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.
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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:
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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
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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 |
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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: