Invoices

Invoice Overview

Blue Sombrero bills on a weekly billing cycle. At the end of the week billing cycle you will receive an email notification, sent to the email addresses listed in the Billing Email section of your Payment Configuration page, and your Invoice for the billing period will be posted to your portal or viewing.

Steps to View Invoices:

1. Go to Reports >> then click on the Billing Reports tab.
   
   
    
2. Click on View next to Invoices. Then click on Details next to the Invoice you want to view then scroll down to the bottom of the screen to view it. See below for an explanation of each section on your Invoice.
   
   
    
3. Click on Export Order Details to view the Account Summary Details of the Invoice. Exporting the order details will show each order on a row. Every line item detail of that order will have its own column. 
   
   
   
   
   

   Explanation of Blue Sombrero Invoice:

   Your invoice will give you a summary of all the transactions that occurred during the billing period, summarizing the registrations, orders, payments, refunds and Blue Sombrero fees.

   Fee Summary:

   Total Visa/MC Processing Fees
   Processing fees charged by Blue Sombrero for all Visa and Mastercard Payments made in the current billing period. V/MC Rate can be viewed on Payment Configuration.

   Total Amex Processing Fees
   Processing fees charged by Blue Sombrero for all American Express Payments made in the current billing period. Amex Rate can be viewed on Payment Configuration.

   Total Processing Fees
   The sum of Visa/MC and Amex processing fees.

   Adjustment Amount
   Blue Sombrero may make adjustments to your invoice for fees or credits accumulated.

   Adjustment Memo
   Memo field explaining Blue Sombrero’s Adjustment Amount.

   Payment Summary:

   Total Visa/MC Transactions
   Total amount of Visa or Mastercard payments made in the current billing period. This will include payments made to New Orders AND payments made to orders placed in a previous billing period.

   Total Amex Transactions
   Total amount of American Express payments made in the current billing period. This will include payments made to New Orders AND payments made to orders placed in a previous billing period.

   Total Check Amt
   Total amount of check payments received in the current billing period. This will include payments made to New Orders AND payments made to orders placed in a previous billing period. It is important to note that Check Amt only includes check payments received by the Administrator and does NOT include “pending” check payments (occurs when a user chooses check as the method of payment).

   Total Payments
   The sum of all payments made: V/M + AM + Check Payments.

   Refund Summary:

   Total Visa/MC Refunds
   Total amount of Visa or Mastercard refunds made in the current billing period. This will include refunds made to New Orders AND refunds made to orders placed in a previous billing period.

   Total Amex Refunds
   Total amount of American Express refunds made in the current billing period. This will include refunds made to New Orders AND refunds made to orders placed in a previous billing period.

   Total Check Refunds
   Total amount of check refunds received in the current billing period. This will include refunds made to New Orders AND refunds made to orders placed in a previous billing period.

   Total Payments
   The sum of all refunds made: V/M + AM + Check refunds.

   Registration Summary:

   Total Registrations
   Total number of registrations that processed during the billing period.

   Order Summary:

   New Orders
   The sum of all orders placed during the billing period. You can use this to book your “sales” for the billing period.

   Canceled Regs from prev period (canceled or transfer)
   This is the sum of all orders placed in a previous billing period that were canceled during the current billing period. For example, if a $100 order was placed in Jan of 09 and canceled in the current billing period (May of 09), then there would be ($100) OR -$100 listed here. This is to account for the “loss” of revenue that occurred during the current billing period.

   Another example would be the case of a Transfer whereby the original order would be Canceled and a New Order would be placed in the current period. For example, a Player registered in Jan of 09 to Fall 2009 Soccer, U10 Boys for $100 is transferred in the current billing period (May of 09) to Fall 2009 Soccer, U12 Boys for $150. The result would be a ($100) or 0$100 listed in Canceled Regs from prev period (canceled or transfer) AND $150 listed in the New Orders.

   Total Adjusted Order Amt
   This is the sum of the New Orders and the Canceled Regs from prev period (canceled or transfer).