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When you are done setting the options in the filter panel, all you need to do is click the button ‘preview’ in the bottom right corner of the panel. If you were expecting a payout entry to appear in your preview but it didn’t show up, please use the checklist in the article on troubleshooting with payout entries
Creating the payout entries
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The previews you see listed already contain all the basic characteristics of the payout entry you can create: from left to right, you will find the ID of the partner for which the payout entry will be created, the partner’s name, the current credit of the partner, the payout amount (which is defined by your filter settings), the remaining credit after the payout of the shown payout amount, the payable amount, tax imposed on the amount of commission (usually VAT) and the gross amount you will pay out. For a period filter setting of ‘unlimited’, the current credit and payout amount should always be identical (resulting in a remaining credit of 0). If you have set a different period (e.g. last month) a difference in current credit and payout amount most likely indicates older conversions that are not included in the current settings. Please note that the difference between ‘current credit’ and ‘payable amount’ is only relevant when the currency in which the commission was generated differs from the currency in which you will pay the payout entry. In this case you will find a bubble next to the payable amount which, by clicking on it, give you additional information on the conversion rate:
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To see what a specific payout entry will look like, use the option to download the payout entry as PDF at the right end of every row. You can also export the previews in XLS format via the download section at the bottom right. Please note that the XLS exports of the payout entries here are grouped by currency.
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If you want to find payout entries created earlier than ten days, you can use the options under ‘timeframe‘. The ‘dynamic timeframe’ allows you to select the last week, the current week, last month, etc. You can also use the custom timeframe for a more extensive search.
Payout entries can also be filtered by user, entity, advertiser, partner label, partner, type, currency and billing run. Please note the following:
The advertiser filter can be used as a search function or as a list. If you filter for an advertiser, you will only see payout entries containing confirmed commission related to this specific advertiser.
Under type, you can choose between ‘payout entries’ and ‘requests for payouts’. In most cases, you will manage your partner billing with regular payout entries. Request for payouts have to be created from an external function which is not implemented on most of the platforms.
The billing run represents the collection of all the payout entries you’ve created on a specific moment. By selecting a specific billing run, you will narrow down the payout entries to the ones you’ve created on the moments you choose.
Under ‘options’, you can filter payout entries by status (opendraft, confirmedpending, paid, rejected or reversed). You can also use the search box for a comprehensive text search.
Under ‘options’, you will also find an option to change the display mode. It looks more or less like this:
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To validate the payout entries, you will need the status section you find in the right section of the payout entry:
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The dot below the icons signalizes the current status of the payout entry. In the example above, the status is opendraft. You can change the status of the payout by selecting the circle below a different icon. If you do this, you will see a panel appears below the payout entry. In this panel, you can write a brief note related to the validation and click on change on change status to confirm your validation. Possible options are:
The icon represent an open a draft status. As long as its status is opendraft, the payout entry will not have a booking number and will not be visible for the partner in his partner UI.
The icon represents a confirmed a pending status. If you change the status to confirmedpending, the payout entry will be numbered and become visible in the partner UI directly. Please note confirmed note pending payout entries cannot be canceled anymore.
If the payout entries have been dispatched to your accounting service, you can use the icon, which indicates the payout entry has been paid to the partner.
The icon signalizes the payout entry has been canceled. If you cancel a payout entry, the conversions included in the payout entry are cleared and can be generated in a new payout entry.
By selecting the status marked with the icon, you reverse the payout entry. This means an already transferred payout entry will be subtracted from the next one generated for the partner. Use this option only when you are absolutely sure the payout entry has been transferred unrightfully.
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The moment on which the payout entries were created is mentioned under ‘billing date’.
Under ‘month’, you will find the month during which the payout entries were created.
The user who created the payout entries is indicated under ‘user’.
Under ‘number’, the number of payout entries included in the settlement is mentioned.
The ‘amount’ mentions the amount of commission included in the payout entries, excluding taxes.
The ‘gross amount’ mentions the amount of commission included in the payout entries, including taxes.
Under ‘exports’, you will find different export options, discussed in further details below.
The status of the payout entries in the settlement is indicated by the icon under ‘status’.
A list of all the payout entries included in the settlement, which will be displayed when you click on the icon.
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Export options billing display mode
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Via the icon, you can export the settlement in a ZIP file. This ZIP file will contain the payout entries in all possible formats, i.e. the individual payout entries in PDF, CSV, SEPA (if possible) and a journal in PDF. The zip is queued for generation when the package status is updated, until the ZIP is available the icon will be greyed out.
Via the icon, you can download the individual PDF payout entries in a ZIP file. The ZIP is queued for generation when the package status is updated, until the ZIP is available the icon will be greyed out.
Via the icon, you can download the settlement in SEPA format. Please note this option is only available for payouts within the European eurozone. For more information about the SEPA file, please read this article.
The icon allows you to download the details of all the payout entries included in the settlement in CSV format.
The icon allows you to download a financial journal of the settlement.
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Exporting payout entries via the group display
Once you have ordered your payout entries by group, you will see the panel below the filter panel looks more or less like this:
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From left to right, you will find an overview of the the group’s characteristics, the currency of the payout entries in the group, the number of payout entries in the group, the sum of the commission commission amount (excluding taxes) and the sum of the gross commission amount (including taxes) of the payout entries in the group. To export your payout entries in group in CSV format, click the icon on the outmost left.