UAS Billing Invoice
UAS delivers a detailed billing invoice every month for merchants that have a finance program that provides servicing for billing programs. Not all merchants will have billing programs, some merchants have purchasing-only programs and will not have billing invoices. UAS strives to collect on the total accounts in service. Our rates are a reflection of the amounts collected less our servicing fees. The result is deposited into your bank account.
Invoices will be available on the 7th business day of the month. Deposits will be made within 24-48 hours after invoicing is complete. Once the process is complete the invoices are made available via the uPortal360 platform.
Accessing Billing Invoices
To view invoices you must have the View Invoices permission, and to run detailed invoicing reports you will need the UAS Invoices report set. Permissions and report sets can be assigned by a user with the User Management permission. Please contact this user to assign the permissions and reports needed.
How to Read Billing Invoices
We created an invoice example, How to Read your Billing Invoice (below). This example provides a high-level review on the first page. The second page provides detailed descriptions/definitions and equations used for calculating invoice amounts.
View Billing Invoices - PDF
To see invoices you must have the View Invoices Permission. When you log in to uPortal360, you will see an option called Invoices in the navigation menu.
UAS Billing Invoice Reports
To run detailed invoicing reports, you will need the UAS Invoices report set. When you log in to uPortal360, you will see a list of reports that start with "Invoicing - (Report Name)."
Report Use Guide
Scroll down to "Use Reports to Substantiate Your Billing Invoice" for a complete guide on using and configuring your invoice reports.
Invoicing - Summary Report
This report details all fields found on your invoice.
Field Definitions
Column Name | Definition | Example |
|---|---|---|
# Accts w Autopay | Number of accounts with autopay for this client Invoice. | - |
# Accts w-out Autopay | Number of accounts WITHOUT autopay for this client invoice. | - |
# New Accts | Number of new accounts loaded on this client invoice. | - |
# of Insert Letters | Number of letters with Insert on this client invoice. | - |
# of Letters | number of letters | - |
# Return PMTs | Number of returned payments for this client invoice. | - |
Accts w AutoPay % Coll Fee | Fee based on cash collected from serviced accounts with recurring payment agreements | - |
Accts w Autopay Coll Amt | Total cash collected with recurring payments minus NSFs, refunds, and amounts to applied to late charges. | - |
Accts w AutoPay Fee | Fee for servicing account WITH recurring payments | - |
Accts w-out AutoPay % Coll Fee | Fee based on cash collected from serviced accounts WITHOUT recurring payment agreements. | - |
Accts w-out Autopay Coll Amt | Total cash collected without recurring payments minus NSFs, refunds, and amounts to applied to late charges. Does NOT include merchant payments. | - |
# Accts w-out Autopay | Number of accounts WITHOUT autopay for this client invoice. | - |
Accts w-out AutoPay Fee | Fee for servicing accounts WITHOUT recurring payments | - |
Amt Due to Merchant | Total amount that is due to you from this client invoice. | - |
Amt Paid to UAS | Amount paid to Universal Account Servicing from this client Invoice | - |
Billing Period | Billing period that this client invoice covers. | - |
Client Invoice | Set of letters and numbers generated to uniquely identify the merchant invoice | 521C-6E8X4-1017 |
Insert Letter Fee | Fee for adding an insert with a letter | - |
Letter Fee | Fee for mailing a letter. | - |
Merch Process % | Fee for processing credit cards. | - |
Merch Process Amt | Amount processed by the merchant for this client invoice. | - |
Merch Process Total | Merch Process Amt * Merch Process % | - |
Client Account | Account Name | - |
New Acct Load Fee | Fee for loading new accounts. | - |
Other Deductions Total | Other deductions from this client invoice | - |
Pass Through Fee Total | Total fees passed through for this client invoice | - |
Previous Amt Due | Carryover balance form the previous invoice that has not been settled | - |
Program | Name of your program | Open-End Contracts |
Return PMT Fee | Fee for any returned payment. | - |
Subtotal | Total cash (paid to UAS) - fees | - |
Total Accts w Autopay | Accts w AutoPay Fee * # Accts w Autopay | - |
Total Accts w Autopay Coll Fee | Accts w Autopay Coll Amt * Accts w AutoPay % Coll Fee | - |
Total Accts w-out Autopay | Accts w-out AutoPay Fee * # Accts w-out Autopay | - |
Total Accts w-out Autopay Coll Fee | Accts w-out Autopay Coll Amt * Accts w-out AutoPay % Coll Fee | - |
Total Fees | Merchant Processing Credit and AMEX fees + Consumer Payment Method Returned + Letter Mailed Fees + Letter Inserted Fees | - |
Total Insert Letter Fee | Insert Letter Fee * # of Insert Letters | - |
Total Letter Fee | Letter Fee * # of Letters | - |
Total Load Fee | # New Accts * New Account Load Fee | - |
Total Return PMTs | Return PMT Fee * # Return PMTs | - |
UAS Billing Charge Total | Total billing charge from UAS for this client Invoice | - |
Invoicing - New Accounts
This report shows newly added accounts to your portfolio. This report represents the number of accounts on your invoice for the "New Account Load" fee.
Column Name | Definition | Example |
|---|---|---|
Acct # | Seven character random account number uniquely assigned by our system. Accounts can contain multiple contracts, subscriptions and POS transactions | ABC1234 |
Active Date | Date the contract was activated in our system and we started to service the account - Create statements, accrue interest, etc. | 10/11/17 |
Applicant | Name of the primary applicant / account holder | John Doe |
Contract # | Accounts can have multiple contracts, the contract number is a build on the account number (ACCT#LOA##) | ABC1234LOA01 |
Location | Location where account was originated | Kansas Citry |
Merchant Ext ID | Unique ID assigned by you and given to us during the origination process or via a data update. This is critical when linking data back to other systems like Accounting Software or Fulfillment/ERP systems | Student Number, Patient Number, Merchant Number as some examples and length and type can vary widely by merchant. |
Client Invoice | Set of letters and numbers generated to uniquely identify the merchant invoice | 521C-6E8X4-1017 |
Program | Name of your program | Open-End Contracts |
Invoicing - Transactions
This report will show you transactions for an invoice period. The transactions are used to represent collections and returns/NSF and late fees collected.
Field Definitions
Column Name | Definition | Example |
|---|---|---|
Acct # | Seven character random account number uniquely assigned by our system. Accounts can contain multiple contracts, subscriptions and POS transactions | ABC1234 |
Applicant | Name of the primary applicant / account holder | John Doe |
Card Type | Specific card type - (VISA, MASTERCARD, DISCOVER, AMEX) | VISA |
Fees | Amount of the payment applied to fees | 0.00 |
Interest | Amount of the Payment applied to Interest | 10.00 |
Loan # | Accounts can have multiple loans. The loan number is a build on the account number (ACCT#LOA##) | |
Location | Location where account was originated | Kansas City |
Merchant Ext ID | Unique ID assigned by you and given to us during the origination process, or via a data update. This is critical when linking data back to other systems like Accounting Software or Fulfillment/ERP systems | Student Number, Patient Number, Merchant Number as some examples and length and type can vary widely by the merchant. |
Client Invoice | Set of letters and numbers generated to uniquely identify the merchant invoice | 521C-6E8X4-1017 |
PMT Amt | Amount of payment made | 198.00 |
PMT Processed | Date Payment was Processed - Counted towards balance | 11/10/2017 |
Principal | Amount of the Payment applied to Principal | 180.00 |
Program | Name of your program | Open-End Contracts |
Transaction ID | Unique ID for this Transaction | 1234567 |
Type | Various types to further define payment types or adjustments | PMT - ACH |
Invoicing - Transactions - Pct of Collections
This report will show you transactions for an invoice period. The transactions are used to represent collections and returns/NSF and late fees collected, with additional servicing portfolio information.
Field Definitions
Column Name | Definition | Example |
|---|---|---|
Acct # | Seven character random account number uniquely assigned by our system. Accounts can contain multiple contracts, subscriptions and POS transactions | ABC1234 |
Applicant | Name of the primary applicant / account holder | John Doe |
Card Type | Specific card type - (VISA, MASTERCARD, DISCOVER, AMEX) | VISA |
Fees | Amount of the payment applied to fees | 0.00 |
Interest | Amount of the Payment applied to Interest | 10.00 |
Loan # | Accounts can have multiple loans. The loan number is a build on the account number (ACCT#LOA##) | |
Location | Location where account was originated | Kansas City |
Merchant Ext ID | Unique ID assigned by you and given to us during the origination process, or via a data update. This is critical when linking data back to other systems like Accounting Software or Fulfillment/ERP systems | Student Number, Patient Number, Merchant Number as some examples and length and type can vary widely by the merchant. |
Client Invoice | Set of letters and numbers generated to uniquely identify the merchant invoice | 521C-6E8X4-1017 |
PMT after Servicing Fee | Payment amount - UAS Servicing Fee - UAS Merchant Fee for completed payments if the ToT SAS for the payment has a servicing fee percent. | 0.00 |
PMT Amt | Amount of payment made | 198.00 |
PMT Processed | Date Payment was Processed - Counted towards balance | 11/10/2017 |
Principal | Amount of the Payment applied to Principal | 180.00 |
Program | Name of your program | Open-End Contracts |
Servicing Fee % | Servicing Fee % on the ToT - SAS when the transaction was processed. | 0% |
Servicing Fee Amt | Payment amount times UAS Servicing Fee % for complete payments with a servicing fee percent on the time of transaction service and assignment setting. | 0 |
Transaction ID | Unique ID for this Transaction | 1234567 |
Type | Various types to further define payment types or adjustments | PMT - ACH |
Invoicing - Account Summary
This report shows you all accounts in your servicing portfolio for an invoice period. The AutoPay Type will inform you if the account had or did not have a recurring payment.
Field Definitions
Column Name | Definition | Example |
|---|---|---|
Acct # | Seven character random account number uniquely assigned by our system. Accounts can contain multiple contracts, subscriptions, and POS transactions | ABC1234 |
Applicant | Name of the primary applicant / account Holder | John Doe |
AutoPay Type | If enrolled in autopay it will be (CHECKING, SAVINGS, VISA, MASTERCARD, DISCOVER). If not enrolled, then the type will be (NONE) | NONE |
Client Invoice | Set of letters and numbers generated to uniquely identify the merchant invoice | 521C-6E8X4-1017 |
Loan# | Accounts can have multiple Loans, the Loan number is a build on the Account Number (ACCT#LOA##) | ABC1234LOA01 |
Location | Location where the account was originated | Kansas City |
Merchant Ext ID | Unique ID assigned by you and given to us during the origination process, or via a data update. This is critical when linking data back to other systems like Accounting Software or Fulfillment/ERP systems | Student Number, Patient Number, Merchant Number as some examples and length and type can vary widely by the merchant. |
Invoicing - Letters
Total letters that were mailed to consumers.
Field Definitions
Column Name | Definition | Example |
|---|---|---|
Acct # | Seven character random account number uniquely assigned by our system. Accounts can contain multiple contracts, subscriptions, and POS transactions | ABC1234 |
Applicant | Name of the Primary Applicant / Account Holder | John Doe |
Client Invoice | Set of letters and numbers generated to uniquely identify the merchant invoice | 521C-6E8X4-1017 |
Contract # | Accounts can have multiple Contracts, the Contract number is a build on the Account Number (ACCT#LOA##) | |
Delivery Method | Letters can be sent either Stand-Alone or Insert. Stand alone is a letter sent individually and an inserted letter is sent along with a statement or other document. | Stand alone |
Letter | Combination of contract number, type of letter and date specific to request | ABC1234LOA01-ppl-2017 |
Location | Location where the account was originated | Kansas City |
ABC1234LOA01 | ||
Merchant Ext ID | Unique ID assigned by you and given to us during the origination process, or via a data update. This is critical when linking data back to other systems like Accounting Software or Fulfillment/ERP systems | Student Number, Patient Number, Merchant Number as some examples and length and type can vary widely by the merchant. |
Program | Name of your program | Open-End Contracts |
Requested Date | Date the letter was Requested | 2017-10-11 |
Type | Type of letter requested | Privacy Notice |
Invoicing - Misc Charges
All Miscellaneous Charges on your invoice.
Field Definitions
Column Name | Definition | Example |
|---|---|---|
Amount | Amount of charge applied to invoice | 300.00 |
Client Invoice | Set of letters and numbers generated to uniquely identify the merchant invoice | 521C-6E8X4-1017 |
Program | Name of your program | Open-End Contracts |
Type of Charge | Description of charge applied to invoice | Buyback |
FAQs
How do I obtain more than six months of invoices?
We make the last six months of invoices available in our portal. However, if you need access to older invoices, please contact uSupport (888-842-2461, option 1).
Why is my first invoice negative?
There is a New Account Load fee for all new accounts added to UAS for servicing. We also have a monthly minimum servicing fee. When you first start, you are originating new contracts that will not be due for payments for at least 30 days. UAS will have servicing fees for the new accounts but no payments will have been collected from consumers resulting in a negative balance.
Please do not worry about remitting payment for your first month. We will deduct the fees from the next month's payments collected.
What do each of the line items mean on the invoice?
Please refer to the "How to Read Billing Invoice" PDF that is available at the start of this article.
Why am I paying for servicing and load fees on new contracts?
Load fees cover the use of our platform and the cost to process credit applications and electronic signatures. Servicing fees cover sending statements, notices, and taking/making calls.
We do not have a monthly license or individual license fee, rather we assess fees based on usage.
Why is there a minimum monthly payment?
All accounts have a standard monthly payment that is due to UAS. That is what it costs for us to maintain your account every month. Once you have a few loans serviced you will be over that minimum amount.
Merchant Payments Received
You will need your Invoicing- Transactions report. Use Column I (Type) to sort for only PMT types that contain the word "Merchant". Highlight Column J (PMT Amt), summarized amount will match the total of payments reported to UAS
Use Reports for Details of Billing Invoices
Access Invoice PDF and Reports
To balance fields on a merchant's invoice and to ensure all charges and amounts are correct, you must first access your invoice. Finding any of the fields below will start the same way:
Go to uportal and select “Invoices” and download the invoice that matches the invoice you are searching for with the invoice under the “Name” column.
Still in uportal under the reports tab go to the type of report you are trying to run
Invoicing- Transactions
Invoicing- New Accounts
Invoicing- Account Summary
Invoicing- Letters (If the message "No Reports Found" appears then there were no charges for "Letter Found" and "Letter Received")
Invoicing- Misc Charges (If the message "No Reports Found" appears then there were no deductions for "Miscellaneous")
Select the drop-down menu for the billing period you are verifying (Save as CSV, convert to XLSX if you want)
Multiple Invoices
Reports provide details for all invoices. If you have multiple programs, your reports will contain details for multiple invoices. Use the first column "Merchant Invoice"
Excel Tips & Tricks
To verify your invoices, it's helpful to know a few tools in Excel. These features will be a reference in the verification details.
Apply Data Filter to Sheet - An easy way to sort data is to apply a data filter to the entire sheet. Use "ctrl + a" or click on the arrow between Column A and Row 1 to select the entire sheet. Then go to the Data tab and select Filter. Now every column in the sheet will have a drop-down arrow that will allow you to sort by that column or apply quick filters.
Summarize Data
If you filter a row, as you apply a filter it will count the rows
If you highlight an entire column (click on "A" as an example) excel will count rows and if the field is numeric it will summarize the values. This is easy want to see totals without having to add a summary formula
Please note, this will provide a total count for any cell with a value entered, including the header. For example, if you are attempting to confirm the total number of transactions, the count will include the header of the column into the total count provided.
Pivot Tables - a bit more advanced, but provides an easy way to summarize data by group and subgroups
Verify UAS Payment Details
Payments Received
You will need your Invoicing- Transactions report.
Sort by Column P (Invoice PMT Detail) to only show "Payments Received"
Highlight Column J (PMT Amt), summarized amount will match total of payment received
Further sort by Column Q (AutoPay) - If this field is none, consider this the same as without recurring payment
None = w/o Rec Pmt
Any other value = Rec Pmt
Return Payment:
Follow the same steps for Payment Received, but select to sort Column P (Invoice PMT Detail) to show "Returned Payment (NSF)", “Refund” and “Invalid”.
Late Charges- On Merchant Payments Received or Late Charges- On UAS Payments Received
Remove all other data sorts. Sort Column K (Fees) for any value not equal to $0.00. Use Column I (Type) to determine if payment was received by the merchant or UAS. If the type contains "Merchant" then it will be counted in the merchant payment received category.
Refund:
Follow the same steps for Payment Received, but select to sort Column P (Invoice PMT Detail) to only show "Refund"
Verify Billing Charges
New Account Load
You will need your Invoicing- New Accounts report.
Highlight Column D (Acct #) - The summarized amount will match the quantity.
Likely you will not need to download this report to see the total. You can see it in the count on the report in uPortal360.
Accounts with Recurring Payments
You will need your Invoicing- Account Summary report.
Sort by Column H (AutoPay Type) not equal to NONE.
The sort amount in the bottom left of Excel will display the quantity.
Accounts without Recurring payments
You will need your Invoicing- Account Summary report.
Sort by Column H (AutoPay Type) equal to NONE.
The sort amount in the bottom left of Excel will display the quantity.
Recurring Payment % of Collections
Using the values from above - Payments Received / Rec PMT - multiplied by the % collection fee per item will give you the total due.
Without Recurring Payment % of Collections
Using the values from above - Payments Received / w/o Rec PMT - multiplied by the % collection fee per item will give you the total due.
Verify Pass-Through Fees Deducted
Merchant Processing Fees- Credit
You will need your Invoicing- Transactions report.
Sort by Column N (Card Type) for Visa, Mastercard, Discover.
Highlight Column J (PMT Amt) to see sum of dollars processed by these card types.
Merchant Process Fees- Amex
You will need your Invoicing- Transactions report.
Sort by Column N ( Card Type) for American Express.
Highlight Column J (PMT Amt) to see sum of dollars processed by this card type.
Special Merchant Account Needed to Process AMEX - Not Standard Offering
Letter Mailed:
You will need your Invoicing- Letters report.
Sort by Column J (Delivery Method) = Stand Alone.
Count of the Data Sort will show the quantity of letters mailed.
Letter Inserted:
You will need your Invoicing- Letters report.
Sort by Column J (Delivery Method) = Inserted.
Count of the Data Sort will show the quantity of letters mailed.
Average Portfolio Billing
Average Portfolio Billing is similar to an investment management fee which is defined as an annual percentage in your agreement. UAS billing is done monthly. To calculate your monthly portfolio fee, we first take the annual percent and divide by 12 months to find the monthly percentage. We then multiply that value by the average principal balance of your portfolio (which is the average between the beginning balance and ending balance for the invoice month).
Additional Deductions (if applicable)
Miscellaneous
You will need your Invoicing- Misc Charges report.
Buybacks
Buybacks are the result of contract balances that are cancelled, adjusted, or when a condition within the Merchant’s repurchase obligation occurs. Buybacks are required to be repurchased by the Merchant within ten (10) days of notice from UAS, and no later than three (3) days upon receipt of invoice from UAS unless alternate arrangements are agreed to. The buyback lifecycle is managed by the Merchant Performance and Financial Program Services teams. The performance of buyer and merchant portfolios is dependent upon the ability to identify and resolve all unpaid buybacks in a timely manner.