This guide covers invoice management in your 3Play Media account, including how to view, download, edit, and close invoices. These capabilities allow for more efficient billing workflows and ensure your records stay accurate and up to date.
Prerequisites
- Must have Billing-level access to your 3Play Media account.
- For editing PO numbers or addresses, invoices must be open (not finalized).
Steps to View, Email, and Print Invoices
1. Navigate to the Billing Page
- From the top navigation, click Billing > then select Invoices.
2. View Available Invoices
- Here, you will see a list of all current and past invoices.
Each line includes the invoice number, date, number of line items, amount, and status.
3. Print or Email Invoices
- Click the Invoice Number to open it.
Use the Print Invoice at the top right of the invoice to save or print a copy for your records.
Click Email Me A CSV Invoice at the top right of the invoice to send a CSV via email.
Select Re-send Invoice at the top right of the invoice to re-send the invoice via email to the selected billing contacts.
Steps to Edit Invoice Details
You can update certain invoice details as long as the invoice is open:
1. Edit Purchase Order Number
- Click on the [Edit] next to the PO number.
Enter your updated PO number and Save PO.
2. Add Notes to the Invoice
- Use the Notes [Edit] to add any internal reference or comments related to the invoice.
Make the necessary updates and click Save Notes.
3. Update Invoice Address
Click [Edit] next to the address block to modify the billing address, then click Update.
Changes made within an invoice apply only to that specific invoice.
To update the billing address for all future invoices, you must update the Billing Address on your account.
Steps to Manually Close an Invoice
Invoices automatically close at the end of a billing cycle, but you can close one manually if needed.
1. Select the Open Invoice
- From the top navigation, click Billing > then select Invoices.
2. Manually Close
- Identify the invoice and click Actions > Close Invoice.
A prompt will appear asking, "Are you sure you want to close this invoice now?" Confirm by selecting Yes - Close Invoice.
Once closed, the invoice will be marked as Closed (Unpaid) in the system.
All billing contacts will automatically receive a PDF copy of the closed invoice via email.
Closing an invoice manually does not apply payment; it only updates the invoice status to closed.
| Note: Once closed, the invoice can no longer be edited. All current and future charges will apply to the next invoice. |
Tips and Best Practices
Add or update PO numbers before closing invoices to ensure accurate billing.
Use notes to track internal approvals, billing questions, or any invoice changes.
Confirm new budgets are properly linked to the correct invoices to avoid misalignment.