Bulk Customer/Agent Invoice Actions

Bulk Customer/Agent Invoice Actions

INVOICE MASS ACTIONS

Use this article to approve or lock multiple invoices at once.

SUMMARY / PURPOSE 

Use this article to perform bulk actions on customer or agent invoices.
This guide explains how to select multiple invoices and apply approval or locking actions in a single operation.

OVERVIEW 

The Invoice Mass Actions tool allows you to approve or lock multiple invoices at once, instead of processing them individually.

Use this when:

  • You need to approve multiple draft invoices
  • You need to approve and lock multiple closed invoices
  • You want to process invoices more efficiently

Do not use this when:

  • Invoices have unresolved pricing issues
  • Consignments require approval for Additional Services
  • You need to make changes to individual invoices first

BEFORE YOU BEGIN 

Ensure the following prerequisites are met:

  • You have access to the Finance module
  • You have appropriate permissions to approve and lock invoices
  • Invoices do not have outstanding pricing or service approval issues

IMPORTANT 

Invoices highlighted in red have pricing issues and must be reviewed before bulk actions are performed.
Invoices highlighted in orange have consignments requiring approval for Additional Services and should be reviewed before bulk actions are performed.

NotesNOTE: Both of these pages operate in the same manner; one is for customer invoices and the other for agent invoices.

                                                                  

AlertIMPORTANT: This page requires the Finance Module

STEP-BY-STEP INSTRUCTIONS 

Step 1: Navigate to Invoice Mass Actions

For Customer Invoices:

  1. Go to Finance → Operational Tasks → Bulk Customer Invoice Actions
  2. The Customer Invoice Mass Actions page displays

For Agent (RTCI) Invoices:

  1. Go to Finance → Operational Tasks → Bulk Supplier Invoice Actions
  2. The Agent (RTCI) Invoice Mass Actions page displays

Step 2: Add the Status Column (if needed)

If the Status column is not visible:

  1. Click the column selector icon (top-left of the grid)
  2. Select Status from the list
  3. The column now displays the current stage of each invoice

The Status column helps identify:

  • Closed invoices that need approval and locking
  • Invoices that need draft approval

Step 3: Select Invoices

  1. Click the checkbox next to each invoice you want to include
  2. Two options appear in the top-right corner:
    • Lock with Final Approval
    • Draft Approval

                                                                        

Step 4: Perform Bulk Action

To approve and lock invoices:

  1. Click Lock with Final Approval
  2. All selected invoices are approved and locked

To draft approve invoices:

  1. Click Draft Approval
  2. All selected invoices are moved to draft approval status

                                          

            3. If this status column is not in your grid, you can add it via the column selector icon located top-left as shown below.

                                                                                                      

NOTE: Invoices appearing highlighted in Red will have pricing issues associated with these and should be reviewed prior to performing bulk actions.
NOTE: Invoices appearing highlighted in Orange are those that have consignments requiring approval for Additional Services and should be reviewed prior to performing bulk actions.
NOTE: Please also note that you can double click and enter into these invoices as you normally would in the invoice search screen.

Step 5: Review Individual Invoices (if needed)

If you need to view or edit an individual invoice:

  1. Double-click the invoice row
  2. The invoice detail screen displays
  3. Add or remove consignments using Manual Add/Import or Remove in the Consignment Detail section       
             

NOTE 

You can open and edit individual invoices from the Mass Actions page the same way you would from the Invoice Search screen.

COMMON ISSUES & TROUBLESHOOTING 

Issue: Cannot perform bulk actions
Cause: No invoices selected
Resolution:

  • Select at least one invoice using the checkboxes
  • Confirm the bulk action options appear in the top-right corner

Issue: Bulk action fails
Cause: One or more invoices have pricing issues or require service approval
Resolution:

  • Review invoices highlighted in red (pricing issues)
  • Review invoices highlighted in orange (service approval required)
  • Resolve issues before attempting bulk actions again

FAQs 

Can I approve customer and agent invoices at the same time?
No. Customer and agent invoices are managed on separate pages. You must perform bulk actions separately for each type.

What is the difference between "Lock with Final Approval" and "Draft Approval"?
Lock with Final Approval approves and locks the invoice, preventing further changes.
Draft Approval moves the invoice to draft approval status but does not lock it.



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