Generating Receivables

Receivables are created when you generate and invoice and export it to Income & Expenses as a Receivable. Invoice can be created on the Pickup & Delivery page from the link at the top of the page

or from Reports/Invoice or from the Menu Bar -

Certain Pro Number:

Select this option if you want to print the invoice for a specific Pro Number (load).

Customer Statement:

Select this to print a customer statement. You'll be prompted for the customer to print and the program will then print a statement of all outstanding invoices. The program uses the Invoiced check box next to the Invoice Number box at the top of the Billing page to and includes all invoices that are not checked. To include something previously invoiced on the statement uncheck the Invoiced box.

Delivery Receipt:

Very similar to an invoice and containing the same basic information on the Delivery receipt can serve as a BOL and/or Proof Of Delivery. Print this out and give it to the driver to get signed when he delivers the load.

Bill Only:

This is a special invoice that does not include the Pickup & Delivery information on it. It can be used to bill for special items where a Pu/Del are not relevant or required. Use this anytime you need to create an invoice for anything other than a standard load.

Certain Pro Number or Loads Page Link: Click the Certain Pro Number and enter the Pro Number you want to print in the popup box or click the link at the top of the Loads page with the Pro Number you want to invoice displayed on the page. A popup will appear asking if you want to export the invoice to Accounts Receivable.

Click YES to generate the Receivable or NO to print the invoice without transferring it to Receivables.

Note: when you use invoicing the program will use the 'Receivables' to determine income. This generates the income when the load is run and gives you accurate information on your P&L report. You also need to have a Receivable present when you receive the payment for an invoice, so it's a good idea to always answer YES. The program will not duplicate a previously exported invoice. It will use the same Invoice number when you reprint a previously exported Receivable. If the amount has changed it will also change the amount to the latest invoice.

Invoices will include the necessary billing information, the pickup and the delivery information. If an advance was given on the load and entered prior to printing the invoice the program will include the advance (must be entered with the Pro Number and the Charge To Account set to ADVANCED).

The invoice will be shown in the Report Writer and can then be emailed, printed or saved as a PDF file. At the same time the invoice is printed, if you selected YES to transfer to Accounts Receivable the program will create a receivable entry in the Income & Expense section.

We strongly suggest turning the Use Pro Number as Invoice Number option on in MY ACCOUNT/USER PREFERENCES/BILLING - INVOICES. Using this option will make it much easier to track down loads and load information quickly when customers call with a question on a load or invoice.