Reports & Documentation
Chapter 4 — Invoicing Reports

Rail invoicing

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LESSON INFO

Audience

  • Billing staff generating rail-specific invoices.
  • Rail operations managers reviewing inbound rail volumes.
  • Finance teams reconciling rail handling charges.

Prerequisites

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

Skills you’ll build

  • Run a rail-scoped invoicing report for a period.
  • Interpret rail-specific identifiers when present (Railcar Number, Pull Number).
  • Use the Handling Summary and Storage Summary sections for reconciliation.

LESSON OUTLINE

Concept

  • Rail Invoicing mirrors Customer Invoicing Detail but includes only items that arrived by rail.
  • Rail-specific fields may appear:
    • Railcar Number (from receiving activity)
    • Pull Number (from train line context)

Run Rail Invoicing

  1. Open Reports.
  2. Select Rail Invoicing.
  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 Facility and/or Product Type filters.
  4. Run the report to load the embedded report.

Review the rail invoice sections

  1. Review Opening / Receiving / Shipping / Closing.
  2. Review Transfers In / Transfers Out.
  3. Review Handling Summary for item activity aggregate totals.
  4. Review Storage Summary for storage aggregate totals.

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.

Verification

  • Storage Summary row count aligns with shipped items for the period.

Individual rail-specific snapshot totals satisfy the following formula:

Opening + Receiving + Transfers In − Transfers Out − Shipping = Closing

COMMON QUESTIONS

    • Likely cause

      • Selected date parameters are filtering the item out of the report.

      • The item was not received by Rail.

    • Checks

      • Double-check the selected Start and End Date parameters.

      • Confirm the item’s receiving transport mode.

    • Fix

      • Correct the Start and End Date parameters, then re-run the report.

      • Use Truck Invoicing for truck-received items.