Accounts Receivable — Batch Invoices
Create, edit, review, and post invoices in batches for speed and control
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Invoicing Menu — Introduction

The Invoicing menu allows you to create manual invoices as well as create and process invoices in batch mode. This menu groups all the high‑volume billing tasks into a single workspace. Use it to build invoice batches, import prepared charges, scan and attach documents, and post & review results. Batching improves speed, approval control, and audit trail.

  • When to use: recurring customer billing, end‑of‑day posting, or anytime you need multi‑invoice control.
  • Key outputs: posted invoices, batch totals report, exceptions list, and optional PDF/email delivery.
  • Tips: keep batches scoped (by day/branch/collector); post to the correct period; archive reports with batch ID.

Manual Invoice Entry

FasTrax Accounting allows you to create both shipment-related invoices and standalone manual invoices for non-operational charges. While most invoices are generated automatically by operations for each shipment, manual entry is used for ad-hoc billing—such as bond charges, surety renewals, rent, or internal adjustments.

    When to Use Manual Entry
  • Billing items not tied to a shipment
  • Correcting or supplementing existing invoices
  • Charging general expenses to a client account

Depending on your Billing Interface setup the Manual Invoice Entry screen might look different. It might contain addtional fields. However, the entry process will be the same.

Open Screen manual →

Create Invoices

Generate invoices from shipment/files, rating queues, or templates. This is the quickest way to produce many invoices at once.

  1. Select the source (e.g., files ready to bill, rating results, or saved templates).
  2. Review charge lines and fees; edit where needed.
  3. Commit to a Batch (new or existing) for approval and posting.

Depending on your Billing Interface setup the Manual Invoice Entry screen might look different. It might contain addtional fields. However, the entry process will be the same.

Open Screen manual →

View Created Invoices

Preview by Department, Date Range and Customer the invoices created. Use this step to verify summary Invoice data, drill down to individual invoices, print invoices or a summary list of invoices created.

  • Drill to line‑level detail (L#) to verify bill codes and fees.
  • Print or Email Individual Invoices or in batch.
  • Print a summary list of invoices created.

Open Screen manual →

Create Batch

The Create Batch program allows you to group customer invoices into batches based on a specified date range. It scans for invoices created within that range that have not yet been assigned to a batch, ensuring clean and non-duplicative processing.

  1. Create Batch Statements by Department and Date Range
  2. Limit the total Statement Amount

Open Screen manual →

Edit Existing Batch

Open a previously created batch to add/remove invoices, correct lines, or append documents before posting.

  • Add or Remove specific invoices from the statement.
  • Correct/Modify specific invoices - (If not printed).
  • Print all Invoices in batch or Individual Invoices

Open Screen manual →

View Invoice Batches

View Invoice Batches shows all customer billing statements (batches) within a date range. From this screen you can open a batch to modify its invoices, print a single statement, or print all statements in the list.

Search and list batches by date, branch, user, or status (open/posted). Provides quick access to reprint logs and exports.

  • Open a batch to review totals, invoice list, and exceptions.
  • Reprint invoice sets or export CSV/PDF for archive.
  • Drill to an invoice to view L# Detail and GL Voucher.

Open Screen manual →

Void Invoice

This program allows you to void an invoice. It will create a credit for the invoice amount and reverse any GL postings associated with the invoice.

  • Use with caution especially if invoice has been paid.
  • Must have permissions to use program.

Open Screen manual →

Remove Print Flag

This program will remove the print flag from the invoice thus allowing you to go back and modify the invoice.

  • Only used to remove a print flag to modify an existing invoice.
  • Must have permissions to use program.
  • No Payments or Adjustments must exist.

Open Screen manual →

Transfer Data

Import charges or invoice headers to approved sources (e.g., QuickBooks, PeachTree, or EDI).

  1. Select an import profile and file/source.
  2. Validate staging results and resolve mismatches (customers, bill codes, fees).
  3. Load into the selected batch for review and posting.

Work with ATS to define mappings and validation rules for each profile.

Open Screen manual →

Batch Document Scanning

Scan or attach supporting documents (POD, rate quotes, approvals) to all invoices in a batch or to selected invoices.

  • Capture PDFs/images and map by File #, Invoice #, or reference.
  • Apply standard naming conventions for easy retrieval.
  • Enable auto‑attach rules for recurring documents (optional).

Open Screen manual →

Best Practices

  • Keep batch sizes manageable (e.g., by day/branch) to simplify review.
  • Use consistent Terms, Branch/Dept, and Period within a batch.
  • Run and archive a Batch Totals report with the final PDFs.
  • If posting fails, resolve exceptions from the message details and re‑post.

Frequently Asked Questions

What is the purpose of the Invoicing menu?

The Invoicing menu groups high-volume billing tasks into a single workspace for creating, editing, reviewing, and posting invoices in batches, improving speed, approval control, and audit trail. Use it for recurring billing or end-of-day posting.

When should I use Manual Invoice Entry?

Use Manual Invoice Entry for ad-hoc billing not tied to shipments, such as bond charges, surety renewals, rent, or internal adjustments. The screen may vary by Billing Interface setup, but the process remains the same.

How do I create invoices in batch?

Select a source (e.g., files ready to bill, rating results, or templates), review charge lines and fees, edit as needed, and commit to a new or existing batch for approval and posting.

How can I preview and print created invoices?

Filter by department, date range, and customer in View Created Invoices; drill to line-level detail (L#), print/email individual or batch invoices, or print summary lists for verification.

What is the Create Batch feature and how does it work?

Create Batch groups invoices into batches by date range and department, scanning for unassigned invoices to avoid duplicates. Limit total amounts and create batch statements for processing.

How do I edit an existing batch?

Open the batch, add/remove invoices, correct/modify lines (if not printed), and print all or individual invoices before posting for final adjustments.

How can I view and manage invoice batches?

Search batches by date, branch, user, or status in View Invoice Batches; open for review, reprint/export CSV/PDF, or drill to invoice details and GL voucher.

What happens when I void an invoice?

Voiding creates a credit for the amount and reverses GL postings; use with caution if paid and requires permissions.

How do I remove the print flag from an invoice?

Use the Remove Print Flag program to enable modifications on printed invoices (requires permissions; no payments/adjustments must exist).

How does the Transfer Data feature work?

Select an import profile/file, validate staging results (resolve mismatches in customers, bill codes, fees), and load into a batch. Work with ATS for mappings and rules.

What is Batch Document Scanning used for?

Scan or attach PDFs/images (e.g., POD, rate quotes) to invoices in a batch or selected ones; map by File/Invoice #, use naming conventions, and enable auto-attach rules for audit trail.

What are best practices for batch invoicing?

Keep batches small (by day/branch), use consistent terms/branch/dept/period, run and archive Batch Totals reports with PDFs, and resolve exceptions before re-posting.