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. 

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

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.
  

3. 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. 

    
4. 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.