Billing Manager

Updated on October 9th, 2024

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  • Help Center
  • Billing Manager
  • Using Billing Manager
  • Charges
  • Using Billing Manager
    • Merchant Portal
        • Accessing Merchant Portal
        • Merchant Portal Support
        • Creating User Accounts in Merchant Portal
        • Navigating Merchant Portal
    • Customers
        • Adding a New Customer
        • Configure Billing Manually for a Customer
        • Updating Customer's Primary Bill-To Address
        • Configuring GL Account Numbers
    • Rates
      • Understanding Rates
          • Understanding Global Rates vs Custom Rates
          • Creating, Duplicating, and Deleting a Rate
          • Understanding Default Assigned Rate vs Assigning Rate per Warehouse Facility
          • Assigning Rates and Rate Sheets to a Customer
          • Understanding Standard vs Volume Tiering
          • Understanding Count vs Count Less Other UOMs
          • Creating a Rate Sheet
          • Count Less Other UOMs (Unit of Measures) Pre-Condition
          • Understanding the Use of Movable Units as Counting Units in Rate Creation
          • Common Terminologies in Rate Creation
          • Reassigning Rate Sheet from Customer Settings
          • Understanding Units of Measure (UOM) Count Rate
          • Unassigning a Rate From a Customer
          • Duplicating a Rate Sheet
      • Return Transaction Rates
          • Creating a Rate for Return Fee
          • Creating a Rate for Returned Primary Units on a Tiered Unit Basis
          • Creating a Custom Rate for a Return Process of a Specific Customer
          • Creating a Rate for Returning Packages
          • Creating Rates to Charge for a Partial Pallet Based on Movable Unit Type
      • Receiving Transaction Rates
          • Creating a Rate for After-Hours Receipt of Devan Inbound 20' Containers
          • Creating Rates for Inbound Devanning: 20', 40', and 45' High Cube Containers (Multiple Conditions)
          • Creating a Rate for Inbound Receiving Excess Weight Fee
          • Creating a Rate Based on Unique Lot IDs
          • Creating a Rate Based on Unique SKUs Shipped
          • Creating a Rate Based on Unique Location
          • Creating Rate Based on Quantity of Lot with Volume Tiered Rate
          • Creating a Rate Based on Quantity of Location with Standard Tiered Rate
          • Creating a Rate for Storage Upon Receipt per Carton Using a Split Rate
          • Creating a Smart Rate for Devan Inbound 20’ Container
          • Creating a Standard Warehouse Inbound Receipt Rate
          • Creating a Weekend Receipt Charge Rate
          • Creating a Rate for Inbound Pallet Fee Based on the Number of Pallets
          • Creating a Rate to Charge for a Partial Pallet Based on Movable Unit Types
          • Creating a Rate for Primary Unit vs Packaging Unit vs Pallet
          • Creating a Rate for Inbound Pallets with Multiple Movable Unit Types: Rounding Up Movable Units by Quantity
          • Creating a Rate for Movable Units Based on the Number of Pallets
          • Creating a Rate for Storage Upon Receipt by Movable Units Using a Split Rate
          • Creating a Rate Based on Total Weight
          • Creating a Rate for an Inbound 20' and 40' Floor Loaded Containers Based on Carton Count
          • Creating a Standard Tiered Rate for Each Pick
          • Creating a Rate for Inbound Pallet Fee based on Unique Movable Unit
          • Creating a UOM Count Rate for a Receipt or Shipment
      • Shipping Transaction Rates
        • Special Charges
            • Creating a Custom Rate to Implement Unique SKU-Based Promotional Insert Fees for Your Customers
            • Creating Customized FBA Prep Fees for Customers Including Carton Labeling
            • Creating a Special Charge for Will Call Fees
          • Creating a Rate for Order Processing Fee
          • Creating a Package Materials Fee and Small Parcel Shipping Label Fee
          • Creating a Handling Oversized Shipment Surcharge Rate (Over 40 lbs)
          • Creating a Shipping Oversized Pick Surcharge Fee (Over 20lbs)
          • Creating an FBA Prep Carton Label with Standard Tiered Fee
          • Creating a Rate for Pick-and-Pack Fee with Amazon Item Classification
          • Creating a Fragile Package Handling Rate
          • Creating a Promotional Rate Based on SKU for a Specific Customer
          • Creating a Rate for an Outbound Pick Fee with a Minimum Base Charge
          • Creating a Pick Fee Rate Based on Business to Business Order
          • Creating a Minimum Order Charge Rate Based on Total Weight
          • Creating an Inner Case Pick Rate Using Standard Tiering
          • Creating a Base Charge Rate for Less Than Truckload (LTL) Orders Going to Various Retailers
          • Creating a Base Charge Rate for Orders That Exceed 5 Cartons Shipped
          • Creating a Case Picking Rate Using Volume Tiered Fee
          • Creating a Rate for an Outbound Picking Fee Based on Individual Units
          • Creating a Rush Fee Rate
          • Creating a UOM Count Rate for a Receipt or Shipment
          • Creating a Rate Based on Shipping Destination
      • Transaction Minimum / Markup Rates
          • Creating a Transaction Minimum Receiving Rate
          • Creating a Transaction Markup Rate
          • Creating a Category Markup Rate for Handling Based on Item Classification (Smart Rate)
          • Creating a Category Minimum Receiving Handling Rate
      • Storage Rates
          • Confirming Recurring Storage and Reviewing in Billing Manager
      • Warehousing Services / Adjustments / Assemblies Rates
          • Creating a Tiered Rate for Adjustments per SKU
          • Creating a Tiered Rate for Adjustments Counting Total Quantity
          • Creating a Tiered Rate for Assembly Kitting Component Fee (Total Count)
          • Creating a Rate for Adjustment by Unique Location
          • Creating a Rate for an Adjustment Based on Total Volume
          • Creating a Rate for Assembly Kitting Component Fee by SKU
          • Creating a Custom Rate for Adjustments per Unique SKU
          • Creating a Tiered Rate for Assemblies (Total Kits Fee)
          • Creating a Rate for Total Kits Created in an Assembly Using Volume Tiering
          • Creating a Rate for Total Kits Created in an Assembly Using Standard Tiering
          • Creating an Assembly Per Kit Fee Rate with a Minimum Charge
        • List of How-to Guides for Creating Rates
    • Charges
        • Understanding Charges
    • Invoices and Payments
        • Understanding Invoices
        • Setting Up Payments per Customer
        • Invoice Numbering Settings
        • Using Automatic Invoice Generation
        • Setting Up Convenience Fees
        • Processing Payment Using the Accepted Payment Method
        • Setting Up Payment Wallet (3PL Customers)
        • Processing Payment (3PL Customers)
        • Updates in Invoice Page
    • Best Practices
        • Best Practices: Avoiding Webhooks for Billing in 3PL Warehouse Manager
        • Best Practices: Aligning Your Billing Structure with Billing Manager
    • Settings
        • Setting Up Email Notifications For Your Customers
        • Setting Up Email Notifications For Your Organization

Understanding Charges

This article is about the Billing Manager app, not the Billing Wizard in 3PL Warehouse Manager. To learn about the Billing Wizard, please refer to the articles in the Billing Setup.

 

This article provides details about charges and outlines the steps for adding and updating charges, exporting charges, and generating invoices. 

Charge grid

The Charge List grid displays all charges generated for every customer. You can refine the view by applying filters such as warehouse, date range, or status. Additionally, you have the option to search using an invoice number, customer name, or transaction ID. 

The grid supports any number of rows, and displays those rows in pages. You can set the page size below the grid. Page size options include 100, 500, and 1000 rows.

Get latest charges

Next to the Charge List, you’ll find a date and time stamp indicating when the transaction data used to generate charges was last updated. Every 5 minutes, the system gets the latest transactional event data from the 3PL Warehouse Manager.  If you need to get event data between these 5-minute intervals, click Get Latest Charges. 

Note that this process may take several minutes to complete, depending on the volume of the data, and the Billing Manager application is locked while the system is retrieving the latest charges. 

 

 

Modifying charges

Select the charge you wish to update, and it will automatically appear on the right side of the page. Then, click Edit. You will be prompted to enter a reason for the change, where you can briefly describe the modifications made. Finally, click Save.

Whenever you edit a charge, a change history is kept, showing the date and time of the change, who made the change, and the reason for the change.

Adjustments

Whenever you edit a charge that affects the quantity of a certain field, an adjustment history will also be kept apart from the change history. 

Recalculate Charges

The system will recalculate the charge based on changes to the applicable rates.

  1. Click the Action menu dropdown as shown below. Then, select Recalculate. 
  2.  Select a customer from the dropdown list. 

    There is an option for All Customers in the dropdown list.

    Extensiv recommends that you select a specific customer to limit the possibility of duplicate charges resulting from the recalculate operation. 

     
  3. Select between Date Range or by Transaction ID.
  4. Click Recalculate. 

    This process runs in the background and might take several minutes to complete. Click Continue to proceed. The system will display a message stating “Charges recalculation initiated.”

     

Add manual charges

  1. Click the Action menu dropdown to create a manual charge. 
  2. Select Create Charge. 
  3. Fill in the following fields before clicking Save.
  • Customer Name
  • Transaction Type
  • Category Type
  • Quantity
  • Charge Amount

     

Export charges

  1. Export the desired charges by clicking Export All or Export Selected charges from the Actions menu. 

    The Export Selected option will appear if you select a specific charge from the grid.
  2. Then, click on Download CSV.

Generate an Invoice

21 Alphanumeric Character Limit for Invoice Numbers

An invoice number has a limit length of 21 characters, up to 11 alphabet characters and 10 numeric characters.

 
  1. Approve a charge/s by clicking either Invoice All or Invoice Selected charges from the Actions menu. 

    The Invoice Selected option will appear if you select a specific charge from the grid.
  2. Select the action you want to apply to the selected charges. Then, click Proceed. 

    If you initially selected to 'Invoice All' charges, choose between ‘Invoice all charges’ or ‘Invoice only charges in Ready to Invoice status.’
  • Invoice all charges: Includes both ‘Not Reviewed’ and ‘Ready to Invoice’ charges in the invoice, and updates the status of all 'Not Reviewed' charges to Ready to Invoice.'
  • Invoice only charges in “Ready to Invoice” status: Includes only “Ready to Invoice” charges in the invoice.
  1. Select between ‘Create New Invoice’ or Add to Existing Invoice' and click Next. This will lock any editing ability for charges.'

    Billing Manager automatically separates charges by Customer when generating an invoice, then applies other multi-invoice options independently for each customer. 

     
  2. Select the preferred invoice option. Afterwards, click Proceed.

    When you choose 'All Charges Selected,' Billing Manager creates a single invoice that includes all selected charges—selecting any other options results in multiple invoices being generated.
  • Transaction # - Create a separate invoice for each unique transaction number. 
  • Transaction Type - creates a separate invoice for each transaction type: Shipping, Receiving, Adjustments, Assemblies, Returns. Up to six invoices can be generated as a result.
  • Category - creates a separate invoice for each category: Handling, Storage, Freight prepaid, Freight third-party, Special charges, and Materials.
  • Warehouse - creates a separate invoice for each warehouse from which the selected charges originated. 

A message appears stating that the invoice was created successfully. To learn how to view, publish, and unpublish invoices, read our article on Understanding Invoices.

 

creating invoice approving charges generate invoice splitting invoices

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