Overview
Automated Customer Invoice Generation
The CustomerInvoiceGenerationJob is available to run from the Job Monitor page. The job will process invoices each time it runs based on the following criteria:
The Auto-Send Invoices field in the Transportation Profile record of the customer is checked (true).
The Invoice Date is today.
The Invoice Status is set to “Approved.”
The Billing Method is “Email” or “EDI.”
To run this job on regular basis the following settings need to be configured:
Configuration page in the TMS Admin tab:
Customer Invoice Job First Run of the Day: the time at which the job will run for the first time each day.
Customer Transportation Profile settings:
Customer Invoice Day: values are blank, and Monday through Sunday. This setting defines how the Invoice Date is calculated. When the value is blank, the Invoice Date is set to the current date. When there is a value, the date is set to the date based on the current day of the week. For example, if the Customer Invoice Day is set to Thursday, the Invoice Date is calculated as follows:
If today is Monday, the Invoice Date is set to the date of Wednesday (3 days from Monday).
If today is Thursday, the Invoice Date is set to today’s date.
If today is Friday, the Invoice Date is set to Thursday of next week (6 days from Friday).
Billing Email Attachment Format: value defaults to .PDF. To send a .CSV along with the .PDF, change this field to “.PDF with .CSV.” Customer Invoice Export File: when the “.PDF with .CSV” option is selected, an export file definition is required. Each customer has one file export. See File Export Definitions for more information. Auto-Send Invoices: this field must be checked for the CustomerInvoiceGenerationJob to automatically generate and send customer invoices. with a Billing Method of Email and EDI.The Billing Method field on the customer Transportation Profile must be set to either Email or EDI to auto-send invoices.
The status of each successfully processed invoice is set to Invoiced. The Date Sent is also set to “now.” The Invoice Status Comments will be set to blank.
The Invoice Status field is set to "On Hold" when invoices generate an error. The Invoice Status Comments field contains the detailed error message. The list of errors are also emailed to the user.
When customer invoices are automatically sent via email, the .PDF and any .CSV attachments are saved for reference. They are found on the recipient Contact record in the Notes & Attachments section.
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Billing .PDF Creation
When creating a Billing .PDF in a list view, if a user receives the following error:
'Attempting to de-reference null object.'
Possible solutions:
Navigate to TMS Admin, Customer Invoice Documents. If the Invoice Action is set to Include if Accessorial Present, an accessorial must be linked. Click the Add button in the list. The TMS looks for the linked accessorial(s) before creating and sending the Billing/Invoice.
Is there a Billing Contact associated?
Billing contact(s) may have been added to the Account after the Billings were generated. The Billing contact can be manually populated on the Billing record.
If the Billing Method on the Customer Bill To Transportation Profile is set to Email, make sure the Billing Contact has an email address entered.