Verba Connect's Billing Page

Connect's Billing Page

Definitions

In 2023, we combined Verba and VitalSource financial systems into one streamlined service. As a result, we deprecated Bill.com and the Statements Page in in Verba Connect and replaced them with a new Billing Page that is supported by our Financial Statement Center. As a result, we’ve updated some of Connect’s terminology to reflect the changes made:

• Purchase Orders: Connect will create Purchase Orders (formerly invoices), which are batches of charge/refund information accrued under unique Schedules and transmitted to our Financial Engine.
• Purchase Order Numbers: Invoice Numbers are now called Purchase Order Numbers.
• Census Date: Because of the delay between orders file generation and the creation of an invoice, Schedule Invoice Date becomes Census Date. Census Date is the date on which batches of charge/refund information accrued under unique Schedules are transmitted to our Financial Engine. It is no longer the date that an institution should expect to receive an invoice.
• Issued Purchase Orders (formerly Issued Statements) are sets of charges or refunds that have been sent to our Financial Engine.
• Issued Purchase Order with Pending Statement: An Issued Purchase Order that has not yet been processed by our Financial Engine) will display as “Pending Processing” and is considered an Issued Purchase Order with Pending Statement. Once the Purchase Order is processed over the weekend, it's considered an Issued Purchase Order with Issued Statement. At this time link to the Statement will become active on the card in Connect.
• Statements: Our Financial Engine processes these orders into Statements each weekend, and mails them on Mondays. A Statement is defined as an invoice or credit PDF and an Excel file that will be sent via email to any contacts listed on the customer account in Oracle. This Statement is also visible in the Financial Statement Center once it has been generated.
• Pending Purchase Order: A set of charges or refunds that have not yet been sent to our Financial Engine, either because they are scheduled to process on a future census date, or because they resulted from post-census reconciliation (formerly known as a Flex Invoice). The Pending Queue is now referred to as Pending Purchase Orders.

Connect's Billing Page

Access your accounting information in Verba Connect by selecting the Billing button from the Connect header. The Billing page is split between Pending Purchase Orders and Issued Purchase Orders.

Pending Purchase Orders

Selecting the Pending Purchase Orders tab displays the user's pending POs sorted on catalog creation date.

Filter and Sort

Filter your results by the following

• A specific Catalog

• A specific Amount

Sort by:

• Catalog Creation Date

• Amount (highest to lowest)

• Amount (lowest to highest)
  
  

Note: Credits (negative amounts) are considered “Low”, and therefore the higher the amount of credit, the lower it will appear on the list.

Each Pending Purchase Order will display as a card, with the following information.

1. Purchase Order Number - The VitalSource identifier applied to Connect transaction batches. Each PO will ultimately receive its own Statement that can be tied back to specific catalogs, schedules, automated census batches, and/or manual “flex invoice” batches.

2. Schedule Name - The schedule under which the Purchase Order’s charge/refund information was accrued.

3. New Charges - The number of number of charges for enrolled and participating students for the associated Purchase Order batch

4. New Refunds - The number of refunds for dropped and non-participating students for the associated Purchase Order batch.

5. Purchase Order Amount - The net amount of new charges and refunds on the Purchase Order.

6. Census Date - The date when accrued charges/refunds for a schedule will be generated. Census Date is only present on PO’s where the census date has NOT passed.

7. Email Report to Me - Emails two reports containing information about the purchase order, one summary report, and one detail report.

Issued Purchase Orders

Selecting the Issued Purchase Orders tab shows the user purchase orders that have been issued, or passed their Census Date, sorted by catalog creation date. Issued Purchase Orders are comprehensive of all past billing activity in Connect, including that prior to the transition away from Bill.com.

Filter and Sort

Note: Credits (negative amounts) are considered "Low", and therefore the higher the amount of credit, the lower it will appear on the list. 

Each Issued Purchase Order will display as a card, with the following information.

1. Status icon - If the Statement has been issued, the status icon will show as “Invoice” or “Credit”. If the Statement has not been issued, the icon at the top right of the PO card will show as “Invoice - Pending Processing” or “Credit - Pending Processing”.

2. Catalog Name - The name of the catalog with the associated charges and refunds.

3. Schedule Name - The name of the schedule with the associated charges and refunds

4. Purchase Order Number - VitalSource's unique identifier for the Purchase Order

5. Statement Name - If a Statement has not been issued, this will read “TBD”. In the case of multiple statements associated to a single Purchase Order, you’ll see a comma-separated list of Statement Names.

6. Statement Issued Date - The date the statement was issued. If a Statement has not been issued, this will read “TBD”

7. Purchase Order Issued Date - Date that the PO was generated.

8. # of Units - The number of licenses represented on the Purchase Order.

9. Invoice Amount - The amount of the invoice.

10. Statement Center - If a Statement has been issued, view the statement in Statement Center.

11. Email Report to Me - Request a report summarizing and detailing the Purchase Order. Connect will email you the report.

The Issued Purchase Orders tab will also show all historical statements as Purchase Orders with their associated Purchase Order Reports that can be exported.

Statement Center

If a Statement has been issued, you can view it in the Financial Statement Center by clicking the Statement Center button to open it in a new tab.

You will be required to log into VitalSource Manage in order to access the Statement Center. You’ll use the same credentials that you use to log into Verba Connect.

Once logged in to Manage, you’ll be taken directly to the Statement in Statement Center.

The Financial Statement Center has been populated with Statement Names, Types, and Amounts for all historical Connect Statements. For those Statements dated in 2021 and beyond, we’ve also populated downloadable statement summary PDFs.

For additional information on how to navigate the Financial Statement Center, check out our Help Documentation here.