As your institution transitions to the VitalSource Virtual Store, you will notice updates to the format and delivery of Voucher Invoices.

Invoicing & Delivery Overview

  • Invoicing Frequency: Voucher invoices will be generated weekly on Mondays, covering orders placed during the previous week.
  • Delivery Method: Invoices will be emailed to all applicable billing contact(s) at your institution. To update billing contacts, please email VST.Credit@vitalsource.com.
  • Invoice Contents: Each email will include:
    • A Parent Invoice PDF
    • A Child Invoice PDF
    • An Excel Statement
  • Accessing Invoices: Copies of all invoices can also be viewed and downloaded from the Financial Statement Center within the Manage platform.
  • Tax Exemption Notice: If your institution is tax-exempt, a valid Tax Exemption Certificate must be on file. If we do not have a certificate for your institution, you will receive an email request from VitalSource Finance. If proper documentation is not provided and digital content is taxable in your jurisdiction, sales tax will be applied until a valid exemption is received.

Voucher Invoice Format Changes

VitalSource Voucher Invoices now include three components:

  1. Parent Invoice PDF Displays student names and unique voucher IDs, charge and refund amounts, and the invoice total. 

    What’s new:
    • VitalSource branding and logo
    • Header includes Invoice Currency, Invoice Period, and PO Number (when applicable)
    • Order date is not shown on the PDF but is included in the Excel file
    • Updated footer with VitalSource ACH/wire banking details
  2. Excel Statement A line-by-line record of all charges and refunds during the invoice period.  

    Please reference the table below which contains the column header and definition in the Voucher Invoice excel file.
Column Header Definition
FISCAL_MONTH MON-YY in which order was invoiced
TRANSACTION_DATE Date order was generated
TRANSACTION_TYPE Sale or Refund
STORE_PURCHASE_NUMBER Unique order number assigned to a store purchase
ORDER_NUMBER Unique order number assigned to individual item purchased
SKU SKU/ISBN associated to item purchased by the end user
PACKAGE_SKU SKU/ISBN for entire package when digital items are sold in a bundle
TITLE Title of content
QUANTITY Quantity of sale or refund for individual transaction
LIST_PRICE Price end user paid for individual item
LIST_PRICE_TOTAL List Price x Quantity
TAX Taxes (when applicable) paid by end user for individual item
SHIPPING Shipping (when applicable) paid by end user for individual item
TOTAL_CHARGE Total amount paid by end user for individual item (List Price Total + Tax + Shipping)   
CURRENCY Currency of purchased item
VOUCHER_PAYMENT_TOTAL Total amount paid by end user via voucher/financial aid
VOUCHER_AGENCY_ID VitalSource Internal ID for voucher agency
VOUCHER_AGENCY Name of voucher agency in VitalSource voucher tool
VOUCHER_NUMBER Unique number assigned to the voucher/financial aid payment
STUDENT_NAME Name of end user purchasing individual item
STUDENT_ID Student ID of end user purchasing individual item
  1. Child Invoice PDF Shows student names, unique voucher IDs, and each digital or physical item purchased using the voucher. Includes item descriptions, content types, quantities, and totals. 

    What’s new:
    • Order date omitted from PDF but included in Excel
    • Header includes Student ID, Voucher Agency Name, and Currency
    • "Order ID" field is now labeled Store Purchase #
    • "Condition" field is now labeled Type
    • "Line Total" is now labeled Total Charge
    • Footer includes only company name and address (no ACH/check payment info)
    • PDFs are combined into a single attachment, alphabetized by students’ first names

For examples of each file, see below: 

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