Invoicing

Invoicing

INVOICING

SUMMARY / PURPOSE

Use this article to approve invoices, unlock approved invoices for editing, search for invoices, and understand invoice statuses and colour codes.This guide explains the approval workflow, how to make changes to locked invoices, and how to interpret invoice statuses.

                                                     

OVERVIEW 

Approving and locking an invoice triggers automated processes such as:
  1. Sending invoice emails to customers
  2. Exporting invoice data to accounting packages (MYOB or Xero)

Once approved and locked, invoices require manual un-approval before editing.
Invoices in Transvirtual have different statuses that control whether consignments can be added and whether automated processes are triggered. Consignments on an invoice display in different colours to indicate pricing status or issues.
Use this process when:
  1. You need to approve an invoice after checking pricing
  2. You need to edit an invoice that has already been approved
  3. You need to re-send invoice data after making changes
  4. You need to search for invoices or understand invoice statuses

Do not use this process when:
  1. The invoice has not been closed yet
  2. You are still adding consignments to the invoice

Search and Filter Invoices

The Customer Invoice Filter and Supplier Invoice Filter work the same way.

Access these pages at:

  • Finance > Operational Tasks > Customer Invoices
  • Finance > Operational Tasks > Supplier Invoices

Use these pages to:

  • View invoices within a selected date range
  • Check which invoices require action
  • Filter by invoice status (open, closed, approved and locked)

Step 1: Change the Date Range

  1. Locate the date range selector at the top-right of the page
  2. Select the required date range
  3. Results display invoices with an invoice date within the selected range


Step 2: Customize Columns

  1. Click the Column Selector button
  2. The Column Selector popup displays
  3. Select the appropriate columns from the Columns Selected field
  4. Click Update at the bottom of the window
  5. Refresh the page to see the updated column selection
                                       

Step 3: Export Results (Optional)

  1. Click the Export button at the bottom-left of the page
  2. Select Excel or CSV from the dropdown
  3. The file downloads with the information and columns currently displayed
                                                                                                                  


STEP-BY-STEP INSTRUCTIONS 

Part A: Approve an Invoice

Step 1: Open the Invoice

  1. Navigate to Finance > Operational Tasks > Customer Invoices OR Supplier Invoices.
  2. Double-click the applicable invoice to open it



Step 2: Review Invoice Details

  1. Check the Invoice Info section at the top left
  2. Review all consignments and pricing on the invoice
  3. Verify there are no pricing issues
Notes
NOTE: The Approve and Lock Invoice button only appears once an invoice has been closed. You can close an invoice manually using the toggle in the Invoice Info section.

Step 3: Approve and Lock the Invoice

  1. Click the Approve and Lock Invoice button at the top
  2. A confirmation popup will display
  3. Click Yes, I want to to confirm
                                                                                                                
AlertIMPORTANT: Approving and locking an invoice triggers EDI rules. Ensure all prices are correct before approval. Changes made after approval will not automatically re-send to customers or accounting packages.


Part B: Edit an Approved Invoice

Step 1: Locate the Invoice

You can search for the invoice in two ways:

  1. Option 1: Use the search bar

    • Enter the invoice number in the search bar at the top of the page
                                                                  

  1. Option 2: Use the invoice filter

    1. Navigate to Finance > Operational Tasks > Customer Invoices OR Supplier Invoices
    2. Enter the invoice number in the Invoice Number field
    3. Press Enter
                                                                         

  1. If you do not know the invoice number:

    • Search using other fields such as customer name
    • Change the date range in the upper-right corner of the page and scroll through results



Step 2: Open the Invoice

Once located, double-click to open the invoice.

- Click the Un-Approve? button to enable editing of the invoice.


 
NotesNOTE: Before un-approving, check the Additional tab (see image above) to see which EDI rules have been triggered.
If EDI rules have been triggered:
  1. The customer or agent has already received a copy of this invoice
  2. You must notify them that you are amending and re-sending the invoice.

Step 3: Un-Approve the Invoice

  1. Click the Un-Approve? button
  2. A confirmation popup will display
  3. Manually enter the invoice number in the field
  4. Click the Unapprove button
                           
 
WarningIMPORTANT: Read the warning message carefully before un-approving. Always verify invoice prices are correct in your accounting package.

Step 4: Edit Consignments

  1. The Un-approve button changes back to Approve and Lock Invoice
        

2. Open the relevant consignment(s) on the invoice
3. The message "Price invoiced and locked" no longer appears
4. Make the required pricing changes
5. Ensure all prices are correct before approving and locking the invoice.                                                                                                           


Step 5: Delete or Restore Prices (Optional)

To delete a price:

  1. Select the price line
  2. Click the Delete button
NotesNOTE: Use the Delete button to remove any unnecessary consignment prices. If a price is deleted by mistake, it can be re-enabled as described below.

To restore a deleted price:

1. Select the Show Deleted checkbox
                                                                                        
                              

2. Deleted prices appear in red


3. Click on the deleted price
4. Click the Activate button (see image above)
5. Click Yes, I want to in the confirmation popup:

                                                                    
6. The price reappears in orange (pending invoice status)

Once the consignment is invoiced, it will appear in white, indicating the price is complete.



NotesNOTE: When you delete and re-activate a price, it may not be added to the original invoice. Verify the price is on the correct invoice after re-activation.

Step 6: Move Consignment to a Different Invoice (Optional)

1. Click the Invoice Actions button
2. Select an existing invoice from the list by ticking on its checkbox, OR
3. Create a new invoice by ticking on the "Fresh Invoice" option
                                                                             

4. The consignment moves to the selected invoice


Step 7: Re-Approve the Invoice

  1. Once all changes are complete, click Approve and Lock Invoice
  2. Click Yes, I want to in the confirmation popup

                                   
             


Step 8: Re-Send EDI Rules

EDI rules do not automatically re-send after editing an approved invoice.

To manually re-send:

  1. Open the Additional tab on the invoice
  2. Double-click the EDI rule to re-send
                                                    
WarningIMPORTANT: Re-sending EDI rules to your accounting package will not update the package automatically. You must update the accounting package manually.

INVOICE STATUSES

Open / Closed

Open:

  • New consignments can be added to the invoice
  • The invoice remains open until manually closed or automatically closed by the system

Closed:

  • No new consignments can be added automatically
  • Allows users to review prices before finalizing

The system can automatically close invoices if configured in: Finance > Operational Tasks > Customer Invoices > [Select Invoice]

Approved Draft

This status allows users to create a draft copy of an invoice.

Use this status to:

  • Send draft invoices to customers or agents via EDI rules
  • Review pricing before final approval

Approved and Locked

This is the final stage of the invoice process.

This status:

  • Locks the invoice from further edits (unless un-approved)
  • Triggers EDI rules to send invoices via PDF or Excel to customers or agents
  • Exports invoice data to accounting packages

Only approve and lock an invoice after manually reviewing all pricing.

CONSIGNMENT COLOUR LEGEND

Consignments on an invoice display in different colours based on their pricing status.

White

Meaning: The consignment has no pricing issues and has priced correctly.

Red

Meaning: There is a pricing problem with the consignment.

This can indicate:

  • A pricing error requiring review
  • Additional services pending approval
  • Price difference between imported price and system-calculated price

Yellow

Meaning: A price has been imported and differs from the system-calculated price.

This alerts the user that there is a price difference between:

  • The imported price
  • The system-calculated price

Orange

Meaning: There are import issues or the consignment has been moved from another invoice.

This can indicate:

  • The import has fewer details than the consignment in the system
  • The consignment was moved from an existing invoice to the current invoice


IDENTIFY and RESOLVE PRICING ISSUES

Locate Pricing Issues

Pricing issues are flagged in two locations:

  1. During invoicing – highlighted in the invoice window
  2. In the review queue – Finance > Tools > Consignment Price Reviews
Review Rating Notes

Step 1: Open the consignment

  1. Navigate to the consignment
  2. Select the Finance tab
  3. Review the Rating Notes box


                                                      

    1. Step 2: Interpret the rating notes

      The rating notes show how the system calculated the price:

      • Line 1: Rate card name and service level (e.g., "Standard Rates - Express 1 day")
      • Line 2: Route and zones (e.g., "NSW to NSW")
      • Following lines: Item charges applied

COMMON ISSUES & TROUBLESHOOTING

Issue: Suburbs not matched to zones

Cause: From or To suburb is not assigned to a zone in the customer's rate card zone listing.

Resolution:

  1. Check the From and To suburbs on the consignment
  2. Verify both suburbs are assigned to zones in the applicable zone listing
  3. Add missing suburbs to the correct zone if required
                                                                  

    Issue: No rate found for item descriptions

    Cause: Freight item descriptions on the consignment do not match any items in the rate card, and no default freight item is set.

    Resolution:

    1. Check the freight items in the rate card
    2. Ensure item descriptions match those on the consignment
    3. If no match exists, set a default freight item in the rate card
                                                                        

    Issue: Rate found for some items, but not all

    Cause: One or more freight item descriptions do not match the rate card.

    Resolution:

    • Match all item descriptions to the rate card, OR
    • Add a default freight item to catch unmatched items
                                                                                                



FAQs

Q: Can I approve an invoice with flagged consignments?
A: Yes, but review all prices before approval.

Q: Will changes after approval update accounts packages automatically?
A: No, manual updates are required.



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