Purpose

The new Invoice Entry screen replaces the legacy invoice entry workflow with a modern screen while keeping the same invoice business rules, calculations, audit behavior, and print flow.

Use this screen to create, edit, review, print, credit, and audit invoices from CAD, Shipment, LVS, grouped/deferred, and manual invoice workflows.

Opening an Invoice

You can open an invoice by entering the invoice number in the Invoice Number field.

Supported formats:

Use the clock/recent icon beside the invoice number to view recently opened invoices. Deleted invoices are marked as [Deleted].

If the invoice number is cleared, the screen resets.

Creating an Invoice

Use New to create invoices.

When creating from a file, the screen loads the customer, mail address, file details, branch, currency, exchange rate, default duty/import lines, brokerage, and taxes when applicable.

If CAD/LVS is not calculated or accepted, the screen will not open the invoice draft.

Customer and Mail Address

The Customer box shows the invoice customer.

The Mail Address box shows the mailing address used for invoice printing. If the customer has bill-to behavior configured, the customer selection follows the same legacy bill-to rules, while the mail address comes from the customer mailing address when available.

Details Section

The Details box shows:

Use the info icon beside the total to view the total and tax breakdown.

File Details

The File Details section shows shipment-related invoice data:

Finder fields can be used where available.

Invoice Lines

The Details tab contains invoice charge lines.

Available actions:

Charge codes load the default description, but the description can be edited manually.

Transfer/payable charge lines show a transfer icon. If AP vendor details are missing, the warning points to the related charge line but does not block saving.

Taxes

Taxes calculate when the invoice is saved or recalculated.

The screen supports federal and provincial tax behavior, including GST/HST/PST/QST cases. Tax totals only include real calculated tax lines and should not include GST on import/duty lines as service tax.

Use the tax info icon to review the saved tax calculation details.

For DI invoices, the screen displays tax information appropriately and indicates when no tax calculation applies.

Brokerage

When brokerage applies, the screen can auto-add brokerage lines based on the configured schedule.

Brokerage details are saved for audit. Use the info icon on the brokerage amount/line to view the brokerage calculation explanation.

Grouped invoices show brokerage as summarized from deferred invoices, not recalculated directly on the grouped invoice.

Messages

Use the Messages tab to add or update invoice messages.

Messages can be selected through the finder or entered manually. Existing messages update correctly after save and reload.

Documents

Use the Documents tab to review invoice-related documents.

Supported actions include:

Notes and Activity Log

The Notes tab shows invoice notes.

The Activity Log tab shows invoice audit events such as create, update, print, tax calculation, brokerage calculation, QuickBooks updates, and errors.

Saving and Closing

Use Apply to save changes.

When closing a new or changed invoice, the screen asks whether to save changes. Selecting No closes without saving.

The screen does not require invoice lines when the user is closing without saving.

Printing

Use Print to print or preview the invoice.

Behavior:

Credit Invoices

Use Credit to create a credit invoice from an existing invoice.

Credit can be created from current invoices and historical invoices where supported. Historical invoices open read-only for audit and print.

Credit notes are saved and reload with the credit invoice.

Status Behavior

Common Validation Rules

The screen blocks or warns for important conditions:

Recommended Review Scenarios

Before rollout, validate: