you receive the credit memo.
Invoicing Approaches
There are two ways that we can generate these invoices/credit memos during each billing cycle:
1) We do a single invoice or credit memo, that will list the money we collected on your behalf, and any fees we charged to you. The invoice or credit memo that you receive will show a net amount. If the amount we collected exceeds our fees to you, you will get a credit memo. If the amount we charged exceeds the fees we collected on your behalf, you will get an invoice. This is option that we'll use unless you ask us to use option #2.
2) We'll send an invoice and a credit memo. The invoice will show all the fees that Online Mooring is charging to you. The credit memo will show all the money that we collected on your behalf.
Invoice/Credit Memo Contents
The invoices or credit memos are intended to summarize the amount due. So instead of listing each individual transaction that occurred during the month, the invoice displays a count of how many transactions there were for each different amount.
So, if your applicants made 25 separate payments of $50 during the month, you will see a single line in the invoice that will list a quantity of 25 and a per-item cost of $50.
Line items that may appear:
- OM_PROVIDERFEE - This indicates a fee that you charged to the applicant, that we collected on your behalf.
- OM_TAX - This indicates a tax that you charged to the applicant, that we collected on your behalf. You are responsible for paying the tax to the appropriate agency.
- OM_APPLICATIONFEE - This indicates a fee that we charged to you, which was triggered because an application submittal was recorded in the system.
- OM_ADVERTISINGFEE - This indicates a fee that we charged to you, which was triggered because an application submittal was recorded in the system and you have chosen the option to disable advertising on your site.
- OM_CONVENIENCEFEE - This indicates a fee that we charged to you, which was triggered because an applicant paid online.
Positive Amounts vs. Negative Amounts
The meaning of the amounts depends on whether you are looking at an invoice or a credit memo.
Positive amounts on an invoice indicate money you owe to us.
Positive amounts on a credit memo indicate money that we owe to you.
Negative amounts on an invoice indicate money we owe to you.
Negative amounts on a credit memo indicate money that you owe to us.
Reverse Charges
There are several situations where we will back out charges:
1) You specifically refunded money to an applicant using the "Online" option
2) The payment gateway took the applicant's money back because they disputed the charge on their credit card
3) You deleted an Submitted action in the database during the same month that you created it. In this case, we reverse out the charges charged to you for that action.
These will show on the invoice with the opposite sign as the regular charges.
Here are some examples:
- On a Credit Memo, normal payments will be positive, and refunded payments will be negative. Normal Online Mooring fees will be negative, and refunded Online Mooring fees will be positive.
- On an invoice, normal payments will be negative, and refunded payments will be positive. Normal Online Mooring fees will be positive, and refunded Online Mooring fees will be negative.
How to Get More Details
There is a report called Invoice Detail that lists all the detailed information that supports an invoice or credit memo.
You can even run this report to show what invoices and/or credit memos for billing periods that haven't ended yet, by selecting any of the "Pending" options. "Pending Fees" will show both money we've collected and money we've charged. "Pending Provider Fees" will show money we've collected that we haven't yet sent to you. "Pending OM Fees" will show money owed to OM from you that we haven't billed yet.