Reports & Documentation
Chapter 4 — Invoicing Reports

Customer invoicing detail

Complete & Continue Next Lesson Learn More

LESSON INFO

Audience

  • Billing staff generating customer invoices at period end.
  • Customer service representatives resolving invoice disputes.
  • Finance teams auditing storage and handling charges.

Prerequisites

  • You can access the Themis-Trace web app.
  • Your role can access Reports and view the target customer(s).
  • Receiving, shipping, and transfer activity for the period has been entered and finalized.

Skills you’ll build

  • Run the primary billing report for a storage period.
  • Read the report’s section structure (Opening, Receiving, Transfers, Shipping, Closing).
  • Interpret Days in Inventory correctly.
  • Use the Activity Summary to reconcile movement totals.

LESSON OUTLINE

Concept

  • Customer Invoicing Detail is the primary billing detail for a storage period.
  • It contains the following item-level sections:
    • Opening Inventory
    • Receiving Activity
    • Ownership Transfers
    • Shipping Activity
    • Closing Inventory
  • It also contains an Activity Summary, wherein the snapshot & activity totals for each section are aggregated for ease of analysis.

Run a Customer Invoicing Detail report

  1. Open Reports.
  2. Select Customer Invoicing Detail.
  3. In the parameter form:
    • Set Start date and End date.
    • Select the Customer(s).
    • Select the Time Zone in which timestamps are displayed.
      • This parameter is set to Central Standard Time (CT) by default.
    • Set the Invoice Frequency (daily, weekly, biweekly or monthly).
    • Optional: set Facility and/or table visibility filters.
      • Users have the option to toggle the visibility of individual report sections (e.g. Receiving Info, Opening Info, Shipping Info) to customize the report output to their immediate needs.
  4. Run the report to load the embedded report.

Review the invoice sections

  1. Review Opening.
    • Use it to confirm period continuity with the prior period’s closing.
  2. Review Receiving and Shipping.
    • Use receiving and shipping BOLs as the primary traceability anchors.
  3. Review Closing.
    • Treat this as the on-hand population at period end.
  4. Review Transfers (if applicable).
    • Confirm origin/destination facilities and transfer dates make sense for your operation.

Export the output

  1. In the embedded report toolbar, select File.
  2. Select Export.
  3. Select Excel (or another format as needed).
  4. Save the exported file.

Safe edits

  • If the Activity Summary does not balance, do not finalize the invoice.
  • If an item in Shipping has no receiving reference, treat it as a data quality issue to resolve before billing.

Verification

  • Opening + Receiving − Shipping = Closing (using the report’s Activity Summary totals).
  • Opening (this period) matches Closing (prior period) for the same scope.
  • Days in Inventory values are non-zero and reasonable for the section context.
    • Days In Inventory refers to the total number of calendar days for which a given item is on-site. For example, if I receive an item at 11:00 PM on Monday and run my report at 11:AM on Tuesday, my item will show 2 Days In Inventory (Monday + Tuesday).

COMMON QUESTIONS

    • Likely cause

      • Item arrived during the period and did not ship before period end.

    • Checks

      • Confirm the item has no finalized ship date within the period.

    • Fix

      • None. This is expected.

    • Likely cause

      • Shipment was created but not completed (no confirmed ship date).

    • Checks

      • Confirm ship date is present and shipment is complete.

    • Fix

      • Complete the shipment, then rerun.

    • Likely cause

      • Activity was finalized after the prior report was run, or a boundary timing issue.

    • Checks

      • Identify the specific items that differ between periods.

    • Fix

      • Correct underlying record timing/finalization, then rerun.

      • Escalate with Item ID and relevant ship/receive timestamps if issue persists.