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Statements & Invoices

Statements & Invoices

The Statements page shows your billing statements and invoice history for your ShipEdge account. Use this view to review charges, check final balances, and open detailed statement lines for reconciliation and accounting.

Why Use Statements & Invoices?

Section titled “Why Use Statements & Invoices?”

Billing History in One Place

See all your billing statements and invoice periods in a single table. Each row represents a statement with dates, totals, and payment status.

Understand Final Balance

Review the Final balance $ (*) column to understand how much you owe or have been charged for each statement period.

Drill Into Details

Open the Statement Detail Seller view to see line‑level charges by service type, quantity, and description for a specific statement.

Support Accounting & Reconciliation

Use statement and detail exports to support reconciliation with your accounting system and internal financial reports.

Accessing Statements

Section titled “Accessing Statements”

  1. Open My Account

    Click My Account in the main navigation menu. This opens the Account Overview page with account-related shortcuts.

  2. Go to Statements

    Click the Statements option (Statements icon/button) on the Account Overview page. This opens the Statement List Seller view at Invoiceslist.php.

  3. Confirm You Have Access

    If you do not see Statements, your user may not have permission. An account owner can enable the Statements permission for your user in User Accounts under Preferences.

Statement List Seller Overview

Section titled “Statement List Seller Overview”

The main Statements page (Invoiceslist.php) is labeled Statement List Seller and shows one row per statement.

Section titled “Filters and Search”

At the top of the page, you can refine which statements are shown:

  • Statement Name:

    • Drop‑down filter labeled Statement Name
    • Uses the contains operator with a list of available statement descriptions

  • Statement Date:

    • Filter labeled Statement Date
    • Uses a between range with two fields:
      • x_InvoiceDate (start)
      • y_InvoiceDate (end)
    • Each field has a calendar icon (Pick a Date) and includes time:
      • Start format: yyyy/mm/dd 00:01:01
      • End format: yyyy/mm/dd 23:59:59

  • Basic Search:

    • Text box with Search (*) button
    • Reset button to clear the form
    • Show all link to remove all filters
    • Search type options:
      • Exact phrase
      • All words
      • Any word

These tools let you quickly find a specific statement by name, date range, or free‑text search.

Statement Columns

Section titled “Statement Columns”

The main table shows your statements with sortable columns:

  • Statement Number:

    • Internal ID of the statement
    • Column header: Statement Number

  • Statement Description:

    • Label in header: Statement Description
    • Backed by the InvoiceName field
    • Often describes the statement period or type

  • Statement Date:

    • Date when the statement was generated
    • Column header: Statement Date

  • Initial Date:

    • First date included in the statement period

  • Last Date:

    • Last date included in the statement period

  • Final balance $ (*):

    • Column header text: Final balance $ (*)
    • Shows the final amount for the statement in USD
    • Represents the total charges for that period

  • Total Expenses:

    • Column header text: Total Expenses
    • Shows the total expenses associated with the statement

  • Paid:

    • Indicates whether the statement is marked as paid
    • Backed by a boolean field (Y / N)

  • Report:

    • Column header text: Report
    • Displays a PDF icon (pdf.png) associated with the statement

  • Detail Link:

    • When allowed (permission Invoice_Detail), an extra column at the end shows a link to Statement Detail Seller for that statement.

You can click column headers to sort by that field (e.g., Statement Date, Final balance $, Paid).

Pagination and Records Per Page

Section titled “Pagination and Records Per Page”

Below the filters, the page includes pagination controls:

  • Links: First, Previous, page numbers, Next, Last
  • Summary line: Records X to Y of Z
  • Records Per Page drop‑down:
    • Options: 10, 20, 50, 100, 200, 500, All Records

Use these controls to navigate through long billing histories.

Viewing Statement Details

Section titled “Viewing Statement Details”

To see line‑level charges for a statement, open the Statement Detail Seller view.

  1. Open a Statement Detail

    From Statement List Seller, use the last column (detail link) on a statement row to open Statement Detail Seller (Invoice_Detaillist.php) for that statement.

  2. Filter by Date

    At the top of Statement Detail Seller, use the Date filter:

    • Filter labeled Date
    • Uses a between range with start and end date‑time fields
    • Each field has a calendar icon with formats:
      • Start: yyyy/mm/dd 00:01:01
      • End: yyyy/mm/dd 23:59:59

  3. Filter by Service Type

    Use the Service Type drop‑down:

    • Filter labeled Service Type
    • Operator =
    • List of available service types

  4. Use Search and Reset

    In the search bar:

    • Enter keywords and click Search (*)
    • Click Reset or Show all to clear filters
    • Choose search type: Exact phrase, All words, or Any word

  5. Review Totals and Pagination

    A summary section uses the current filters to show total value for the statement details. Pagination and Records Per Page behave like the main Statements page.

Statement Detail Columns

Section titled “Statement Detail Columns”

The Statement Detail Seller table uses a fixed set of columns:

  • Date:

    • Column label: Date
    • Backed by RegisterDate

  • Statement Name:

    • Column label: Statement Name
    • Shows the statement name associated with each line

  • Service Type:

    • Column label: Service Type
    • Type of service (e.g., storage, pick & pack, shipping service type)

  • Total Items:

    • Column label: Total Items
    • Number of items included in that line

  • Total Sku:

    • Column label: Total Sku
    • Number of SKUs included

  • Total Qty:

    • Column label: Total Qty
    • Total quantity for the line

  • ID Reg (*):

    • Column label: ID Reg (*)
    • Internal reference ID for the line

  • Description (*):

    • Column label: Description (*)
    • Text description of the charge or service

  • Cost Value $:

    • Column label: Cost Value $
    • Monetary value of the line in USD

  • Statement Number:

    • Column label: Statement Number
    • Statement ID this line belongs to

  • Cycle ID:

    • Column label: Cycle ID
    • Internal cycle identifier for the statement

Exporting Statement Details

Section titled “Exporting Statement Details”

At the top of the Statement Detail Seller page:

  • Link: Export to CSV
    • URL: Invoice_Detaillist.php?export=csv
    • Downloads a CSV file with the current detail data

Use this export for reconciliation and importing into your accounting system.

💡 Best Practices

Section titled “💡 Best Practices”

Filter by Statement Date

Always set a clear Statement Date range when reviewing statements. This helps you focus on the correct billing period and reduces noise.

Use Statement Detail for Disputes

When you have a billing question or dispute, open Statement Detail Seller to review the exact lines and Description (*) values before contacting support.

Export CSV for Accounting

Use Export to CSV from the detail view to load statement lines into your accounting or BI tools for deeper analysis.

Check Paid Status

Use the Paid column on the main Statements page to quickly see which statements are still open and which have already been paid.

Control Access via Permissions

Limit access to Statements to users who need billing visibility. Use the Statements permission in User Accounts under Preferences.

Use Search Types Wisely

Switch between Exact phrase, All words, and Any word search types to quickly find specific statements or detail lines.

Troubleshooting

Section titled “Troubleshooting”

Statements Option Not Visible

  • The Statements option is controlled by user permissions.
  • Ask an account owner to verify your Statements permission in User Accounts under Preferences.

No Statements Found

  • Check the Statement Date range; make sure it includes the period you expect.
  • Click Show all to remove filters.
  • Confirm that your account actually has statements for the selected period.

Cannot Open Statement Details

  • Ensure you have permission for Invoice_Detail (statement details).
  • If a detail link is missing, contact your account owner or ShipEdge support.

Export to CSV Not Working

  • Confirm that there are records in Statement Detail Seller for the selected filters.
  • Check your browser’s download settings or pop‑up blockers.
  • Try again with a smaller date range if the export is timing out.

Amounts Look Incorrect

  • Open Statement Detail Seller and review each line’s Service Type, Description, and Cost Value $.
  • Check whether you are filtering by the correct Date range or Service Type.
  • Compare with related views like All Transactions or Payment History if needed.
Section titled “Related Links”

Account & Billing:

Support & Disputes:

  • Disputes – Open and track billing disputes related to statement charges.