All Transactions (4PL Billing)

All Transactions shows all warehouse billing transactions that 3PL warehouses have generated for you as 4PL. This view allows you to view, search, filter, and manage all warehouse invoices in one place.

This functionality is essential for maintaining a complete record of all costs you receive from 3PL warehouses and for managing the payment status and visibility of each invoice.

What is All Transactions?

All Transactions is a complete list of all warehouse invoices (invoices_wh) that have been generated by 3PL warehouses. Each transaction represents a consolidated invoice that includes multiple warehouse services and costs.

These transactions are automatically generated when 3PL warehouses process services such as storage, handling, man-hours, and other services they bill to you as 4PL.

Why use All Transactions?

Consolidated View

View all warehouse invoices in a single view, facilitating review and management of multiple transactions.

Search and Filtering

Search by invoice name, payment status, or filter by date range to quickly find specific transactions.

Status Management

Mark invoices as paid, show or hide invoices as needed, and maintain a clear record of each transaction’s status.

Data Export

Export details of any invoice to CSV for external analysis or custom reports.

Access to Details

Quickly access complete details of each invoice and generate PDF summaries for documentation.

Inline Editing

Edit fields directly in the list without needing to open separate forms, saving time and improving efficiency.

Accessing All Transactions

You can access All Transactions from:

Main Menu → 3PL Billing → 4PL Billing → All Transactions

Or navigate directly to: /invoices_whlist.php

Requirements

• You must have the 4PL Billing module enabled
• You must be a WMS Admin user type (User Level 2) with warehouse access
• The 3PL Billing module must also be enabled

Table Columns

The table shows the following columns:

Column	Description
ID	Unique warehouse invoice identifier. Click the ID to view complete invoice details.
Invoice Name	Invoice name or identifier. You can search by this field using basic search.
Total Amount	Total invoice amount, including all consolidated services and costs.
Register Date	Date when the invoice was registered in the system.
Initial Date	Initial date of the period covered by the invoice.
Last Date	Final date of the period covered by the invoice.
Paid	Invoice payment status (Y/N). If not paid, you can click “Mark as Paid” to mark it as paid.
Visible	(Level 3 only) Indicates if the invoice is visible to non-administrator users. You can show or hide invoices as needed.
Paid Date	(Level 3 only) Date when the invoice was marked as paid.

Main Features

Search and Filtering

Basic Search:

• Search by Invoice Name, Paid, or Visible
• You can use exact phrase search, all words, or any word
• Click Search to execute the search or Reset to clear filters

Advanced Search:

• Filter by date range using Register Date
• Select an initial date and a final date to see only invoices registered in that period

Sorting:

• Click any column header to sort by that field
• Arrows indicate if sorting is ascending (↑) or descending (↓)
• Default sorting is by ID descending (most recent first)

Invoice Management

Mark as Paid:

1. Locate the invoice you want to mark as paid
2. If the invoice is not paid, you’ll see a Mark as Paid link next to the Paid checkbox
3. Click Mark as Paid
4. The invoice will be marked as paid and the payment date will be recorded automatically

Show/Hide Invoices: (Only available for level 3 users)

1. Locate the invoice you want to show or hide
2. If the invoice is hidden, you’ll see a Show invoice link
3. If the invoice is visible, you’ll see a Hide invoice link
4. Click the corresponding link
5. The invoice will change its visibility status immediately

Inline Editing:

1. Click Inline Edit in the row of the invoice you want to edit
2. Editable fields will become input fields
3. Modify values as needed:
   • Invoice Name
   • Total Amount
   • Register Date
   • Initial Date
   • Last Date
   • Paid (checkbox)
   • Visible (checkbox, level 3 only)
   • Paid Date
4. Click Update to save changes or Cancel to discard them

View Details and Export

View Invoice Details:

• Click the ID of any invoice to view complete details
• This will take you to the details view (partial_invoices_whlist.php) that shows all partial transactions that make up the invoice

Generate PDF:

• Click the PDF icon next to any invoice
• A PDF summary of the invoice will be generated with all details and included services

Export to CSV:

• Click Export to CSV in the row of the invoice you want to export
• A CSV file will download with invoice details, including:
  • Service Type (Service type)
  • Description (Description)
  • Total Cost (Total cost)
  • Date (Date)

Quick Access Links

At the top of the page you’ll find quick access links:

• Current: Shows only invoices with name “current” (in-progress invoices)
• Add Charge: Opens a window to add an additional charge to billing
• Man-Hour: Opens a window to add man-hours to billing

Pagination and Records Per Page

Pagination:

• Use First, Previous, Next, and Last controls to navigate between pages
• You can also click directly on page numbers
• Information shows “Records X to Y of Z” to indicate which records you’re viewing

Records Per Page:

• Select how many records you want to see per page from the dropdown menu
• Available options: 10, 20, 50, 100, 200, 500, or All Records
• The system will remember your preference for future visits

Automatic Filtering by Visibility

Important: If you are not a level 3 user (administrator), you’ll only see invoices that have Visible = ‘Y’. Hidden invoices won’t appear in your list.

Level 3 users can view all invoices, regardless of their visibility status.

Integration with Billing System

Transactions shown in All Transactions are directly related to:

• Partial Invoices WH: Each warehouse invoice contains multiple partial transactions (partial_invoices_wh) that represent individual services
• Service Types: Each partial transaction is associated with a specific service type
• Statements: Warehouse invoices are consolidated into account statements (StatementsWHlist.php)
• 3PL Costs to 4PL: Costs shown here come from services that 3PL warehouses bill you

💡 Best Practices

Regular Review

Review transactions regularly to stay up to date with costs you receive from 3PL warehouses and detect discrepancies early.

Mark as Paid

Mark invoices as paid as soon as you complete payment to maintain accurate records and facilitate reconciliation.

Use Date Filters

Use date filters to review invoices by specific period, facilitating monthly or quarterly reconciliation.

Export for Analysis

Export invoices to CSV when you need to perform detailed analysis or create custom reports outside the system.

Verify Details

Always review complete details of an invoice before marking it as paid to ensure all services are correct.

Hide Old Invoices

Hide old or resolved invoices to keep the list clean and focused on active transactions (level 3 only).

Troubleshooting

I don’t see any transactions:

• Verify that the 4PL Billing module is enabled
• Make sure 3PL warehouses have generated warehouse invoices
• If you’re not level 3, verify that there are visible invoices (Visible = ‘Y’)

I can’t mark an invoice as paid:

• Verify that you have edit permissions
• Make sure you’re viewing the correct invoice
• Try refreshing the page and trying again

Invoice details don’t show:

• Click the invoice ID to access details
• Verify that the invoice has associated partial transactions
• If the problem persists, contact technical support

I can’t export to CSV:

• Verify that you have permissions to export data
• Make sure the invoice has data to export
• Try with another invoice to verify if it’s a specific problem

Related Links

Next Steps:

• 4PL Billing Overview - Understand the complete 4PL billing system
• Statements - Review consolidated warehouse account statements
• Dispute Verdicts - Manage dispute verdicts related to billing
• 3PL Costs to 4PL - Review specific costs that 3PL warehouses bill you

Related:

• 3PL Billing Overview - Understand how 3PL warehouses bill their clients
• Billing Adjustments - Learn about billing adjustments that can affect transactions