OMS Client Statements

OMS Client Statements allows you to view and manage individual account statements (invoices) generated for each OMS account. You can review details of each statement, mark payments, generate PDFs, hide statements when necessary, and export data for analysis or accounting.

This tool is essential for 3PL administrators who need to manage the complete billing cycle: from statement generation to payment tracking and document generation for clients.

Why use OMS Client Statements?

Individual Statement Management

View and manage each statement individually, allowing you to review specific details, mark payments, and generate PDF documents for each invoice.

Payment Control

Mark statements as paid or unpaid directly from the list, maintaining an updated record of each client’s payment status.

PDF Generation

Generate PDFs of statements and invoices directly from the list to send to clients or archive documents.

Hide Statements

Hide statements when necessary (only UserLevel 3) to keep the list organized and show only relevant information.

Advanced Search and Filtering

Search statements by number, OMS account, name, date, payment status, or hidden status to quickly find specific information.

Details View

Access complete details of each statement including all billed services, warehouse costs, and related transactions.

Accessing OMS Client Statements

You can access OMS Client Statements from:

1. 3PL Billing Menu: Navigate to 3PL Billing > 3PL Prices > OMS Client Statements
2. Directly: Access /InvoicesAlist.php

Required Permissions

OMS Client Statements requires:

• Warehouse administrator permissions (UserLevel = 2 and UserWH = 1) OR listing permissions
• The 3PL Billing module must be enabled (3pl_billing = 'Y')
• To mark payments and hide statements: UserLevel = 3 or 4

Information Shown in the Table

The OMS Client Statements table shows the following columns for each statement:

Basic Information

• Statement Number: Unique statement number (ID)
• Account ID: OMS account identifier
• Statement Description: Statement name or description
• Statement Date: Statement date
• Initial Date: Initial date of the billed period
• Last Date: Final date of the billed period

Status and Visibility

• Hidden: Indicates if the statement is hidden (Y/N) - only visible for UserLevel = 3
• Paid: Indicates if the statement is marked as paid (Y/N)

Totals

• Total Amount $: Total statement amount (TotalService)
• Total Expenses: Total expenses and deductions (debits) - only visible for UserLevel = 3

Actions

• Statements: Link to generate PDF of the statement (pdf_invoice2.php)
• Invoice: Link to generate PDF of the invoice (pdf_invoice.php)

Search Statements

You can search statements using advanced filters or basic search:

1. Open the Search Form

   Search fields appear at the top of the page.

2. Use Advanced Search

   You can filter by:

   • Account ID: Select a specific account from the dropdown menu
   • Statement Name: Search by name or description (partial search)
   • Statement Date: Filter by statement date
   • Paid: Filter by payment status (Y/N)
   • Hidden: Filter by hidden status (Y/N) - only UserLevel = 3

3. Use Basic Search

   Enter search terms in the basic search field and select the type:

   • Exact phrase: Search for the exact phrase
   • All words: Search for records containing all words
   • Any word: Search for records containing any of the words

4. Apply the Search

   Click Search or press Enter to apply the filters.

5. Clear Filters

   Click Reset or Show all to clear all filters and show all statements.

View Statement Details

You can view complete details of any statement:

1. Locate the Statement

   Find the statement in the table using search filters if necessary.

2. Open the Details View

   Click the Statement Number (ID) to open the details page.

3. Review the Information

   The details page shows:

   • Basic statement information
   • All billed services with their amounts
   • Associated warehouse costs
   • Related transactions
   • Status change history

Generate Statement PDFs

You can generate PDFs of statements and invoices directly from the list:

1. Locate the Statement

   Find the statement in the table.

2. Generate Statement PDF

   Click the Statements link in the corresponding column to generate a PDF of the statement (pdf_invoice2.php).

3. Generate Invoice PDF

   Click the Invoice link in the corresponding column to generate a PDF of the invoice (pdf_invoice.php).

Using PDFs

Generated PDFs can be sent directly to clients, archived for records, or used for accounting purposes. Each PDF type may have a different format according to your needs.

Mark Statement as Paid

You can mark statements as paid or unpaid (requires UserLevel = 3 or 4):

1. Locate the Statement

   Find the statement in the table.

2. Mark as Paid

   If the statement is not marked as paid:

   • Click the Paid link in the Paid column
   • Confirm the action in the confirmation dialog
   • The statement will be marked as paid (Y)

3. Mark as Unpaid

   If the statement is marked as paid and you need to revert it:

   • Click the Unpaid link in the Paid column
   • Confirm the action in the confirmation dialog
   • The statement will be marked as unpaid (N)

Required Permissions

Only users with UserLevel = 3 or 4 can mark statements as paid or unpaid. Other users can only view the current status.

Hide or Show Statements

You can hide statements when necessary (only UserLevel = 3):

1. Locate the Statement

   Find the statement in the table. The Hidden column is only visible for UserLevel = 3.

2. Hide a Statement

   If the statement is not hidden:

   • Click the Hidden link in the Hidden column
   • The statement will be hidden and won’t appear in normal lists (unless you filter by Hidden = Y)

3. Show a Hidden Statement

   If the statement is hidden:

   • Filter by Hidden = Y to see hidden statements
   • Click the Unhidden link in the Hidden column
   • The statement will become visible again in normal lists

Using Hide

Hiding statements is useful for keeping lists organized, hiding test or temporary statements, or keeping sensitive information out of normal view.

Sort the Table

You can sort the table by clicking column headers:

• Click once to sort ascending
• Click again to sort descending
• Arrow icons indicate the current sort direction

You can sort by:

• Statement Number
• Account ID
• Statement Description
• Statement Date
• Initial Date
• Last Date
• Hidden (only UserLevel = 3)
• Paid
• Total Amount

Table Totals

At the end of the table, automatic totals are shown:

• Total: Sum of all total amounts (Total Amount $) of visible statements
• Count: Total number of visible statements

These totals are automatically calculated based on applied filters and only include statements visible on the current page.

Export to CSV

You can export table data to CSV:

1. Apply Filters (Optional)

   If you want to export only a subset of statements, apply the desired search filters first.

2. Export

   Use the export option available (if enabled) to generate a CSV file with all visible data.

Export

CSV export includes all visible fields in the table and can be useful for external analysis, integration with accounting systems, or generating custom reports.

Related Links

At the top of the page you’ll find links to:

• All Transactions: Direct access to all OMS transactions to view details of individual transactions related to statements

Differences with Service Summary

OMS Client Statements focuses on individual statements, while Service Summary groups information by service type:

OMS Client Statements

Shows each individual statement with its complete information, allows payment management, hiding statements, and generating individual PDFs.

Service Summary

Groups information by service type showing totals of each service category for all OMS accounts.

💡 Best Practices

Mark Payments Immediately

Mark statements as paid as soon as you receive payment to maintain updated records and avoid confusion.

Generate PDFs for Archive

Generate PDFs of important statements and archive them to maintain complete records and facilitate audits.

Use Filters to Find Quickly

Use search filters to quickly find specific statements by account, date, or payment status.

Review Details Regularly

Review statement details regularly to verify that all services were billed correctly.

Hide Temporary Statements

Hide test or temporary statements to keep lists organized and show only relevant information.

Export for Analysis

Export data periodically for external analysis, custom reports, or integration with accounting systems.

Troubleshooting

I can’t mark a statement as paid

Problem: I don’t see the Paid/Unpaid links or can’t click them.

Solution:

• Verify that you have UserLevel = 3 or 4 (required to mark payments)
• Only users with these levels can change payment status
• Contact the system administrator if you need these permissions

I don’t see the Hidden column

Problem: The Hidden column doesn’t appear in the table.

Solution:

• The Hidden column is only visible for UserLevel = 3
• If you need to hide statements, contact a user with UserLevel = 3
• Or request level 3 permissions from the system administrator

PDFs don’t generate correctly

Problem: When clicking Statements or Invoice, the PDF doesn’t generate or an error appears.

Solution:

• Verify that the pdf_invoice2.php and pdf_invoice.php files exist and are accessible
• Verify that you have permissions to generate PDFs
• Contact the system administrator if the problem persists

I can’t find a specific statement

Problem: I search for a statement but it doesn’t appear in the results.

Solution:

• Verify that it’s not hidden (filter by Hidden = Y if you have UserLevel = 3)
• Verify that search filters are not too restrictive
• Use “Show all” to clear all filters
• Verify that the statement exists for the specified account and dates

Totals don’t match

Problem: The totals shown don’t match what I expect.

Solution:

• Totals only include visible statements according to applied filters
• Verify that there are no filters applied that exclude relevant statements
• Totals are calculated per page, not for all statements
• Review individual details of each statement to verify amounts

I can’t access OMS Client Statements

Problem: I don’t see the “OMS Client Statements” option in the 3PL Billing menu.

Solution:

• Verify that the 3PL Billing module is enabled (3pl_billing = 'Y')
• Confirm that you have warehouse administrator permissions (UserLevel = 2 and UserWH = 1) or listing permissions
• Contact the system administrator if the problem persists

Next Steps

• 3PL Billing Overview - Understand the complete 3PL Billing system
• Service Summary - View service summary grouped by type
• OMS Client Prices - See how prices that generate these statements are configured
• All OMS Transactions - View all individual transactions related to statements