The shipper invoice can be generated in the Adjustments section of a load in the Receivables home page. Invoices can also be generated from the Delivered Loads tab. Refer to this article for more information. Use the Invoices function in the following cases:
- If any changes have been made to a receivable and a new invoice needs to be issued
- A user needs to re-send an invoice
- A user wants to view the sent history for an invoice
- A user wants to download a copy of the invoice
- A user wants to mark an existing invoice as sent outside of EKA
Use the filters or enter Load ID/Ref Nbr or Invoice Number to locate the load for invoicing.
Click on the icon at the end of the row for the appropriate load.
A screen will open with several available tabs. Click to the Invoices tab. Any existing invoices will display in a list. If no invoice exists, the display will be empty.
To create or update an invoice, click Generate Invoice or Adjust Invoice. A wizard will open to an Invoice Preview.
If a Notice of Assignment document is configured to be attached to the invoice, an additional tab will show and the Notice of Assignment will be visible from here.
For information on how to configure the notice of assignment, refer to this article.
To attach documents to the invoice, navigate to the Documents tab. Note that the Required Documents listed at the top of this page are based on settings in the Shipper profile. Select which documents need to be sent with the invoice.
When ready, click Print as Sent, Print Invoice, Save Invoice, or Send Invoice.
An invoice can be saved to be sent later or to be sent with an Invoice Bundle or it can be sent immediately. It can also be automatically downloaded and saved with the Print Invoice button as well as be automatically downloaded and marked as processed outside of EKA with the Print as Sent button.
If Save Invoice is selected, a window will open to confirm that the invoice has been saved. If Print Invoice is selected, the invoice will automatically download and a window will open to confirm that the invoice has been saved.
If Print As Sent is selected, the invoice will automatically download and a window will open to confirm that the invoice status has been updated.
If Send Invoice is selected, an email wizard will open. Select users from the list of available users. Tick the box if you want to send a copy of the email to your email address. Add a note to the email if desired. Click Send.
A confirmation message will display if the email was successfully sent. An error message will display if any problems were encountered during the send.
Once the invoice is printed, saved, or sent, it will appear in the list of invoices for the load.
The Invoices list will be updated with the newly generated invoice.
Click on the to download a copy of any invoice on the list.
Click on the to email a copy of any invoice on the list.
To update an existing invoice to the Processed Outside of EKA status, on the invoices screen, select the Update to Invoiced and Sent check box and then click the icon.