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.

Currently supported systems are:

• Sage 50
• Sage Online
• Quickbooks Online
• Xero

If you use a different provider, let us know and we may be able to integrate for you.

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

In order for TransMaS to allow an invoice to be generated, the order must be in the correct "state". To invoice an order all consignments must be completed and confirmed.

Initial Setup

Invoice prerequisites

Before beginning your first invoicing run, you will need to complete a few steps:

1. Under Menu > Settings > Depots > View you will need to complete the details on the invoicing tab, this will set up your invoice template with the correct details.
2. Ensure your accounts system is linked correctly
3. Ensure your VAT and nominal codes are created under Settings

Customer setup

To make sure we can invoice your customer, at a minimum you must record the accounts code in the invoicing tab of their profile. This will allow us to generate the invoice in your accounts system.

Other options available in this tab allow you to set restrictions on invoices, automatic filtering and separations of invoices.

Confirming Orders

In order for an Order to be invoiced, the first step is to confirm the rates and surcharges are correct. To do this:

1. In the main menu select Transport
2. Select Order Confirmation
3. If required, enter a customers name (leaving empty will find all) and press Search

You will then be presented with a list of orders in the complete status, which have not been confirmed. To do so you can click on the green check button to confirm it, which will remove it from your screen.

This will also lock the order for editing so that data doesn't change before invoicing is complete.

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

In the list of orders given from the search, you have a checkbox at the end of each row, this will allow you to individually select which orders to invoice and then press Generate Invoice at the bottom of the screen. Alternatively, scroll to the bottom of the table, and click Invoice All to invoice all pending orders.

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.

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.