Invoicing Process

Invoicing in TransMaS allows you to invoice your customers directly from our platform, while linking into your account system directly to create a record of the invoice.

Learn how to set up your system for invoicing here: Preparing your account for invoicing

There are two different methods of invoicing available within the TMS, standard invoicing and self bill invoicing. If your customer provides you with a self-bill, the order requirements are the same, but the self bill process has a dedicated section.

Read more: Creating a self-bill

Order Requirements

For an invoice to be generated in TransMaS, the order must be in the proper state. This requires all consignments on the order to be both completed and confirmed to ensure all rates and surcharges are finalized. For a step-by-step guide on how to confirm an order, refer to the Order Confirmation article.

Batch Invoicing

To finally generate an invoice:

1. In the main menu select Accounts
2. Select Create batch
3. Apply any relevant filters and press Search
4. To generate the invoices, you have two options:
   • Select specific orders: Use the checkbox at the end of each row to individually select which orders to invoice, then press the Generate Invoice button at the bottom of the screen.
   • Invoice all: Alternatively, scroll to the bottom of the table and click Invoice All to invoice all pending orders from your search.

You will then be presented with a confirmation screen, this pre-renders your invoices into groups based on each customer settings.

From this screen you can set the tax date of the invoice, and any purchase reference required at the top of the invoice.

Clicking Create Invoice will begin the process of generating the invoices, once complete the results will be displayed on screen. If you have customer contacts with the new invoice setting enabled they will now receive an email with your invoice.

If you are using one of our live integrations, your invoice will now be in your accounts platform too.

Troubleshooting: "Order not complete" error

If you are trying to invoice an order but receive a message stating it is "not complete," it is likely that one or more consignments within a multi-consignment order have not been confirmed.

• Solution: Check each consignment associated with the order to ensure it has been confirmed. For detailed instructions, see the Order Confirmation article.

eInvoicing

TransMaS has support for eInvoicing platforms. We currently have limited support for providers but support the Tradex platform.

If your customers use another platform, reach out and we may be able to automate the process for you.