Your Transvirtual Invoices

Overview

This article describes the features on the Invoices page, which lists the invoices due, paid, or outstanding for your Transvirtual account. This does not cover your customer, agent, carrier, or supplier invoices.

To see the Invoice page, go to Configuration > Transvirtual Account > Invoices. The invoice page displays as shown below.
On the invoices page, the list of invoices uses the following colour codes:
- Paid invoices are highlighted in green.
- Invoices where payment is due soon are highlighted in orange.
- Overdue accounts are highlighted in red.

Warning: failure to pay an overdue invoice due to insufficient funds or no valid credit card can result in your account access being automatically suspended. Multiple email reminders are sent before this happens, so ensure your contact details are up to date. See the notes at the bottom of this page.

To see the details of an invoice, double-click the applicable invoice. The details display on the right side of the screen, as shown below.
In the invoice detail section, you can print the invoice, pay the outstanding amount, and see the related consignments linked with this invoice by clicking the Related button. The first page of the invoice shows the number of consignments created each day. If needed, you can check the actual consignment data that makes up these numbers. If your invoice is large, it may take a while to load all related consignments. There are checks in place to ensure consignments are only counted once.

How to Read Your Invoice

Page 1 - Charges

Consignments

The first row itemises the daily quantity of consignments created.
The unit price for the consignment rate.

Add-On Modules

The next row itemises any add-on modules, if enabled.
The quantity is the number of devices that had the module enabled at any time during the invoice period.
The unit price is the module rate per device.

Minimum Invoice Value

A minimum invoice value is applied to invoices in line with the plan you have selected.
If the total of your invoice is below the minimum value, this line applies the difference.

Support Charges

Paid support charges are summarised in this section and itemised on the following page.

Page 2 - Support

Support interactions are logged and itemised by Transvirtual staff.
This section lists both free and paid support interactions, the time spent, and the amount charged.
The support policy is linked in the footer of most pages, or can be accessed at https://www.transvirtual.com.au/Public/Policy/Support.
For questions about these charges, email support@transvirtual.com.

Notes

Transvirtual invoices are issued in line with the Payment Policy, accessible via the link in the footer of each page or at https://www.transvirtual.com.au/Public/Policy/Payment.

Invoices are issued weekly (Monday to Sunday) plus End of Month. For example, if the end of the month falls on a Tuesday, the regular weekly Sunday invoice is held over and issued on the Tuesday.
Invoices are emailed to either the Accounts Receivable email (Configuration > General > Global Setup > Contact Details tab) or the main account email (Settings > General > Global Setup > General tab).
You can add multiple email addresses to these fields as a comma-separated list, with no spaces.
Invoices are also available at any time online from the Invoices page (Configuration > Transvirtual Account > Invoices).
Payment is due 14 days later. The amount is automatically charged on the due date to the card on file; ensure there are sufficient funds available.
If a payment fails, another attempt is made within 24 hours. Failure to pay overdue invoices results in your account being automatically suspended.

Rates Per Consignment

In the TMS, you are charged per consignment created in your account. As long as you operate within the Fair Use policy linked in the footer of each page:

Charges are not applied per item.
Charges are not applied per scan.
Charges are not applied per POD.

When a consignment is created in your account, cost accumulation begins immediately. Server resources are required to process the import file or facilitate the manual data entry, and ongoing storage costs begin immediately. You also have access to a range of other tools and features, including GPS tracking and fleet management, that are independent of but included in the consignment charges.

A consignment was created in my account but the freight was never seen. Why am I being charged?

One consignment might be created with a single item, and the freight is never sent or received, so nothing more happens.
Another might have many items, each with multiple scans, pickup, and potentially multiple split delivery PODs, uploaded photos, and Customer Service tickets attached.

The resources required to create, process, and store these two example consignments are very different. Charging per scan or POD would get complicated quickly, so a single charge per consignment is applied that covers every eventuality.

Someone sent me the wrong data. Why am I being charged?

When data comes from an external source, there is no control over the quality or quantity received. There is no realistic or affordable way to filter or check this data to ensure it meets your expectations. As mentioned above, cost accumulation begins from the moment the data is received, regardless of whether it was requested.

It can feel unfair to be charged when it is not your fault, and Transvirtual has similarly limited ability to prevent this. If this happens, Transvirtual can help identify the source of the incorrect data so you can discuss directly with them the options for recovering any costs involved.

If you are still concerned about any charge or have further questions, contact Transvirtual Support to discuss them.