Financial Statement Center - Invoices

1. To navigate to the Financial Statements center in Manage, click the hamburger icon.
   
   
2. Click Companies & Imprints in the navigation menu.
   
   
    
3. And select Financial Statements. If you don't see this option, contact your CSM to request access to the Financial Statement Center in Manage.
   
   

General Overview

There are four (4) types of statements stored in the Financial Statements center: 

1. Invoice Statements
2. Compensation Statements
3. Credit Memo Statements
4. Remittance Statements

Invoice Statements

An invoice is defined as a document submitted to a customer, identifying a transaction for which the customer owes payment to VitalSource.

• All Manual or VSTFIN generated invoices dated January of 2021 and after are available in the Financial Statements center.
• Invoices generated prior to January of 2021 should be requested from your Customer Success Manager.

Compensation Statements

A Compensation, or “Pub Comp” Statement is defined as a statement of the compensation that VitalSource owes a Publisher for the sale of their content.

• All standard pub comp statements dated January of 2021 and after are available in the Financial Statements center.
• All White Label Store commission statements from January of 2021 and after are available in the Financial Statements center.
• Pub comp statements generated prior to January of 2021, or White Label Store commission statements generated prior to January of 2021 should be requested from your Customer Success Manager.

Credit Memo Statements

A Credit Memo is defined as a document issued by VitalSource that reduces the amount that customer a owes us under the terms of an earlier invoice.

• All Manual or VSTFIN generated credit memos dated January of 2022 and after are available in the Financial Statements center.
• Credit Memos generated prior to January of 2022 should be requested from your Customer Success Manager.

Remittance Statements

Remittance is defined as a record of payments made by VitalSource.

• All remittance advice generated dated January of 2022 and after are available in the Financial Statements center.
• Remittance generated prior to January of 2022 should be requested from your Customer Success Manager.

The Statements Page

By default, 25 statements will display per page and are sorted Newest to Oldest. At the top left, you’ll see the count of the total number of statements (e.g., 113 in this example).

Specify a Date Range

To change the date range of the Statements shown, click the calendar icon In the top right.

You have the option to filter by a Date range or to select a quick filter to filter to the Last 7 days, the Last 30 days, the Last Month, or the Last Quarter.

Filter by Category or Sub-Category

To filter by Category or Sub-Category, click the Filter icon in the top right.

For Category, choose between Accounts Receivable, which will narrow the Sub-Categories to Invoices and Credit Memos, or Accounts Payable, which will narrow the Sub-Categories to Compensation or Remittance. Further narrow your results by choosing a single Sub-Category.

Sort By

To sort by age, click the sort icon in the top right.

Choose between sorting from Oldest to Newest, or from Newest to Oldest. Newest to Oldest is the default.

Search by P.O. Number or Statement Name

Use the “Search Invoices” field to search by P.O. Number or Statement Name (e.g. VST-207-EXP-JAN-23)

Invoice Statements

Let's take a look at what an Invoice Statement looks like. On the left border of the record, you will see a green bar used as a visual indicator for Invoices.

Each Invoice record will include the following information on the far left:

• Company Name
• Invoice Date (Date the invoice was generated)
• Due Date (Date the payment is due)

On the right you will see the following information:

• A green “INVOICE” label
• Invoice Number (e.g. VST-207-EXP-JAN-23), 
• Invoice Amount (in the company’s currency)

Total Due (This is the unpaid amount which will update when payments are made)

And these download buttons

• Download PDF
• Download XLS or Download CSV (dependent upon customers file format)

Click either download button to download the invoice to your computer.

Credit Memo Statement

• On the left border of the record, you will see a pink bar used as a visual indicator for Credit Memos.

Each Credit Memo record will include the following information on the far left:

• Company Name
• PO Number (if one exists)
• Credit Date (Date the Credit Memo was generated)
  
  

On the right you will see the following information:

• A pink “CREDIT MEMO” label
• Invoice Number (e.g. VST-18373-AUG22CREDIT-CR-25JAN23)
• Credit Amount (in the company’s currency)

Total Due

And these download Buttons

• Download PDF
• Download XLS

Click either download button to download the invoice to your computer.

Compensation Statements

On the left border of the record, you will see an orange bar used as a visual indicator for Compensation Statements.

Each Compensation Statement record will include the following information on the far left:

• Company Name
• Invoice Date (Date the statement was created)
• Estimated Payment Date (Date by which the compensation will be paid)
  
  
   
• An orange “COMPENSATION” label
• VitalSource Statement Number (e.g. VST-207-BNED-COMBINED-DEC-22)
• Compensation Amount (in the currency it will be paid)
  
  
• Download XLS: Click the download button to download the invoice to your computer.

Remittance Statements

On the left border of the record, you will see a blue bar used as a visual indicator for Remittance Statements.

Each Remittance Statement record will include the following information on the far left:

• Company Name
• Advice Date (Date the payment was made)

On the right you will see the following information:

• A blue “REMITTANCE” label
• VitalSource Remittance Number (e.g. VST-207-WIRE-12-JAN-2023)
• Comp Total - Total Compensation Payment Amount (in the currency it was or will be paid)

And these download Buttons

• Download PDF
• Download XLS

Click either download button to download the invoice to your computer.

Parent/Child Relationships

For accounts where some or all billing is processed at the Parent level, you will see a drop down menu that lists any companies under the Parent account. If a Child Company in Manage is NOT flagged as “Bill To Parent” in Manage, it will appear in the drop down list under the Parent Company.