Using the Invoice Log

The Billing module includes an Invoice Log feature that records certain events pertaining to the delivery of invoices/credit notes to debtors. An entry is written to the Invoice Log whenever a user performs any of the following actions:

prints an invoice/credit note
previews an invoice/credit note
emails an invoice/credit note
sets the Delivered flag for an invoice/credit note manually.

For documents delivered via eInvoicing (AU and NZ only), an entry is also written to the Invoice Log each time the eInvoicing status of the document changes from Submitted to Completed or Error. For more information, see eInvoicing Status below.

The Invoice Log can be used as a means to help identify and fix problems with delivery of invoices/credit notes. For example, if a debtor claims to have not received an invoice that was due to be paid, you can refer to the Invoice Log to check the following:

if the invoice was printed, emailed or sent to the debtor by some other method
which staff member was responsible for delivering the invoice
date and time the invoice was flagged as Delivered by the system.

If the Invoice Log shows that a staff member emailed the invoice to the debtor, and thereby flagged the invoice as Delivered, it may be the case that a network problem may have prevented the email from being physically received by the debtor, or the email address of the debtor may be incorrect. Steps can then be taken to fix the problem and the invoice can be resent to the debtor.

Invoice Log Screen

Invoice Log entries can be viewed in the Invoice Log screen. If you have security permission to distribute invoices to debtors, you can access the Invoice Log screen by navigating to Billing > Invoice Log.

The Invoice Log screen consists of the following sections:

a search section that allows you to specify search criteria identifying the invoice(s) for which you want to be Invoice Log entries
a results list that lists log entries matching the search criteria you specify in the search section of the screen.

Country
Billing country that issued the invoices/credit notes. This defaults to the country to which you are assigned. You can select another billing country from the list of options if necessary.

Billing Company
Billing company that issued the invoices/credit notes.

To view log entries for invoices/credit notes issued by a specific billing company only, select the relevant billing company in this field.
The list of billing companies available for selection in this field is filtered according to the country selected in the Country field. For example, only those billing companies that belong to the country of Sweden will be listed in this field if Sweden is selected in the Country field.

Invoice/Credit Note No. From
Lowest invoice/credit note number in a range of invoices/credit notes.

Invoice/Credit Note No. To
Highest invoice/credit note number in a range of invoices/credit notes. If an invoice/credit note number is specified in the Invoice/Credit Note No. From field, the invoice/credit note number you specify in this field must be a higher invoice/credit note number.

Invoice Batch No. From
Lowest invoice batch number in a range of invoice batches within which the invoices/credit notes were created. Note that this field applies to timesheet-based invoices/credit notes created via the invoice batch process only.

Invoice Batch No. To
Highest invoice batch number in a range of invoice batches within which the invoices/credit notes were created. If an invoice batch number is specified in the Invoice Batch No. From field, the invoice batch number you specify in this field must be a higher batch number.

Note that this field applies to timesheet-based invoices/credit notes created via the invoice batch process only.

Debtor Code
Unique, system-generated code identifying the debtor to whom the invoices/credit notes were issued.

Debtor Name
Name of the debtor to whom the invoices/credit notes were issued.
You can used leading and trailing wildcards (%) for partial matching of the debtor name. For example, %Logistics will match debtor names such as Nationwide Logistics while Logistics% will match debtor names such as Logistics International.

Invoice/Credit Note Type
Type of document for which log entries are to be listed. This can be one of the following:

Any – will list log entries regardless of whether they pertain to an invoice or credit note. This option is selected by default.

Invoice – will list log entries for invoices but not credit notes.

Credit Note – will list log entries for credit notes but not invoices.

Username
Username of the agency or client contact user who invoked the action that affected a credit note/invoice and resulted in the log entry being recorded in the Invoice Log.
You can use leading and trailing wildcards for partial matching of the username. For example, %Smith will match usernames such as MSmith while S% will match usernames such as SSmith.

Delivery Status
Delivery status of the invoices/credit notes. This field lists the following options:

Any - log entries will be listed for invoices/credit notes irrespective of whether they have been flagged as delivered. This option is selected by default.

Yes - log entries will be listed only for those invoices/credit notes that have been flagged as delivered.

No - log entries will be listed only for those invoices/credit notes that are yet to be flagged as delivered.

Delivery Method
Method used to deliver the invoice to the debtor. This refers to the actual delivery method used, not the debtor's preferred delivery method. The following options are available:

Any – log entries will be listed for invoices/credit notes regardless of the method used to deliver the invoice/credit note. This is the default option.

Print – log entries will be listed only for those invoices/credit notes that were delivered in print.
Email – log entries will be listed only for those invoices/credit notes that were delivered by email.

No Send – log entries will be listed only for those invoices/credit notes that were delivered via a medium other than print, email or EDI.

EDI – log entries will be listed only for those invoices/credit notes that were delivered via electronic data interchange.

This field is available only if the Delivery Status field is set to Yes.

Delivered Date From

Earliest date on which the invoice/credit notes were delivered. This field is available only if the Delivery Status field is set to Yes.

Delivered Time From

Earliest time of day at which the invoices/credit notes were delivered. This field is available only if the Delivery Status field is set to Yes.

Delivered Date To

Latest date on which the invoice/credit notes were delivered. This field is available only if the Delivery Status field is set to Yes.

Delivered Time To

Latest time of day at which the invoices/credit notes were delivered. This field is available only if the Delivery Status field is set to Yes.

eInvoicing Status

For documents that are delivered via eInvoicing, when a user actions the delivery of an eInvoice from the Manage Delivery screen, the Delivered flag for each selected document is set to Yes to indicate that delivery has been actioned. A separate eInvoicing status is tracked to determine if the document was successfully transmitted to the PEPPOL network so that the Debtor can receive it.

The table below lists and describes the eInvoicing statuses that can apply.

Status	Description

Status

Description

Submitted

Indicates that a user has actioned the delivery of the invoice and FastTrack360 has sent the invoice but a success or failure response has not been received yet.

Completed

Indicates that the invoice was successfully dispatched to the PEPPOL network, and can therefore be received by the Debtor, and no further action is required to deliver the invoice.

Error

Indicates that a user has actioned the delivery of the invoice but one of the following issues occurred:

the billing company linked to the invoice is not registered for eInvoicing
a system error prevented FastTrack360 from sending the invoice
FastTrack360 sent the invoice but a downstream issue prevented the invoice from being delivered.

To determine the reason why a delivery error occurred, refer to the Delivery Error Reason column on the Invoice Log screen. For more information, see Common eInvoicing Errors below.

Common eInvoicing Errors

The table below lists and describes the errors that can be shown in the Delivery Error Reason column of the Invoice Log screen and the course of action that should be taken if the error is experienced.

Delivery Error Reason	Cause	Action to take…

Delivery Error Reason

Cause

Action to take…

Billing Company not registered for eInvoicing

The eInvoicing registration process has not been completed successfully for the Billing Company, which issued the invoice, in FastTrack360.

Register the Billing Company for eInvoicing before attempting to deliver the eInvoice again.

Participant: <PEPPOL address> is not found or can’t receive specified document type.

The gateway provider could not send the eInvoice to the debtor because the debtor could not be found on the PEPPOL network.

Check that the debtor’s corporate identity number (ABN or NZBN) and Taxation Number is correct on the corresponding Debtor record in FastTrack360. If it is incorrect, you will need to do the following:

Update the Debtor record with the correct information.
Use the Credit/Rebill process to credit out the original invoice and generate a new invoice with the correct debtor details.
Deliver the new invoice.

Otherwise, if the debtor’s details are correct, check with the debtor that they have been registered as a receiving entity on the PEPPOL network and that they are registered to receive the type of document that you attempted to deliver (i.e. invoice or credit note). Once the debtor has confirmed that they are registered, deliver the invoice again.

Invalid Invoice

There is a problem with the invoice data that FastTrack360 has attempted to send.

Contact FastTrack Client Services for support.