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Invoices

The Invoices screen (Billing → Invoices) is where storage/gate charges accumulated during a container's stay get turned into an actual bill, where you can preview a bill before it exists, and where every invoice — whether it came from a batch run, a work order job cost sheet, or a credit note — is reviewed, approved, sent, and tracked to payment.

Before you start

  • How tariffs and repair prices are resolved — read this first; the amounts this page produces come entirely from tariff resolution, which is not re-explained here.
  • Customer–shipping line authorization — a customer must be authorised for a shipping line before that line can be picked when running a batch.
  • A customer needs a configured Billing Cycle (on the customer's own tab) if you intend to rely on scheduled runs rather than generating on demand — see Customers.

Walkthrough

The invoice list

The list is split into four category tabs, each with a live count badge:

  • All Invoices — everything.
  • D&D / Storage — batch-run storage invoices for gate orders.
  • Work Orders — final invoices generated from repair & conversion job cost sheets.
  • Credit Notes — credit notes issued against previous invoices.

Use the filter/sort bar to narrow by Status, Invoice date from/to, or Invoice Number; toggle columns with the column picker; and export the current filtered list with Export (CSV).

Running a Batch Invoice

The Run Batch Invoice panel sits above the list whenever you're on the All Invoices or D&D / Storage tab. Fields:

Field Behaviour
As-of date (required) The cut-off date for charges to include; also becomes the invoice date when generating on demand.
Customer Leave as "All customers" for a scheduled cycle run across every customer, or pick one specific customer.
Shipping line Populated only from lines the selected customer is actually authorised for (RULE 3). If the customer has none, you'll see "This customer has no authorised shipping lines." Disabled until a customer is chosen, or if a Gate work order is selected instead.
Gate work order Scope the run to a single gate work order instead of a customer/date-cycle combination. Selecting one clears the Customer and Shipping line fields.
Generate now (ignore billing cycle) Only enabled when a specific customer (not "All customers") is selected and no work order is chosen. Bills every currently-unbilled charge for that customer up to the as-of date immediately, regardless of their configured billing cycle.
Generate as Proforma Only shown once "Generate now" is ticked. See Proforma vs Final below.

Click Run Batch to execute. The result banner reports how many invoices were created and their total amount, plus any per-item errors.

Recovering missed storage charges

The collapsible Storage Accrual panel below the batch runner lets you run (or backfill) the daily storage-charge job directly — useful if accrual was stopped for a period and needs to catch up before you invoice. Set Backfill from and Up to date, then run it; this includes released containers so nothing is missed.

Preview before you commit

Once a specific customer is selected (and "Generate now" is available), a Preview button appears next to Run Batch. Preview shows every line item, grouped by shipping line, with quantity, unit rate, line amount, subtotal, tax, and total — exactly what a real run would produce — without creating anything. No invoice is written and no charge is marked billed. Use it to sanity-check a new tariff configuration before committing to a real invoice; if the numbers look wrong, fix the rates (see tariff resolution) and preview again.

Proforma vs Final

Ticking Generate as Proforma issues the invoice as a Proforma — a non-binding estimate you can send ahead of the real bill. A Proforma does not consume the underlying charges: they stay available and will be picked up again by the next invoice run (proforma or final), so you can regenerate a Proforma as many times as needed while numbers are still settling. A charge is only locked in — no longer eligible for any other invoice — once its Proforma is Approved, at which point it behaves exactly like a normal Final invoice. Reverting an Approved invoice back to Proforma releases those charges again.

An invoice moves through this status lifecycle: Proforma → Approved → Sent → Paid (or Partially Paid / Overdue). Certain back-transitions are allowed from the detail page (e.g. Sent back to Approved) when you need to correct something.

Invoice detail page

Opening an invoice number from the list shows:

  • Invoice Info — customer, shipping line, invoice date, due date, billing period, currency.
  • Amounts — subtotal, tax, total, amount paid, and balance due.
  • Line Items — one row per billable event: container, description, date, quantity, rate, and amount.

Available actions depend on the invoice's current status:

  • Approve — from Proforma or Draft.
  • Send — from Approved.
  • Mark as Paid — from Approved, Sent, Overdue, or Partially Paid. Opens an inline panel for Amount Paid, Payment Date, and an optional Reference; the resulting status becomes Paid or Partially Paid depending on whether the amount covers the full total.
  • Revert to — available back-transitions for the current status (e.g. Approved → Proforma, Sent → Approved, Overdue → Sent, Partially Paid → Sent).
  • Download PDF — the invoice as a branded PDF (depot logo and bank details included).
  • Credit Note — available on any non-cancelled invoice; creates a credit note reversing the whole invoice and navigates to it.
  • Cancel — available on any non-terminal invoice; requires a reason. A cancelled invoice cannot be reactivated — issue a credit note instead to reverse charges.

A second, narrower kind of credit note

Removing a charge or voiding a gate pass whose charges are already invoiced (see Gate → Voiding a billed charge or pass) also creates a credit note automatically — but scoped to just those charges, not the whole invoice. Both kinds show up identically on the Credit Notes tab above; the only difference is how much of the parent invoice each one reverses.

Who can access this

Admin, Manager, and Billing can view the invoice list and detail pages; Billing additionally has permission to perform the mutating actions (Approve, Send, Cancel, Credit Note, Mark as Paid). Gate Operator, Yard Operator, and Viewer cannot access this screen.