If you invoice via telephone or directly at the point of sale, you can set up orders and request quotes for your invoices through the payever checkout app or via payment link. The orders are then managed directly through the payever platform. In this guide you can find how to:
1. Request a quote through the 'Checkout' app or via Payment Link
2. Manage orders in the 'Transactions' app
1. Requesting a quote through the 'Checkout' app or via Payment Link
During or after the phone call, you can request a quote for the buyer directly in the checkout app. For that, your sales representatives require employee access to your company's payever business.
Alternatively, you can also use your company's default payment link, for which your sales representatives do not need to sign into the platform beforehand. Learn how to access your company's default payment link here.
1.1 Entering NET Order Value & Unique Reference
After entering the checkout app, the sales representative will be faced with a checkout to order the order value and reference. Please enter the NET order value and use a unique reference that you will be able to match in your company's Enterprise-Resource-Planning system. You will only be able to use every reference ID once. After filling out the data click 'continue'.
1.2 Searching & Selecting the Buyer Company
After proceeding, please select the buyer type 'commercial', else Allianz Trade pay will not be available in the billing step. In the company field, please enter the buyer company and wait a few seconds. A dropdown menu will appear from which you can select the buyer company.
Selecting the company will also autofill the address data in the field below and in the following steps. Please ensure that the autofilled address matches the address that the buyer indicated via telephone, else the invoice cannot be covered.
1.3 Buyer (personal) data
After proceeding, you must enter the personal data of the buyer who made the purchase via telephone. Please enter the buyer's name, phone number and e-mail address. Please also note that the billing address must match the shipping address to prevent fraud.
1.4 Submit payment
After proceeding, select Allianz Trade pay and submit the order.
You will receive a response based on the Allianz Risk decision. The order may be accepted or refused. In some cases, the buyer cannot not be appropriately identified. In this case the quote will always be refused.
2. Manage Orders in the 'Transactions' App
After successfully submitting an invoice through Allianz Trade pay, you can manage the order in the 'Transactions' app.
Managing orders includes the following actions, some of which are mandatory (*) in order to appropriately cover your invoices from payment defaults:
- 2.1 Cancellation: This cancels the order and deletes the quote to cover the order value
- 2.2 Change Amount: Before the goods are shipped, the order value can be changed, this requests a new quote from Allianz Trade
- 2.3 Shipping Goods (capture)*: This activates the cover and starts the credit period
- 2.4 (Partial) Refund: A refund was initiated, this changes the covered order value
- 2.5 Claim: This files a claim for a payment default (per default automised after credit period ends)
- 2.6 Settlement*: This confirms that invoices have been settled, else Allianz will automatically file a claim against the buyer
All actions are done on a per-order basis, by clicking on the desired order in the transactions overview.
2.1 Cancellations
When an order is cancelled or (parts of it are) refunded, this must be reported through the Transactions app to remove the quote and free up the maximum credit line for the buyer. Orders can only be cancelled in full, and only before the goods are shipped and the order is captured.
2.2 Change Amount
When the order value changes before the goods are shipped, e.g. because of missing inventory or due to a customer request, the order can be edited. To change the order value select the button with the three-dot icon, that is labelled 'more' and 'change amount'.
Please note that this is not possible after the goods have been shipped and the order was covered by Allianz Trade. The new invoice amount must be equal or lower than the initial amount.
2.3 Shipping Goods (capture)
When you ship the goods, you must inform Allianz Trade by clicking the 'shipping goods' button. By doing so, the order becomes covered in the case of a payment default. The invoice period begins in this moment.
2.4 (Partial) Refund
If there is a refund after the goods were shipped and the order was captured, you can report the decrease in covered order value by clicking the 'refund' button. There you may choose between a full- or partial refund by selecting the amount that is being refunded and confirming the action.
2.5 File a Claim
If an invoice is not paid after the due date has passed, payever will per default automatically file a claim with Allianz Trade. In case you have this feature deactivated for more control, you must file claims manually by selecting the button with the three-dot icon, that is labelled 'more' and click 'claim'.
When doing so, a window will open up that requires you to upload documents that support the claim. It is mandatory to submit the original invoice and a written statement of the case. After uploading the files, please make sure to click 'upload' and confirm the case by clicking 'claim'.
2.6 Settle an Invoice
There are two triggers that require you to mark an order as settled:
1) The buyer pays the invoice
2) Allianz Trade pays out a reimbursement after a claim was filed
Please note that in both cases you must mark the order as settled once the transaction is registered in your company bank account to free up your maximum available credit line. If you leave the transactions unsettled, false claims will be filed and you will run into your maximum limit of insurable invoices. To mark an invoice as settled, select the button with the three-dot icon, that is labelled 'more' and click 'settle'.