Statements and self-billing
How Smileline pays suppliers in the UK and the US each month for Shop orders delivered to practices in the UK (except Northern Ireland) and the US, with the self-billed invoices it raises for you.
Smileline buys each item it sells from you, at the price on your offer (or,
for equipment, your quoted cost), and pays you monthly. Statements
(/supplier/statements) shows what's coming and every month's statement.
Only owners of the supplier account can open it. Smileline's own warehouse
gets no statements.
When an item becomes payable
An item is added to your statement once it's delivered, and falls payable 30 days after the delivery date (in your time zone): the window in which the practice can still return it. It goes on the statement of the month it falls payable in. Equipment you install is payable once you've confirmed the installation and the practice has paid its balance.
Coming up lists what isn't payable yet, each line with its Payable from date.
| Line | What it is |
|---|---|
| Sale | An item delivered, at your cost |
| Return | An item that came back and was refunded, taken off at your cost |
| Refund | A refund with nothing sent back (items missing or damaged at check-in, or a parcel that didn't arrive after delivery), taken off at your cost |
| Adjustment | A correction Smileline added, with its note |
A return or refund comes off the same statement as its sale while that one is still open, otherwise off the current month's. An order cancelled before dispatch, a parcel that never arrived and wasn't delivered, or a parcel that came back to you never reaches your statement, because it was never delivered.
Each month
Months lists every statement in your own calendar. An open one shows so far, and Closing soon near the month's end. A statement closes in the early hours of the first day after its month ends, and then shows closed with the date and the amount payable. Click Details for its lines and totals:
- Goods sold to Smileline — the month's sales, returns and refunds;
- Adjustments;
- VAT on the self-bill — for a UK supplier with a VAT number;
- Smileline pays you — the total.
When a statement closes you're told A monthly statement is ready, and its documents appear:
- Self-bill — the self-billed invoice Smileline raises for you, with a credit note against it for any corrections.
- Statement (PDF) — the month's statement, made once when it closes.
A document shows being prepared for a few minutes before you can open it.
If nothing is payable, or returns outweigh sales, the statement reads Nothing was payable this month, so the balance moved to next month.
Getting paid
Smileline pays the amount by bank transfer to the details under How we pay you on your home page, and you're told A statement is paid. The statement shows paid with the date and the Payment reference. If you change your bank details, Smileline confirms them with you by phone before the next payment.
Self-billing
Under the self-billing agreement Smileline writes your invoices, so you never invoice Smileline for these sales yourself.
- Each closed statement has one self-billed invoice for its sales, numbered in your own series, and a self-billed credit note for its corrections.
- For a UK supplier with a VAT number, the self-bill shows the VAT on each line at that product's rate, and says The VAT shown is your output tax due to HMRC. Adjustment lines carry no VAT.
- US self-bills carry no VAT.
If the agreement has run out when a month closes, the statement says Self-bill on hold: renew the agreement. Renew it from your home page with Renew for 12 months; Smileline then issues the self-bill and pays you. Until then the payment waits.
Tell Smileline straight away if your VAT registration or VAT number changes.