Summary
In Alvys, issues with releasing or invoicing a load can arise due to missing information, incorrect settings, or document-related requirements. This article provides a comprehensive guide to troubleshooting and resolving these common problems.
Common Issues and Resolutions
1. Load Status and Billing Release
Delivered Status Requirement: Ensure the load is in the "Delivered" status. Loads in other statuses may not be eligible for release to billing. If the load is in a later status, reverting it may require support intervention.
Split-Load Scenarios: For split loads, ensure you are working in the correct section corresponding to the specific part of the load being billed.
2. Document Requirements
Missing Documents: Verify that all required documents, such as the "Customer Rate Confirmation" or "Proof of Delivery (POD)," are uploaded. Missing documents are a common blocker for invoicing.
Document Naming Conventions: Ensure that document names match the requirements set in the invoice settings. For example, a document named "Customer Rate Confirmation" may be required. If the name doesn’t match, rename the document or update the invoice settings to accept the current name.
3. Customer Confirmation
Rate Confirmation: Check for a missing customer rate confirmation. Open the load’s Documents section and upload the required document with the correct type.
Load Invoicing Workflow
1. Closing Loads on the Billing Side
To close a load:
Generate an invoice.
Apply a manual payment of $0.
The system will automatically update the load status to "Completed." This method can be applied to future loads with similar scenarios.
2. Summary Invoicing
Summary invoicing does not support bulk releasing. Each load must be opened individually from the Load Board and released before it will appear in Summary Invoicing.
Troubleshooting Specific Scenarios
1. Load Appears Invoiced but Missing Customer Invoice Document
A load may appear invoiced because the carrier trips have been invoiced, not the customer load. Ensure the customer invoicing step is completed to fully invoice the load.
2. Invoice Not Appearing in Batch Report After Rebilling
If an invoice doesn’t appear after rebilling:
Confirm the load was moved to "Released" before changing the invoice.
Ensure the correct customer or subsidiary is selected.
Regenerate the invoice and refresh the batch report.
Best Practices for Load Invoicing
Always verify load status and document requirements before attempting to release or invoice a load.
Regularly review and update invoice settings to ensure they align with your operational needs.
Use clear and consistent naming conventions for required documents to avoid release issues.
By following these guidelines and troubleshooting steps, you can efficiently resolve most issues related to releasing or invoicing loads in Alvys.