Your Transvirtual Invoices

Your Transvirtual Invoices

OVERVIEW

This article will describe the features within the Invoices page which list the invoices you have due, paid or outstanding for your transvirtual account. This is not for your customer or agents/carrier/supplier invoices 


1. To see the Invoice page, go to Configuration > Transvirtual Account > Invoices. The invoice page will display as shown below.

                                          



2. On the invoices page, you can see the list of invoices with some colour codes described below:

  • 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 overdue invoice due to insufficient funds or no valid credit card can see your account access 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 


3. If you want to see the details of an invoice, double-click on the applicable invoice. The details of that invoice will be displayed on the right side of the screen as shown below.
                                                      

4. In the invoice detail section, you can print the invoice, pay the outstanding amount and see the related consignment linked with this invoice by clicking on the related button as shown above. The first page of your invoice displays the number of consignments created each day. If you want to check the actual consignment data that makes up these numbers, you can.  If your invoice is large, it may take a while to load all of the related consignments. There are checks in place to ensure that consignments are only charged once.  

How to read your invoice

Page 1 - Charges

Consignments
  1. The first row itemises the daily Qty of consignments created.
  2. The Unit Price for consignments rate. 
Add On-Modules
  1. The next row itemises any add-on modules if enabled.
  2. The Qty is the number of devices that had the module enabled at any time during the invoice period.
  3. The Unit Price is the module rate per device.     
Minimum Invoice Value 
  1. A minimum invoice value is applied to invoices in line with the plan you have selected.  
  2. If the total of your invoice is below the minimum value, this line will apply the difference.   
Support Charges
  1. Paid support charges are summarised in this section and itemised on the following page.      
Page 2 - Support

  1. Any support interactions you have with us will be logged and itemised by our staff.
  2. This section will list both free and paid support interactions, the time spent and the amount charged.
  3. Our support policy can be found linked in the footer of most pages or accessed here https://www.transvirtual.com.au/Public/Policy/Support.
  4. If you have any questions about these charges, please email support at support@transvirtual.com

NOTE

TransVirtual Invoices are issued in line with our Payment Policy that can be accessed via the link on the footer of each page or by going to https://www.transvirtual.com.au/Public/Policy/Payment
  1. Invoices are weekly (Monday - Sunday) + End of Month. i.e. If the End of the Month falls on a Tuesday, your regular weekly Sunday invoice will be held over and issued on Tuesday. 
  2. They 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).
  3. You can add multiple email addresses to these fields by entering them as a comma-separated list, no spaces.    
  4. They are also available anytime online from the Invoices page (Configuration > TransVirtual Account > Invoices).
  5. Payment is due 14 days later. The amount will be automatically credited on the due date against the card on file. You don't have to do anything else but ensure that there are sufficient funds available.
  6. If a payment fails, we will try again in 24 hrs. Failure to pay overdue invoices will result in your account being automatically suspended.     

Rates Per Consignment 

In the TMS you are charged per consignment that is created in your account. As long as you operate within our Fair Use policy linked in the footer of each page: 
  1. We don't charge per item.
  2. We don't charge per scan. 
  3. We don't charge per POD. 
When a consignment is created in your account we begin accumulating costs 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, fleet management and much more that is independent of but included in the consignment charges. .   

A consignment was created in my account but we never saw the freight, why am I being charged?  

  1. One consignment might be created with a single item and you never send/receive the freight so nothing more happens.  
  2. Another might have many items, each with multiple scans, pickup and potentially multiple split delivery POD's, photos uploaded, and customer service tickets attached.
The resources required to create, process and store these two example consignments are very different, If we charged per scan or POD it would get very complicated very quickly so we try and keep things simple with a single charge per consignment that covers every eventuality. 

Someone sent me the wrong data, why am I being charged?  

When data is coming from an external source, we have no control over the quality or quantity that we receive. There is no realistic or affordable way for us to filter or check this data to ensure it meets your expectations. As mentioned above we begin accumulating costs from the moment the data is received, regardless of if you asked for it or not.  

You may feel it's unfair to be charged when its not your fault. We know how this feels as we are likewise powerless in these instances. If this happens, we are happy to provide assistance in identifying the source of the incorrect data so you can discuss with them directly options for recovering any costs involved.

If you are still concerned about any charge or have further questions please contact us to discuss them.