Service Summary

Service Summary allows you to view a detailed summary of all service invoices organized by service type for all OMS accounts. It shows both charges billed to clients and warehouse costs, providing a complete view of services provided and their associated costs.

This tool is essential for 3PL administrators who need to review billing by service type, analyze costs versus revenue, and generate detailed reports of services provided to multiple OMS clients.

Why use Service Summary?

View by Service Type

Organizes all invoices by service type (handling, storage, man-hours, etc.) facilitating analysis of each service category.

Cost vs Revenue Analysis

Compare charges billed to OMS clients with warehouse costs to understand profitability of each service.

Advanced Search and Filtering

Search invoices by statement number, OMS account, invoice name, date, or payment status to quickly find specific information.

Automatic Totals

The system automatically calculates totals for each service type and shows physical totals for quick analysis.

CSV Export

Export all data to CSV for external analysis, custom reports, or integration with accounting systems.

Mark as Paid

Mark invoices as paid directly from the list to maintain an updated record of payment status.

Accessing Service Summary

You can access Service Summary from:

1. 3PL Billing Menu: Navigate to 3PL Billing > 3PL Prices > Service Summary
2. Directly: Access /InvoiceViewAdmlist.php

Required Permissions

Service Summary requires:

• Warehouse administrator permissions (UserLevel = 2 and UserWH = 1) OR listing permissions
• The 3PL Billing module must be enabled (3pl_billing = 'Y')

Information Shown in the Table

The Service Summary table shows the following columns for each invoice:

Basic Information

• Statement Number: Unique statement/invoice number
• Account ID: OMS account identifier
• Invoice Name: Invoice name
• Statement Date: Statement date
• Initial Date: Initial date of the billed period
• Last Date: Final date of the billed period

Services Billed to OMS Clients

• Handling: Handling charges billed to client
• Shipping: Shipping charges billed to client
• Photography: Photography charges billed to client
• Man Hour: Man-hour charges billed to client
• Storage: Storage charges billed to client
• System Fees: System fees billed to client
• Software Development: Software development charges billed to client
• Handling Plus: Additional handling charges billed to client
• Refunds: Refund charges billed to client
• Warehouse Services: Other warehouse services billed to client

Totals and Adjustments

• Total Service: Total services (calculated as TotalService - Add_Funds - beginning_balance)
• Add Funds: Funds added to the account

Payment Status

• Paid: Indicates if the invoice is paid (checkbox checked = Yes)
  • Only visible for UserLevel != 2 and != 4

Warehouse Costs

• Handling WH: Warehouse handling cost
• Storage WH: Warehouse storage cost
• Man Hour WH: Warehouse man-hour cost
• Software Development WH: Warehouse software development cost
• Handling plus WH: Warehouse additional handling cost
• Refunds WH: Warehouse refund cost
• Warehouse Services WH: Other warehouse services

Physical Totals and Status

• Total Physical: Physical total of all warehouse services
• Settled: Indicates if the invoice is settled
• IDInvoiceWH: Warehouse invoice identifier (link to details)

Search Invoices

You can search invoices using advanced search filters:

1. Open the Search Form

   Search fields appear at the top of the table.

2. Select Search Criteria

   You can search by:

   • Statement Number: Enter the exact statement number
   • Account ID: Select a specific OMS account from the dropdown menu
   • Invoice Name: Enter the invoice name (partial search)
   • Statement Date: Select a date range using initial and final date fields
   • Paid: Select whether to search for paid or unpaid invoices

3. Apply the Search

   Click Search or press Enter to apply the filters. The table will update showing only invoices that match your criteria.

Multiple Filters

You can combine multiple search criteria to further refine results. For example, search for all invoices from a specific account in a determined date range.

Export to CSV

You can export all visible data to CSV:

1. Click Export to CSV

   Click the Export to CSV link at the top of the page, next to the “By service type” title.

2. Download the File

   The CSV file will automatically download with the name InvoiceViewAdm.csv containing all visible columns of invoices shown in the table.

Applied Filters

If you have applied search filters, only invoices that match those filters will be exported. To export all invoices, first clear the search filters.

Mark Invoices as Paid

You can mark invoices as paid from the list:

1. Access Mark as Paid Function

   Click the Mark as paid link at the top of the page, next to the “By service type” title.

2. Confirm the Action

   A new window or tab will open executing the automatic paid marking process. The system will process invoices according to configured criteria.

Required Permissions

The mark as paid function may require specific permissions. If you don’t have access, contact the system administrator.

View Warehouse Invoice Details

You can access details of the related warehouse invoice:

1. Locate the IDInvoiceWH

   Find the IDInvoiceWH column in the row of the invoice you want to review.

2. Click the Link

   Click the IDInvoiceWH number to view complete details of the warehouse invoice.

Totals in the Table

The table shows automatic totals at the bottom for:

• Handling: Total handling charges
• Shipping: Total shipping charges
• Photography: Total photography charges
• Man Hour: Total man-hour charges
• Storage: Total storage charges
• System Fees: Total system fees
• Software Development: Total software development charges
• Handling Plus: Total additional handling charges
• Refunds: Total refund charges
• Warehouse Services: Total other services
• Total Service: General total of services (after adjustments)
• Add Funds: Total funds added

These totals help you quickly see aggregated amounts of each service type for all invoices shown.

Differences with Warehouse Billing Service Summary

The 3PL Billing Service Summary differs from the standard warehouse Service Summary in several aspects:

Feature	Warehouse Billing	3PL Billing
Focus	Warehouse invoices	Invoices from all OMS accounts
View	Per warehouse	Per service type
WH Costs	Not included	Shows warehouse costs
Comparison	Not available	Compares revenue vs costs
Multiple Accounts	No	Yes, all OMS accounts

💡 Best Practices

Review Regularly

Review Service Summary regularly to stay up to date with service billing and detect discrepancies early.

Analyze Profitability

Compare charges billed (columns without WH) with warehouse costs (WH columns) to understand profitability of each service.

Export for Analysis

Export data periodically to CSV for detailed analysis in Excel or other analysis tools.

Use Filters Strategically

Use search filters to analyze specific periods, individual accounts, or particular payment statuses.

Verify Totals

Review totals at the bottom of the table to verify that calculations are correct and consistent.

Keep Statuses Updated

Mark invoices as paid as soon as you receive payment to maintain accurate financial records.

Troubleshooting

I don’t see all columns

Problem: Some columns don’t appear in the table.

Solution:

• Verify your user level. Some columns like “Paid” are only visible for certain user levels
• The table may be adjusted to show only the most important columns
• Use CSV export to view all available columns

Totals don’t match

Problem: The totals shown don’t match my manual calculations.

Solution:

• Verify that you have applied the correct filters. Totals only include invoices visible in the table
• Review that the Total Service calculation is correct (TotalService - Add_Funds - beginning_balance)
• Export data to CSV and verify calculations manually if necessary

I can’t mark invoices as paid

Problem: The “Mark as paid” link doesn’t work or I don’t have access.

Solution:

• Verify that you have the necessary permissions for this function
• Some user levels (UserLevel = 2 or 4) may not have access to this function
• Contact the system administrator if you need access to this functionality

I can’t access Service Summary

Problem: I don’t see the “Service Summary” 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
• OMS Client Statements - Generate detailed account statements for OMS clients
• All OMS Transactions - View all transactions from all OMS accounts
• Price Plans - Review price plans applied to invoices

To compare with the standard warehouse billing system:

• Warehouse Billing Service Summary - Warehouse service summary