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Spark Payments for Suppliers: Invoices, Charges and Credits

Once Spark Payments is on and your retailers have accepted your terms, the Payments menu is where you bill them and handle the exceptions. If you haven't set it up yet, start with Spark Payments for Suppliers: Setup and Billing Terms.

Invoices

Payments > Invoices lists your net-terms invoices and any standalone invoices, with number, retailer, type, issue and due dates, total, balance and status. Tick Past due only to see what's overdue.

To bill something that isn't tied to an order, click New standalone invoice, add lines (description, quantity, unit amount) and either Save draft or Send invoice. Leave the due date empty to use the retailer's net terms.

On an invoice you can:

  • download a PDF,
  • Send a draft (it becomes due and, on automatic payment, is charged), Resend it, or Delete draft,
  • Void it so the retailer no longer owes it,
  • add or remove lines. Changing an issued invoice reissues it as a new revision and notifies the retailer,
  • record a payment received outside Spark Payments with Record payment.

The invoice shows subtotal, fees, tax, credits applied, total, paid, balance, any amount held because a line is questioned, autopay failures and the next retry date.

Charges

Payments > Charges lists per-order card activity: the authorization placed when an order routes to you, the capture when it ships, and any overage or later-shipment charges. Each row shows the amount, the amount captured and Spark's fee. Filter by status, retailer and date.

Open a charge to Retry capture or Cancel authorization.

Refunds and credits

Payments > Refunds & Credits gives money back. Click to create a new refund or credit, pick the payment, tick the lines (or type an amount), give a reason and choose Return as:

  • Refund to the original payment method: card refunds take 5 to 10 days, ACH 2 to 5 business days.
  • Credit against the retailer's next invoice: no money moves now.

Invoices paid offline can only be credited. Spark's fee follows the money pro rata, but card processing fees aren't returned on a refund.

To give a credit that isn't tied to a payment, use Issue a credit (a credit memo). Unapplied credits can later be refunded from the same page.

Recurring charges

Payments > Recurring Charges bills a line on a schedule, such as a monthly program fee. Choose the Retailer, Description, Amount, Cadence (weekly, monthly or yearly), Starts and optionally Ends. You can pause, resume or end a schedule.

Retailers on consolidated invoices get the line on the invoice covering that date. Other net-terms retailers get a standalone invoice. Per-order retailers are charged according to your Manual charge collection setting.

Disputes and chargebacks

When a retailer questions an invoice line, it appears on Payments > Disputes. A questioned line is held: autopay skips it and it doesn't count as past due. Either:

  • Adjust the line to a new amount (0 credits it). The invoice is reissued, or
  • Dismiss the question with a note. The line is due again and its due date moves out by the days it was held.

Card chargebacks are listed in the same page.

Tax certificates

A resale or exemption certificate on file protects you in a sales tax audit. On Payments > Tax Certificates:

  1. Select the States where you collect sales tax and click Save nexus states. Only these states can require a certificate.
  2. The grid shows each retailer's certificate status per state. Open an upload to Accept or Reject it. Spark records what was uploaded and for which states, but checking it is up to you.
  3. Select retailers and click Send reminder to selected to ask them to upload.

With Hold orders missing a certificate turned on in your billing defaults, orders that need a certificate are held until one is accepted. A few states don't accept a retailer's out-of-state certificate for drop shipments, so whether a form is acceptable is your call.