For TrueAuto suppliers who create customer invoices from shipments and review supplier invoices.

Scope: This guide contains two user workflows only. If a required menu, button, or permission is unavailable, contact TrueAuto Support.

• Open the Customer Finance menu from the main menu on the left side of the Home page, then click Invoices. Incoming Documents is also on the main menu.

• If a required menu, button, or permission is unavailable, contact TrueAuto Support.

The main menu, with Customer Finance expanded to show Invoices.

The Incoming Documents screen lists documents received from your trading partners. Use the Filter panel and the search box under each column heading to find a document quickly.

1. On the main menu, click on Incoming Documents.

2. In the Filter panel, set the criteria you need: Trading Partner, Transaction Set, Document Type, Document Reference Date (From) and (To), Document Ref Number, and Received Date (From) and (To).

3. Click on the calendar icon to pick a date, or select a value from a dropdown list. Dropdown lists show All until you choose a value. For Transaction Set, click the search icon to select from the available options.

4. Click Filter. The list shows only the documents that match your criteria.

5. To clear your criteria and return to the full list, click Reset Filter.

The Incoming Documents screen, showing the Filter panel and the column search boxes.

Click an arrow next to a column heading to sort the list in ascending or descending order. In the example above, the list is sorted by Received Date.

Under the column headings is a row of search boxes. Use them to search dynamically within the results. Use the Filter panel first to narrow the list by date range or trading partner, then use a column search to find a specific Document Ref Number.

1. Click the search box under the column heading you want to search, for example Document Ref Number, Trading Partner, or Incoming ID.

2. Type the text or number you want to find. The list narrows to the rows that match your search string.

3. The View and Status columns have dropdown lists instead of text boxes. Select a value, or leave them set to All.

4. To clear the column search, delete the text in its search box.

Use the Create Invoice button to create a customer invoice from a selected shipment. TrueAuto checks the shipment before opening the Customer Invoice screen.

1. Open Shipments: From the TrueAuto menu, select Customer Shipments > Shipments.

2. Select a shipment: Choose the shipment you want to invoice.

3. Create the invoice: Select Create Invoice.

Select the shipment, then select Create Invoice.

Required access If the Create Invoice button is unavailable, contact TrueAuto Support.

4. Review and Save: The Customer Invoice screen will appear, allowing you to modify the invoice details. Then, select Save.

Customer Invoice screen and duplicate Invoice Number prompt.

Important When creating a new invoice, if a duplicate Invoice Number is detected, a pop-up will prompt you to change it to avoid duplicates (e.g., by adding a suffix).

Use the Customer Finance > Invoices menu to create a new customer invoice, assign a shipment to it, and send the EDI document to your trading partner. The full process takes about two minutes once shipments are in the system.

Required access If Customer Finance > Invoices is unavailable, contact TrueAuto Support.

Before creating an invoice, confirm that the shipments you need to invoice exist and have been sent.

1. Open Shipments: From the TrueAuto menu, select Customer Shipments > Shipments.

2. Confirm status: Confirm the shipment you want to invoice shows a status of JSON Sent (shipment data was successfully transmitted).

3. Note the Ship ID: Note the Ship ID / ASN Number — you will need it when assigning the shipment to the invoice.

Customer Shipments list showing shipments with JSON Sent status.

1. Expand Customer Finance: From the TrueAuto menu, expand Customer Finance.

2. Open Invoices: Select Invoices to open the Customer Invoices list.

Left navigation expanded showing Customer Finance > Invoices.

1. Click New: Select the New button (bottom-right of the screen).

2. Select Trading Partner: A blank Customer Invoice form opens on the General tab. Select your Trading Partner from the dropdown (e.g. Slate Auto).

Blank new invoice form.

Trading Partner selected as Slate Auto.

1. Select Currency Code: Select the Currency Code dropdown and choose the appropriate currency (e.g. USD – US Dollar).

Currency Code selection.

1. Click Save: Select Save (bottom-right toolbar). TrueAuto saves the invoice and displays the full tab bar: General, Transportation Terms, Allowance Charge, Details, Other Info, and Additional Information.

2. Note the Invoice Nbr: Note the auto-generated Invoice Nbr (e.g. 000004) and Invoice Date.

Saved invoice showing all available tabs.

1. Select assignment method: In the Automatic Assign by dropdown, select Shipment Id/ASN Number.

2. Browse shipments: Select Browse to open the shipment picker dialog.

3. Select the shipment: Check the box next to the shipment you want to associate with this invoice, then click Select.

Browse Shipments dialog.

Shipment selected — select Select to assign.

The assigned shipment’s orders and line items populate on the invoice automatically.

1. Open Details tab: Select the Details tab.

2. Verify line items: Verify the line items pulled in from the assigned shipment — each row shows the item description, quantity, unit price, and extended amount.

3. Adjust if needed: Make any adjustments if needed (e.g. quantities, pricing).

Details tab with line items populated.

Before sending, review the other tabs as needed: Transportation Terms (shipping method, carrier, freight terms), Allowance Charge (discounts or additional charges), Other Info (additional reference numbers or notes), and Additional Information (free-form notes or attachments).

Transportation Terms tab.

Fill in any required fields on these tabs based on your trading partner’s requirements.

1. Save: Select Save again to commit all changes across the tabs.

2. Return to list: Navigate back to the Customer Invoices list. Your new invoice appears with status Orders Assigned.

3. Send Document: Check the box next to the invoice and select Send Document.

Invoice list with Send Document highlighted.

After sending, the invoice status changes from Orders Assigned to Document Created. This confirms the EDI document was successfully generated and sent.

Invoice status changed to Document Created.

Contact TrueAuto Support. Administrative setup and permission configuration are not included in this user guide.

Open the existing invoice from the warning. Replace it only when appropriate. Contact TrueAuto Support if you are unsure whether it should be deleted.

Select No to cancel if invoicing an unsent shipment does not match your process. Contact TrueAuto Support if guidance is needed.