> For the complete documentation index, see [llms.txt](https://docs.exads.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.exads.com/ad-server/payments/saas-adv-payments-tab.md).

# Managing Advertiser Payments

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2FaA2oMbfDYWjDxD0xLoAF%2Fsaas-payments-advertiser-tab.png?alt=media\&token=c84e8cae-6754-4565-8ea7-992c1cfd290d)

As a Super Administrator, Administrator, or Finance, you will see a **Payments** > **Advertisers** tab where you can see all the Advertiser transactions on your Ad Server.

{% hint style="info" %}
The **Payments** tab is where you keep records of the transactions on your Ad Server; it does not actually make payments or send money.
{% endhint %}

## Transaction Types

* **Proforma**: A proforma is a preliminary invoice that shows the amount due, but is not the official document of a transaction.
  * In the Advertiser Payments tab, proformas are most often used with wire transfers, to indicate that money has been sent but has not yet arrived.
* **Invoice**: An invoice is an official document recording a transaction and showing the amount due.
  * In the Advertiser Payments tab, you can create an invoice by confirming a proforma, such as when a wire transfer arrives in your bank account. However, instant payments via Paxum, PayPal, or WebMoney will create one automatically.
* **Balance Adjustment**: Balance adjustments are used for quickly crediting or debiting a customer's balance.
* **Chargeback**: A chargeback is a return of money to the customer similar to a refund, but it comes from the credit card or bank account used in the payment, rather than from your Ad Server. Chargebacks are often used in cases of fraudulent card charges.
* **Refund**: A refund is a return of money to the customer, which comes directly from your Ad Server. They are most often agreed upon with the customer when there are problems such as unsatisfactory service.
* **Credit Note**: A credit note is an official document (in the same way that an invoice is). It notifies the customer that they have been credited an amount for some reason, such as an error in an invoice.

## Columns in the Advertiser Payments Tab

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2FCcjZBxLwm8vRpHuGfgDj%2Fsaas-adv-payments-columns.png?alt=media\&token=6a286872-fcac-47d6-9a8a-c47df799efbb)

By default the **Advertiser Payments** tab will show the following columns:

* **ID**: The ID number of the payment item.
* **Type**: Whether the payment item is a Proforma, Invoice, Balance Adjustment, Chargeback, Refund, or Credit Note.
* **Username**: The name of the Advertiser.
* **Country**: The country they are in.
* **Date**: The date the item was created.
* **Amount**: The amount for the invoice in the currency you see in the **Currency** tab.
* **VAT/Tax**: The amount of VAT or sales tax applied. This will read N/A if it is not applicable.
* **Total**: The total amount of the payment. The sum of **Amount** plus **VAT/Tax**.
* **Currency**: The currency for the payment.
* **Status**: The status for the payment:
  * **Pending**: The item is awaiting payment. Click **PAID** to mark it as paid.
  * **Paid**: The item is paid.
  * **N/A**: As proformas do not involve funds, you will see **N/A** in this column for them.
* **Funds**:
  * **Funds Added**: Funds have been added to the account.
  * **Funds Removed**: Funds have been removed from the account.
  * **Not Funded**: Funds have not been added to the account.
  * **N/A**: As proformas do not involve funds, you will see **N/A** in this column for them.

### Additional Columns if Nuvei SafeCharge Multi Currency Pricing Is Enabled

Optionally Multi Currency Pricing is available through Nuvei. This allows Advertisers to pay in currencies other than the main currencies of the platform (USD/EUR). Please contact Nuvei to arrange this before requesting this feature with EXADS. When enabled, the following columns will be added to the Advertiser Payments table:

* Currency Conversion - Displays **Yes** or **No** to detail if a currency conversion has taken place through Nuvei for this transaction.
* Conversion Rate - This is the exchange rate in converted currency that was used in the currency conversion.
* Currency Conversion Margin - This details the margin made by the Ad Server on the currency conversion, as negotiated with Nuvei.
* Converted Currency - This details the converted currency.
* Converted Amount - This details the amount paid by the Advertiser in the converted currency.

## Actions in the Advertiser Payments Tab

### Editing, Viewing and Deleting Items

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2Fk6UQQmylJp2ZINsdcLck%2Fsaas-payments-action-icons.png?alt=media\&token=f11a9dad-8288-4857-bf35-dbd09fbbc4fc)

On the left side of each item, you will see the **Edit**, **View**, and **Delete** icons.

{% hint style="info" %}
Only Proformas can be edited and deleted.
{% endhint %}

Click on the view icon to view the actual document for any Proforma, Invoice, or Credit Note in the **Payments** tab. If you wish, you can then choose to download a PDF or print it.

### Confirming a Proforma as an Invoice

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2FQ3RvroT5gwx6nqR8iqeV%2Fsaas-adv-payments-confirm-proforma.png?alt=media\&token=18aba1f4-65d5-4008-a722-9fa7ca647cb2)

To confirm a proforma as an invoice, click on **CONFIRM** in the **Type** column. The proforma will change to an invoice with **Pending** in the **Status** column, and **Not Funded** in the **Funds** column.

Proformas can be created manually by a Network Admin User or automatically by an Advertiser when they send a Wire Transfer notification.

### Adding Funds to an Invoice

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2F17gDsvE9bWHdEcdRMkPE%2Fsaas-adv-payments-funds-added.png?alt=media\&token=ebdaebfa-ff5c-4c5b-ba12-c3e9ec46c0e2)

Click **ADD** to mark when funds have been added for this invoice. The **Funds** column will change to **Funds Added**.

### Marking an Invoice as Paid

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2FLoQ4hHd0231X8kvYw97E%2Fsaas-adv-payments-invoice-paid.png?alt=media\&token=709173b1-67e0-4b5d-bc9f-a5bc2a08dbfe)

Once you have added funds, you can then mark a **Pending** invoice as **Paid**. To do this click on **PAID** in the **Status** column. The invoice's **Status** will change to **Paid**.

### Downloading a CSV Document

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2FJJAYk4OiuuEVjpmgjXX4%2Fsaas-adv-payments-download-csv.png?alt=media\&token=41ae79e3-5023-4bd0-89c9-1a2b276e33da)

Click **Download CSV** to download a CSV document of the information on this page: **Download Visible Data** to download only what is on the screen. This will only include data from the columns you have chosen to include in your [column settings](#selecting-which-columns-to-show).

## Searching the Advertiser Payments Tab

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2FEWINwdmtmX5A7oSQZ4PB%2Fsaas-adv-payments-search.png?alt=media\&token=422e19f4-3d8f-4bbe-b18d-0daa5dee7af7)

You can search the **Advertiser Payments** tab by Invoice ID, Company Name or Payer Account Name. Click **RESET FILTERS** to reset the search.

## Selecting Which Columns to Show

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2Fs8RodwHpd8aoF8xyr5pu%2Fsaas-adv-payments-show-columns.png?alt=media\&token=407caa01-2d4f-46c6-9070-17c0690f2481)

You can select what columns to see in the Advertiser payments tab by clicking **General** and choosing the columns you wish to show.

## Filtering the Advertiser Payments Tab

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2Fl7HJ3g03ug9ZFDzLQnDD%2Fsaas-adv-payments-filters.png?alt=media\&token=fdb5e03f-b953-4b44-b36b-5fbc4a24d760)

You can filter the Advertisers invoice list in several ways by clicking on the **+ ADD FILTER** option. This will allow you to control exactly what invoices you want to view in the table. Some of the available filters are:

* **Amount**: Filter by the amount of the invoice.
* **Countries**: Filter by the user's country.
* **Funds Model**: Filter by whether the invoice is:
  * Flatfee
  * Standard
* **Invoice Date**: Filter by the date that the invoice was created.
* **Payment Currency**: Filter by the currency for the payment.
* **Payment Type**: Filter by whether the invoice payment method is:
  * Credit/Debit card
  * Cryptocurrency
  * Internal Recharge
  * Paxum
  * PayPal
  * WebMoney
  * Wire Transfer
* **Status**: Filter by whether the invoice status is:
  * Canceled
  * Overdue
  * Paid
  * Pending
* **Type**: Filter by whether the invoice type is:
  * Balance Adjustment
  * Chargeback
  * Credit Note
  * Invoice
  * Proforma
  * Refund
* **Username**: Filter by users for whom the invoice is generated.

When you have chosen your filtering options, click the **Apply** button to the right of the filtering options. Click **RESET FILTERS** to start again.

## Creating Transactions in the Advertiser Payments Tab

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2FevVkgletoUdbvzrq8wBo%2Fsaas-adv-payments-types1.png?alt=media\&token=0af4a321-27b1-44ed-9920-0c2a7b8b8372)

You can create the following items in the **Advertiser Payments** tab by clicking the **New** button in the top left:

* **Proforma/Invoice**
* **Balance Adjustment**
* **Chargeback**
* **Refund**
* **Credit Note**

### Proforma/Invoice

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2FiomhrPTkYT7XoOSpXRQN%2Fsaas-payments-proforma.png?alt=media\&token=4ca06eb9-3c42-4819-9a04-439208f30364)

* **Invoice Type**: Choose whether this is a proforma or an invoice.
* **Payment Method**: Enter the payment method used: PayPal, Wire Transfer, etc.
* **Payer Account Name**: Enter the payer account name.
* **Username**: Enter the username for the account.
* **Description**: Enter a description to appear on the proforma/invoice.
* **Amount**: Enter the amount for the proforma/invoice, in the currency selected.
* **VAT/Tax (Optional)**: Choose whether to apply VAT if applicable.
* **Currency**: Choose the currency for the proforma/invoice.
* **Funds Model**:
  * **Standard - Add Funds on Approval**: Funds will be added to the client's balance when the invoice is approved.
  * **Standard - Add Funds Now** (only available for invoice): Funds will be added now.
  * **Flat fee**: Funds will not be added to the client's balance when the invoice is approved.

### System Handling of Overdue Invoices

By default, an Advertiser Unpaid invoice is set to a status of “Unpaid” after 30 days, then after 2 “Unpaid” invoices the traffic of the account is blocked. 

For example:

* On October 1, the invoice for September is generated.
* After 30 days, if the invoice is not paid, it becomes overdue and set to “Unpaid”.
* On November 1, the October invoice is generated.
* After 30 days, if the invoice is not paid, it becomes overdue and set to “Unpaid”.
* On December 1, the November invoice is generated. However, if the invoices for September and October remain as “Unpaid”, the account is blocked.

When disabled, the campaign continues to get traffic; however, unpaid invoices continue to be created after 30 days and set to “Unpaid”.

Please contact your EXADS representative if you would like to disable this and simply allow invoices to become overdue and with no impact to the advertiser.

### Balance Adjustment

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2FuQMMd5wGDOOXipIqLRQD%2Fsaas-payments-balance-adjustment.png?alt=media\&token=0b1a9581-3263-449e-8b5d-425ef1829ecc)

* **Adjustment Type**: Choose whether the adjustment **Adds** or **Removes** funds.
* **Payment Method**: Select the payment method for the Balance Adjustment. This is for reference only.
* **Transaction ID**: You can enter a transaction ID here if you wish.
* **Username**: Enter the username for the account.
* **Description**: Enter a description, which will appear on the balance adjustment.
* **Amount**: Enter the amount for the balance adjustment, in the currency selected.
* **VAT/Tax (Optional)**: Choose whether to apply VAT if applicable.
* **Currency**: Choose the currency for the balance adjustment.

{% hint style="info" %}
When you create a balance adjustment, the **Status** will be set to **Paid**, and the **Funds** marked as **Funds Added** or **Funds Removed** depending on what **Adjustment Type** you selected.
{% endhint %}

### Chargeback

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2F8KQx7X1y3HoSvvRP7FDl%2Fsaas-payments-chargeback.png?alt=media\&token=a69abc91-fbb1-4fbd-9270-09c8594e708e)

* **Payment Method**: Select the payment method for the chargeback: PayPal, Wire Transfer, etc. This is for reference only.
* **Transaction ID**: You can enter a transaction ID here if you wish.
* **Username**: Enter the username for the account.
* **Description**: Enter a description, which will appear on the chargeback.
* **Amount**: Set the amount for the chargeback, in the currency selected.
* **VAT/Tax (Optional)**: Choose whether to apply VAT if applicable.
* **Currency**: Choose the currency for the chargeback.

{% hint style="info" %}
When you create a chargeback, the **Status** is always set to **Paid** and the funds marked as **Funds Removed**.
{% endhint %}

### Refund

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2FRKeTvuq6apy5eAUYsIU5%2Fsaas-payments-refund.png?alt=media\&token=e416a632-d432-44bc-96fe-584e701048c3)

* **Payment Method**: Select the payment method for the refund: PayPal, Wire Transfer, etc. This is for reference only.
* **Transaction ID**: You can enter a transaction ID here if you wish.
* **Username**: Enter the username for the account.
* **Description**: Enter a description, which will appear on the refund.
* **Amount**: Enter the amount for the refund, in the currency selected.
* **VAT/Tax (Optional)**: Choose whether to apply VAT if applicable.
* **Currency**: Choose the currency for the refund.

{% hint style="info" %}
When you create a refund, the **Status** is always set to **Paid** and the funds marked as **Funds Removed**.
{% endhint %}

### Credit Note

![the payments tab](https://2551497454-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbWd08bYtHMw1HqDKFpBf%2Fuploads%2F2VLtArHPdniUYUgKlDnt%2Fsaas-payments-credit-note.png?alt=media\&token=4430c73c-c9db-4efe-93d3-ff988d746672)

* **Payment Method**: Select the payment method for the credit note: PayPal, Wire Transfer, etc. This is for reference only.
* **Transaction ID**: You can enter a transaction ID here if you wish.
* **Username**: Enter the username for the account.
* **Description**: Enter a description, which will appear on the credit note.
* **Amount**: Enter the amount for the proforma/invoice, in the currency selected.
* **VAT/Tax (Optional)**: Choose whether to apply VAT if applicable.
* **Currency**: Choose the currency for the credit note.
* **Remove From Balance?**: Select **Yes** to remove the amount from the balance automatically when you create the credit note.

{% hint style="info" %}
When you create a credit note, the **Status** is always set to **Paid**. If you choose **Yes** in **Remove From Balance**, **Funds** will be set to **Funds Removed**.
{% endhint %}


---

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