Summary
Invoice generation issues in Alvys can arise due to various reasons, including document-related errors, customer profile issues, system settings, and external dependencies. This article provides a comprehensive guide to troubleshooting and resolving these issues.
Common Causes and Solutions
1. Invoice Type (Individual vs. Summary)
The customer's Invoice Type setting determines how invoices are generated. There are two (2) modes:
Individual: One load per invoice. The Generate Invoice button appears on each load individually.
Summary: Multiple loads per invoice. The Generate Invoice button does not appear on individual loads. Instead, you must create invoices through the Summary Invoicing page, which batches multiple loads into a single invoice. 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.
If you do not see the Generate Invoice button on a load, check the customer's Invoice Type setting:
Open the customer record in Company Management.
Click the Invoicing Settings button (gear icon) for the relevant subsidiary.
Look at the Invoice Type section, if it is set to Summary, the Generate Invoice button will not appear on individual loads.
To invoice summary loads, go to Accounting → Summary Invoicing and select the loads you want to include.
If the customer should be invoiced per load instead, change the Invoice Type from Summary to Individual and save. The Generate Invoice button will then appear on each load.
2. Undefined Invoice Delivery Method
At least one invoice delivery method must be configured for the customer. Without a delivery method, invoicing is blocked with the message "Missing invoice delivery method(s)."
To set up a delivery method:
Open the customer record in Company Management.
Click the Invoicing Settings button (gear icon) for the subsidiary you want to configure.
Select one or more delivery methods. Available options include Email, EDI, Factoring Company, Online System, and Originals.
Save your changes.
3. Missing Invoicing Email Address
If Email is one of your configured invoice delivery methods, a billing contact email address must be provided on the customer record. Without an invoicing email address, invoicing is blocked when Email delivery is selected.
To add a billing email:
Open the customer record in Company Management.
Click the Invoicing Email field
Enter the billing contact email address.
Save your changes.
Note: If you deliver invoices via EDI, Factoring Company, Online System, or Originals only, the email address is not required.
4. Document-Related Errors
If your invoicing settings require specific documents (such as Proof of Delivery, Bill of Lading or Customer Rate Confirmation ), those documents must be uploaded to the load before the invoice can be generated.
To check which documents are required:
Open the customer record in Company Management.
Click the Invoicing Settings button (gear icon) for the relevant subsidiary.
Review the list of required invoicing documents.
E.G: Missing Proof of Delivery (POD): If your invoicing settings require a Proof of Delivery document and it is missing, you cannot generate an invoice. To fix this:
Upload the POD to the load's Documents section.
Ensure the document type is set to Proof of Delivery.
Note: A Bill of Lading (BOL) can satisfy the POD requirement; if a BOL is already uploaded, a separate POD may not be needed
Important details:
Document requirements depend on your customer or subsidiary configuration. Not all customers require the same documents — check your invoicing settings to see which documents are marked as required.
Corrupted Files: If files attached to the load are corrupted (e.g., showing a size of 0 bytes), they will be rejected when uploaded. To resolve this:
Check the Docs section of the load.
Identify and delete any empty or corrupted files.
Upload valid versions of the files.
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.
5. 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.
Additional Invoicing Scenarios
TONU Loads: Loads with a TONU (Truck Ordered, Not Used) status can be invoiced directly; they do not need to be released first. TONU loads also skip certain document requirements, such as Proof of Delivery and Receipt, since the truck was ordered but never used for the shipment.
Supplemental Invoicing: If a load has already been invoiced and you need to generate an additional invoice, ensure there are pending changes to the load, such as updated rates or new fees. Without pending changes, the system will not allow a supplemental invoice.
Order numbers (also called reference numbers) have a maximum length of 30 characters. If an order number exceeds 30 characters, it may cause errors during invoice generation or electronic data transmission.
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. Additionally, verify the customer’s Invoice Type setting in Company Management → Invoicing Settings. If the customer is set to Summary invoicing, individual loads will not show as invoiced until processed through Accounting → Summary Invoicing.
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.
Ensure the customer has at least one invoice delivery method configured. Options include Email, EDI, Factoring Company, Online System, and Originals.
Confirm that the order number does not exceed 30 characters, as this can cause errors during invoice generation or electronic data transmission.
By following these guidelines and troubleshooting steps, you can efficiently resolve most issues related to releasing or invoicing loads in Alvys.
FAQs
Q: Why can't I generate an invoice for a load in Released status?
A: Check for missing required documents (POD, Customer Rate Confirmation), missing invoice delivery method, or missing billing email. Also verify the customer's Invoice Type is set to Individual — if set to Summary, the button won't appear on individual loads.
Q: Why is the invoice delivery method important?
A: The system requires at least one defined delivery method (Email, EDI, Factoring Company, Online System, or Originals) to process invoices. Without one, invoicing is blocked.
Q: Why don't I see the Generate Invoice button on a load?
A: The most common cause is that the customer is configured for Summary invoicing. In Summary mode, invoices are generated through Accounting → Summary Invoicing rather than on individual loads. Check the customer's Invoicing Settings to confirm.