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Invoices

Learn how to manage Accounts Receivable in AscendTMS by creating, sending, tracking, and reconciling customer invoices, recording payments, factoring invoices, exporting to QuickBooks, and managing invoice records.

Invoices Overview

The Invoices tab within Accounting Management is your Accounts Receivable command center. From here, you can manage the entire customer invoicing process. - from generating invoices to tracking payments and reconciling your records - all in one place.

Using the Invoices tab, you can:

  • Preview, download, and email invoices to your customers (including supporting documents)

  • Submit invoices to your customers or directly to your factoring company

  • See which invoices have been sent and which are still waiting to be sent

  • Preview and upload supporting documents

  • Track customer payments as they are received

  • Quickly identify past-due invoices

  • Reconcile invoice and payment records

  • Generate and send Summary Invoices

  • Export invoices and payment information to QuickBooks

Understanding the Invoices Tab

The Invoice List displays key information about each invoice, making it easy to monitor your Accounts Receivable at a glance. Most column headers can also be sorted in ascending or descending order by simply clicking the column heading. Many columns also include filter options, allowing you to quickly narrow the list to the invoices you're looking for.

Below is a summary of each available column:

Company Name

Displays the customer assigned to the load and invoice.

Invoice #

Displays the invoice number, which is also the Load # and Bill # within AscendTMS. Clicking the invoice number will take you directly to the Load Financials page for that load.

Reference #

Displays customer reference numbers associated with the load, such as Purchase Order (PO) numbers, Shipment IDs (SSID), customer load numbers, or other reference information.

Delivery Date

Displays the date the load was delivered.

Sent Status

Displays the current status of the invoice based on how it has been processed. Depending on the invoice, this column may display:

  • Sent to Customer

  • Sent via EDI

  • Factored

  • Unsent

You can also filter this column to quickly view invoices by status, including:

  • Sent to Customer

  • Not Sent to Customer

  • Sent via EDI

  • Not Sent via EDI

  • Factored

  • Not Factored

Invoice Date

Displays the date the invoice was sent. This date is recorded automatically when an invoice is sent but can be manually edited at any time by clicking directly within the cell.

Due Date

Displays the invoice due date, which is automatically calculated using the customer's assigned Payment Terms and the Invoice Date.

Invoice Total

Displays the total invoice amount. If Multi-Currency is enabled, the invoice currency is also displayed. You can also filter invoices by currency.

Balance

Displays the current outstanding balance for the invoice. You can filter this column to display:

  • Paid in Full

  • Balance Outstanding

QB / QBO Export (QuickBooks)

Displays the QuickBooks export status for both invoices and payment records, making it easy to see what has or has not been exported to QuickBooks Desktop or QuickBooks Online.

Available filters include:

  • Invoice Exported

  • Payment(s) Exported

  • Invoice Unexported

  • Payment(s) Unexported

Before we dive into each feature, let's take a quick tour of the Invoices tab so you know where everything is located and what each section is used for.

Search

Need to find a specific invoice? Simply use the Search field to quickly locate invoices using information such as:

  • Customer (company) name

  • Invoice number

  • Pick-up or delivery location

  • Load status

The invoice list will automatically update as you type, making it easy to find the invoice you're looking for.

View More Details

To view additional information about an invoice, click the + icon to the left of the customer name.

Expanding an invoice displays a quick summary of the load, invoice, and paperwork status. It also provides convenient shortcuts to several common actions, including:

  • View Invoice as PDF – Opens the invoice in a new browser tab for viewing, downloading, or printing.

  • View Payment History – Displays the invoice total, payments received, remaining balance, and provides the option to record a payment.

  • Send Back to Load Management – Returns the invoice to Load Management if additional changes need to be made before invoicing.

  • Supporting Documents – Review, upload, or manage the documents attached to the invoice.

The following sections of this guide will walk through each of these features in more detail.

Record an invoice payment:

  1. Click the “Record an Invoice Payment” link.

  2. You should now be brought to this page:

  1. In the “Payment Date” field, change the date to reflect the date in which payment was received.

  2. Next, in the “Payment Method” field, select the payment method.

  3. In the “Reference No.” field, enter the applicable reference number to this payment.

  4. Next, you now need to enter the amount your company received in the “Payment Amount Received” field.

  5. In the “Apply Payment to Balance” field, enter the amount that needs to be applied to the balance.

  6. You also have the option of adding notes about the payment by entering them in the “Notes” field.

  7. Once you’re done, click the “Save Payment” button

Send Back to Load Management:

When you click “Send Back to Load Management”, the load will be sent back to the “View Loads” tab located under the “Loads” section.

Review/Manage Supporting Docs:

The “Review/Manage Supporting Docs” link takes you to a page which shows the documents attached to your load:

From here, you will find a list of system generated documents for the load you selected in addition to any documents that have been manually uploaded.

Upload a new doc:

  1. Click the “Upload a new doc” link.

  2. Click the “Select a document” button.

  3. Find and upload your document.

  4. Once you have filled out all of the necessary information, click the “Upload” button on the upper right corner.

  5. Once the status shows “Upload Complete!”, click the “Close” button on the lower right corner.

Make Paperwork OK:

By clicking the “Make Paperwork OK” link, you’re marking the paperwork as reviewed and correct. If you have selected a document, a green check-mark appears before the document name. If you have not selected a document and click this link, all of the paperwork will be approved.

You can also see if paperwork has not been marked ok by clicking on the filter button from the Invoice column and choosing "Paperwork Not Marked OK". This will filter out all other loads where the paperwork was marked OK.

Preview/Process Doc:

1. Select the document that you want to either preview or process then click the Preview/Process Doc button.

2. To the right of the document preview, there are fields that you can fill out to process the document. You also have the option of adjusting the document settings and emailing the document.

3. If you chose to process the document, click the “Save doc” button. If you just wanted to preview the document and leave it unprocessed at this time, click the “Back to document list” button on the top left.

Download Doc:

If you want to download a selected document, click the “Download Doc” button. The document you selected will automatically download.

E-mail Doc(s):

  1. Select the document(s) you would like to email then click the Email Doc(s) button.

  2. From here, you have the choice of selecting recipients by clicking the checkbox and editing the “E-mail Body”. You also have the option of adding more recipients by clicking the “Add another recipient” button.

  3. When you are ready to send, click the “Send E-mail” button.

To E-mail Invoice(s):

1. Click the “E-mail Invoice” button.

2. Click the “Preview Invoice” link on the far right to ensure all of the information is correct. The invoice preview should open in another tab on your browser.

3. If everything looks correct, click the “Continue: Supporting Docs” button to move onto the next page.

4. You now have the option to attach supporting documents such as the Bill of Lading, Client Rate Confirmation, and the proof of delivery. ( Please note that each document needs to be signed)

  • If the document is attached and available, you should see a link that says “Include”.

  • If there are not any documents that are attached or available, you will see the message “No docs found”.

  • If you want to attach the documents, click the “Learn More” link to the right of the “No docs found” message. This link will give you instructions for attaching documents to your load.

5. Click the “Continue: Recipients” button and then select the recipients for the email by clicking the small box next to their names. If you need to add another person, click the "Add Another Recipient" button. Once you click the button, to the right you should see a field called “Add Additional Recipient”. Fill out the name and address then click the “Add to Recipient List” button.

6. Click the “Continue: Body” button and you will now be brought to a page where you can edit the body of the e-mail as well as the subject line. When you are done, click the “Continue: E-mail Invoices” button. Once the email has been successfully delivered, you will see a confirmation page.

Email Invoice Statement:

You can bulk invoice your Customer in one statement. You do not have to select one customer at a time. You can choose multiple invoices and Ascend will sort the statement(s) by customer and only send those invoices out to each individual customer. Emailing a statement follows the same steps as above.

Export Invoice to QB:

The "Export Invoice to QB" link automatically downloads your select invoices into an IIF file. This type of file can later be uploaded to QuickBooks.

Receive a Payment:

  1. Click on the “Receive a Payment” link.

  2. In the “Payment Date” field, change the date to reflect the date in which payment was received.

  3. Next, in the “Payment Method” field, select the payment method.

  4. In the “Reference No.” field, enter the applicable reference number to this payment.

  5. Next, you now need to enter the amount your company received in the “Payment Amount Received” field.

  6. In the “Apply Payment to Balance” field, enter the amount that needs to be applied to the balance.

  7. You also have the option of adding notes about the payment by entering them in the “Notes” field.

  8. Once you’re done, click the “Save Payment” button.

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