Invoices

The Invoices page lists the invoices that the company you work with has issued to the entities you are linked to, that is the companies your account acts for, with what has been paid on each and what is still outstanding.

To open it, select Invoices in the portal menu, or the Outstanding Invoices box on the portal home page. The page is headed Invoices, with What you have been billed, and what is still to pay under it.

Which invoices are listed

The list shows the invoices of every entity you are linked to, whether you are linked to it as a customer or as a transporter. It shows only invoices that:

• the company has approved: invoices still being prepared do not appear;
• are not cancelled;
• have a total above zero. Credit notes, which usually have a negative total, and invoices with a zero total do not appear.

The company can also limit the invoices you see with filters of its own for your account.

The portal has no statement of your account. Your contact at the company can send you an invoice statement link, which also lists credit notes: see Invoice statement and invoice links.

Find an invoice

1. Type part of the invoice number in Invoice Number, or part of a job reference in Transport Document.
2. In Status, choose – All –, Outstanding or Paid.
3. Select Search, or press Enter in one of the boxes.

Filter	Finds
Invoice Number	Invoices whose number contains the text.
Transport Document	Invoices for a job whose job reference contains the text. The job reference is the number of a shipment, such as a bill of lading number.
Status	Outstanding: invoices with an amount still to pay. Paid: invoices with nothing left to pay. – All –: both. See Outstanding and paid.

The number of invoices found appears above the list, for example 12 found. If nothing matches, the page says No Invoices Found. Clear empties the filters and searches again.

The page does not keep your filters: when you come back to the list from an invoice, it shows all your invoices again.

The list

The list shows 25 invoices per page, the most recent invoice date first. Select a row to open the invoice.

• When there is more than one page, Previous and Next below the list move between pages, and Page 2 of 5, for example, shows where you are.
• Select Invoice, Date, the job reference heading, Due or Total to sort the list by that column, and select it again to reverse the order. An arrow marks the column the list is sorted by. Sorting takes you back to the first page.

Column	Shows
Invoice	The invoice number.
Date	The invoice date.
Job reference, for example Transport Document	The job reference of the shipment the invoice is for. The heading uses the company’s name for it. Empty for an invoice that is not for one job.
Due	The date payment is due.
Curr	The invoice’s currency.
Total	The invoice total, taxes included, before any adjustment such as a discount.
Paid	The payments the company has recorded for the invoice.
Outstanding	What is still to pay. See Outstanding and paid.

Outstanding and paid

The outstanding amount of an invoice is its total, less any adjustment (such as a discount), less any tax deduction (tax you withhold and pay to the tax authority) and less the payments the company has recorded. It is 0 when the company has marked the invoice as paid or written it off, whatever Paid shows: a payment that was not recorded in TrakIT can still settle an invoice.

An invoice with an outstanding amount above zero is Outstanding; any other invoice is Paid. The same rule is used by the Status filter, the Outstanding column, the label at the top of an invoice, and the Outstanding Invoices box on the portal home page, which counts the outstanding invoices out of all those this page lists.

If you think an amount is wrong, contact the company: you cannot record a payment in the portal.

Who can use this page

Invoices appears in the portal menu when your portal role has Read in the Invoices section. You also need a link to at least one entity, as a customer or as a transporter; without one, the list is empty.

Section	Permission	Allows you to
Invoices	Read	Open the page and the Outstanding Invoices box, and see and open the invoices of the entities you are linked to.

The company sets your portal role and your entity links. See Invoices and Setting up the external portal.