Generated Costs

Generated Costs shows a complete list of all warehouse invoices containing costs automatically generated by the system. These invoices are created when the system calculates and records service charges such as handling, storage, shipping, man hours, and other warehouse services.

This tool lets you view, search, edit, and manage all generated cost invoices, providing complete control over warehouse billing and allowing you to review details before they become final statements.

Why use Generated Costs?

Generated Costs Visibility

See all invoices with automatically generated costs in one place, including billing period and total amount of each invoice.

Invoice Management

Edit invoice names, total amounts, dates, and payment status directly from the list to keep information up to date.

Quick Access to Details

Click on any invoice ID to see complete details of the partial costs that make it up.

Visibility Control

Show or hide invoices as needed, allowing you to keep the view of active invoices organized.

Search and Filtering

Search invoices by name, registration date, or billing period to find specific information quickly.

Payment Management

Mark invoices as paid directly from the list and set payment dates to maintain accurate financial status records.

Access Generated Costs

You can access Generated Costs from:

1. Billing Menu: Navigate to Billing > Generated Costs
2. Directly: Access /invoices_whlist.php

Permissions

Generated Costs requires Warehouse Billing permissions. You’ll only see invoices related to your warehouse account.

How to use Generated Costs

1. Access the page

   Navigate to Billing > Generated Costs from the main menu or access directly at /invoices_whlist.php.

2. Review the invoice list

   The table shows all generated cost invoices with the following columns:

   • ID: Unique invoice number (click to view details)
   • Invoice Name: Descriptive name of the invoice
   • Total Amount: Total amount of the invoice
   • Register Date: Date when the invoice was registered
   • Initial Date: First date of the billing period
   • Last Date: Last date of the billing period
   • Paid: Indicates if the invoice is paid (checkbox checked = Yes)
   • Visible: Indicates if the invoice is visible (administrators only)
   • Paid Date: Date when it was marked as paid (administrators only)

3. View invoice details

   Click on the ID number of any invoice to see complete details of the partial costs that make it up. This will take you to the partial costs list filtered by that invoice.

4. Search for specific invoices

   Use the search form to filter by:

   • Register Date: Select a date range using the calendars
   • Basic search: Enter text in the search field and select the type (Exact phrase, All words, Any word)

   Click Search to apply filters or Reset to clear them.

5. Edit an invoice

   If you have edit permissions:

   • Click the edit icon (pencil) in the invoice row
   • Modify fields directly in the table:
     • Invoice Name: Invoice name
     • Total Amount: Total amount
     • Register Date: Registration date
     • Initial Date: Initial period date
     • Last Date: Final period date
     • Paid: Check or uncheck the checkbox
     • Visible: Check or uncheck the checkbox (administrators only)
     • Paid Date: Enter payment date (administrators only)
   • Click Update to save changes

6. Mark invoice as paid

   If you’re an administrator (level 3), you can click Mark as Paid next to the Paid checkbox to quickly mark an invoice as paid.

7. Show or hide invoices

   If you’re an administrator:

   • Click Hide invoice to hide a visible invoice
   • Click Show invoice to show a hidden invoice

8. Access current costs

   Click the Current link at the top to see partial costs that haven’t been assigned to a specific invoice yet.

9. Add manual charges

   Click Add Charge to add additional manual charges to generated costs.

10. Register man hours

    Click Man-Hour to register man hours for all accounts.

Fields and Columns Explained

Identification Information

• ID: Unique number that identifies each invoice. Click this number to see complete details of the partial costs that make up the invoice.
• Invoice Name: Descriptive name of the invoice. Generally includes information about the billing period (e.g., “January 2024”, “Q1-2024”).

Amounts and Dates

• Total Amount: Total sum of all costs included in the invoice. This amount is automatically calculated by summing all associated partial costs.
• Register Date: Date when the invoice was created and registered in the system.
• Initial Date: First date of the billing period covered by this invoice.
• Last Date: Last date of the billing period covered by this invoice.

Status and Visibility

• Paid: Indicates if the invoice has been marked as paid. Administrators can mark invoices as paid directly from the list.
• Visible: Indicates if the invoice is visible in standard views. Only administrators can change this setting. Hidden invoices don’t appear in certain views but still exist in the system.
• Paid Date: Date when the invoice was marked as paid. Only visible and editable for administrators.

Search Functions

Date Search

Advanced search allows filtering by date range:

• Register Date: Select a date range using the calendars (format: yyyy/mm/dd)
• The system will search for invoices whose registration date is within the specified range

Basic Search

Basic search searches multiple fields simultaneously:

• Invoice Name
• Total Amount
• Register Date
• Initial Date
• Last Date
• Paid
• Visible

You can choose between three search types:

• Exact phrase: Searches for the exact phrase
• All words: All words must appear
• Any word: Any word can appear

Available Actions

Quick Links

At the top of the page you’ll find several useful links:

• Current: Opens the list of partial costs that haven’t been assigned to a specific invoice yet (InvoiceNameWh = “current”)
• Add Charge: Opens a popup window to add additional manual charges
• Man-Hour: Opens a popup window to register man hours for all accounts

Row Actions

Each invoice row has the following actions available:

• Edit: Pencil icon to edit invoice fields directly in the table
• View Details: Click on the ID to see the partial costs that make up the invoice
• Mark as Paid: Quick link to mark as paid (administrators only)
• Hide/Show invoice: Links to hide or show invoices (administrators only)

Invoice Editing

Inline Edit Mode

You can edit invoices directly in the table:

1. Click the edit icon (pencil) in the row you want to edit
2. Editable fields will become input controls
3. Modify values as needed
4. Click Update to save changes or Cancel to discard them

Editable Fields

• Invoice Name: Free text (maximum 255 characters)
• Total Amount: Decimal number
• Register Date: Date (format: yyyy/mm/dd) with calendar selector
• Initial Date: Date (format: yyyy/mm/dd)
• Last Date: Date (format: yyyy/mm/dd)
• Paid: Checkbox (Yes/No)
• Visible: Checkbox (Yes/No, administrators only)
• Paid Date: Date (format: yyyy/mm/dd, administrators only)

Editing Total Amounts

If you edit the Total Amount manually, make sure it matches the actual sum of partial costs. The system doesn’t automatically recalculate this value when you edit it.

Pagination

The table shows 20 records per page by default. You can change this using the Records Per Page dropdown at the bottom:

• 10 records per page
• 20 records per page (default)
• 50 records per page
• 100 records per page
• 200 records per page
• 500 records per page
• All Records (all records)

Use pagination controls (First, Previous, page numbers, Next, Last) to navigate between pages.

💡 Best Practices

Review Regularly

Review Generated Costs regularly to ensure all invoices are correctly generated and organized before creating final statements.

Verify Details

Always click on the ID to review partial cost details before marking an invoice as paid or generating a statement.

Use Descriptive Names

Keep invoice names clear and descriptive that indicate the billing period (e.g., “January 2024”, “Q1-2024”) to facilitate identification.

Keep Dates Consistent

Make sure Initial Date and Last Date correctly reflect the billing period covered by the invoice.

Organize with Visible

Use the Visible function to hide old or processed invoices, keeping the view focused on active and relevant invoices.

Review Current Costs

Regularly review the “Current” link to see costs that haven’t been assigned to an invoice yet and make sure they’re processed correctly.

Troubleshooting

I don’t see any invoices

• Verify that you have Warehouse Billing permissions
• Make sure generated invoices exist in the system
• Hidden invoices (Visible = ‘N’) may not appear depending on your user level
• Verify applied search filters

Total Amount doesn’t match details

• Click on the invoice ID to see partial costs
• Verify that all costs are correctly associated with the invoice
• If you edited the Total Amount manually, you may need to recalculate it based on partial costs

I can’t edit an invoice

• Verify that you have edit permissions (CanEdit)
• Some fields are only editable by administrators (level 3)
• Make sure the invoice isn’t locked or in generation process

I don’t see the Visible or Paid Date column

• These columns are only visible to users with administrator level (level 3)
• If you need access to these functions, contact the system administrator

Changes don’t save

• Make sure to click Update after editing
• Verify that entered values are valid (dates in correct format, valid numbers)
• Reload the page and verify that changes have been applied

I can’t access “Current” or “Add Charge”

• Verify that you have the necessary permissions for these functions
• Some functions may be restricted according to your user level
• Contact the administrator if you need access to these functions

Related

• Service Summary - Summary of invoiced warehouse services
• Statements - Complete warehouse statement management
• Dashboard - Overview of warehouse operations and expenses
• Daily Storage - Daily storage cost monitoring