Consolidated Invoice Layout

Consolidated Invoice Layout

Consolidated Invoice Layout

Before You Use This Article

  • Access needed: Load Manager access to customer billing, consolidated invoices, or the Consolidated Invoice Queue.
  • Use this article when: you need to understand the sections and fields shown on a consolidated invoice.
  • Use a different article when: you need to create, queue, print, or email a consolidated invoice; use Create and Send Consolidated Invoices. For regular customer invoices or quotes, use Customer Invoice and Quote Layout.

A consolidated invoice combines multiple loads for the same customer into one billing document. This article explains the main sections on the consolidated invoice layout and where the information comes from.

Where the Information Comes From

Most consolidated invoice fields come from one of three places:

  • Company setup: Company name, logo, address, phone, fax, and other sender details come from company settings.
  • Customer setup: Bill-to name, address, contact, phone, fax, and customer-specific billing details come from the customer profile.
  • Loads and consolidated invoice edits: Load numbers, PO numbers, BOL numbers, reference numbers, dates, charges, job details, terms, and comments come from the loads or the Edit Consolidated Invoice screen.

Invoice Header

The header identifies the document and summarizes the invoice-level billing information.

Demo consolidated invoice showing header and billing fields

  • Invoice #: Generated by Load Manager for the consolidated invoice.
  • PO #: Shows the purchase order or reference value when available.
  • Date: Uses the invoice date and can be changed from the Edit Consolidated Invoice screen.
  • Amount: Shows the total amount billed on the consolidated invoice.
  • Terms: Uses the invoice payment terms and can be changed from the Edit Consolidated Invoice screen.

From and Bill-To Information

This section identifies who the invoice is from and who the invoice is billed to.

  • From: Pulled from company information in Load Manager settings.
  • Bill To / To: Pulled from the customer profile.
  • Contact, phone, and fax: Pulled from customer and company records when available.

Reference, Job, Terms, and Comments

These invoice-level fields help describe the group of loads being billed.

  • REL# / Reference #: Entered or updated from the Edit Consolidated Invoice screen.
  • Job: Entered or updated from the Edit Consolidated Invoice screen.
  • Payment Terms: Uses invoice terms and can be changed from the Edit Consolidated Invoice screen.
  • Comments: Entered from the Edit Consolidated Invoice screen and used for invoice notes, payment instructions, or other customer-facing comments.

Invoice Load List

The load list shows each load included in the consolidated invoice.

Demo consolidated invoice load list with reference and total columns

  • Invoice # / Load #: Lists the load numbers included in the consolidated invoice.
  • Job # / PO #: Lists PO numbers from the included loads when available.
  • BOL #: Lists BOL numbers from the included loads when available.
  • Reference #: Lists internal reference numbers from the included loads when available.
  • Delivered: For accounting purposes, this refers to the invoice date on the individual load, not a stop-level delivery date.
  • Unit Price: Shows the customer total price calculated on the load screen for that load.
  • Line Total: Shows the total for that line, usually matching the unit price for the listed load.

Edit a Consolidated Invoice

To change invoice-level values, open Customers > Consolidated Invoice Queue and click Edit for the invoice.

Use the Edit Consolidated Invoice screen to update invoice-level values before printing or emailing the invoice. If a load number, PO number, BOL number, reference number, date, or charge is wrong for one line item, review the individual load record as well.

Open and Closed Status

The consolidated invoice queue can show whether a consolidated invoice is open or closed.

  • Open: The consolidated invoice has not been marked paid.
  • Closed: The consolidated invoice has been marked paid.

If the Layout Looks Different

Your company setup can change which optional columns, document settings, or customer-specific values appear. If a field is missing or looks incorrect, check the customer profile, the individual load, and the Edit Consolidated Invoice screen before sending the invoice.

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