Understanding Invoice Details in Packiyo

Understanding Invoice Details in Packiyo

Overview

Packiyo's Invoice Details page provides a breakdown of your client's billing activity, making it easier to review charges, understand invoice totals, and identify potential billing issues before finalizing an invoice.

You can review charges by billing category, individual order, purchase order, storage, or other billable activity. A timeline also allows you to see when charges occurred throughout the billing period.

How to Access Invoice Details

  1. Log in to Packiyo.

  2. Navigate to Settings > Billing.

    1. Locate the client whose invoice you'd like to review.

  3. Open the client's invoices and select the invoice you want to view.

The Invoice Details page opens on the Breakdowns view.


Understanding the Invoice Breakdown

The Breakdowns view provides an overview of the invoice, including:

  • Invoice Total: The total amount billed for the selected period.

  • Billing Categories: Subtotals for charges such as picking, packaging, shipping, receiving, and storage.

  • Activity Counts: The number of orders picked, packages shipped, or other billable activities.

  • Billing Rates: A breakdown of charges associated with each applicable billing rate.

  • Applied Balance: Any available balance applied toward the invoice and the remaining amount due.

This allows you to review how the invoice total was calculated without opening each individual charge.


Reviewing Individual Charges

You can select the available billing views to review charges in more detail.

Shipments

The Shipments view groups charges by order, making it easier to understand the total cost associated with fulfilling an order.

Each order displays its applicable picking, packaging, shipping label, and additional charges.

To review an order's charges:

  1. Open the Shipments view.

  2. Search for the order number.

  3. Click the arrow beside the order to expand its details.

  4. Review the individual charges, billing rates, quantities, and amounts.


Receiving and Returns

The Receiving view groups charges by purchase order, while the Returns view displays applicable charges associated with individual returns.

You can expand each entry to review its billing details.

Storage

Storage charges are displayed based on the client's assigned billing rates.

Depending on the rate card, charges may be grouped by:

  • Storage by Location: Charges associated with location types, such as pallets or shelves.

  • Storage by Product Volume: Charges associated with individual SKUs.

Storage details include the billing period covered, applicable quantities, and oldest stock information. Where applicable, you can expand a line to review charges by inventory age.


Ad Hoc, Recurring Charges, and Credits

Additional charges that aren't associated with a specific order, purchase order, or return appear in the Ad hoc & Recurring view.

This may include manual charges, recurring fees, and credits.

Where attachments or notes are available, you can expand the entry to review them.


Note: Only billing views applicable to the client's rate cards or invoice activity will appear.

 

Identifying Missing Charges

Packiyo can flag billable activity that may not have been charged as expected.

For example, if a client's rate card includes a shipping label fee but an applicable shipment doesn't receive that charge, the invoice may display a Not charged warning.

To review these entries:

  1. Open the invoice.

  2. Look for the Lines not charged warning near the invoice summary.

  3. Select the applicable billing view.

  4. Enable the Not charged only filter.

  5. Review the flagged entries and their missing charge categories.

Orders with no applicable charges may still appear with a total of $0.00.

Important: These warnings are informational and do not prevent an invoice from being finalized. We recommend reviewing flagged entries to confirm that the client's billing rates are configured as intended.

Viewing the Timeline of Charges

The Timeline view displays individual charges in the order the associated work occurred.

Each entry includes the time, billing category, applicable rate, related activity, and charge amount.

You can search the timeline using information such as:

  • Order number

  • Purchase order number

  • Tracking number

  • SKU

  • Billing rate name

  • Charge description

This is especially helpful when investigating a specific charge or answering a client's billing question.


Finalizing an Invoice

Once you've reviewed the invoice details:

  1. Confirm the invoice totals and billing breakdowns.

  2. Review any Not charged warnings.

  3. Make any necessary corrections or recalculate the invoice.

  4. Click Finalize.

  5. Review the confirmation and finalize the invoice.

Once finalized, the invoice becomes read-only, and draft actions such as recalculating or deleting are no longer available.


Things to Know

  • Older invoices: Invoices calculated before this update will continue displaying their original billing details. The new charge breakdowns and timeline won't be available for those invoices.

  • Billing views: Only relevant billing categories and views will appear based on the client's rate cards and invoice activity.

  • Missing charge warnings: These help identify potential billing gaps but don't automatically add charges or prevent finalization.

  • Client access: Client users can view finalized invoices only. Draft invoices remain accessible to authorized 3PL users.

Need Help?

If you have questions about an invoice, billing rate, or charge that doesn't appear as expected, contact support@packiyo.com with the client name, invoice number, and any relevant order or charge details.

Our team will be happy to help!