Billing
Where charges come from, and how they are invoiced, corrected and collected
14 articles
How charges are generated
Charges are created automatically by operations: when a receipt is confirmed, when a shipment ships, when a special job is completed, when an accessorial is captured or every night. What gets billed, when, with what date, at what price and why it sometimes doesn’t show up.
Handling charges: receiving, shipping and cross-dock
How each receipt’s and shipment’s handling charge is calculated: what quantity it takes by rate basis (pallet, carton, piece, weight), with what date, what happens on multi-client shipments and cross-docks, and which basis to avoid.
Storage in detail
Bill at shipment or accrue every night: how days are counted from actual arrival to actual departure, how pieces become pallets, free days, monthly minimums, switching modes, and per-day storage services.
Rate card and prices
The two price levels: the warehouse catalog and each client’s rates. How to fill the Pricing tab field by field (amount, minimum, maximum, auto charge, advanced, exclusive service), the new Rate card version and the rules that surprise people.
Currencies: dollars, pesos and the Currencies button
Which currencies each warehouse offers, where each charge takes its currency from, why pesos and dollars never mix on an invoice, and the traps in the client’s billing currency and a quote’s currency.
Payment terms and due dates
When the client pays (per transaction, on arrival, on departure or monthly) and their credit days: how they decide invoice grouping, the due date, the overdue mark and aging in Receivables.
Generate invoices from Services to Invoice
The pending-charges pool: how to filter it, read totals per client, generate all invoices or only the selected ones, how they are grouped, the assembled-invoices view, the manual invoice and exporting to Excel or CSV.
The overnight billing processes
What the system does on its own every night: clean up empty stock rows, accrue the day’s storage, generate pending invoices and expire overdue quotes. At what time, what they touch, what they don’t, and what to check in the morning.
Invoices: edit and correct
What you can change on an issued invoice: the detail piece by piece, adding catalog charges, capturing pending charges, editing or removing lines (void or return), and what happens to the total, minimums, payment status and export.
Void or delete an invoice
The two ways to undo a whole invoice: void (keeps the number and returns charges for rebilling) and delete (removes invoice and charges). When to use each, and what happens to manual charges, shipments and accounting.
Send and print invoices
The invoice list, the PDF and the invoice format, emailing with a recipient preview, who receives and who doesn’t, the internal copy to accounting, printing several at once, notes and backup documents.
Collections: payments and accounts receivable
Record full and partial payments, read receivables aging (current, 1–30, 31–60, 61–90 and over 90 days), the balance per client, the invoice and payment CSVs, the archive of paid invoices and what collections doesn’t do yet.
Consolidate several invoices into one
When the client wants a single document instead of one invoice per operation: how to merge several invoices, what rules they must meet, what happens to the originals, numbers, dates and due date, and how to undo it.
Export to QuickBooks
What the QuickBooks button does: a CSV file in the QuickBooks Online import format, with only the new invoices; the payments CSV; how to prepare QuickBooks and what changes on an invoice once exported.