Skip to content
English
Contact us
  • There are no suggestions because the search field is empty.

How to Check AR/AP Status Using the B/L List

Introduction

There are three methods to verify whether invoices are correctly entered for your shipments and to check outstanding payments:

  1. Checking AR/AP Status: BL List
  2. Checking AR/AP Status: Invoice / Cost List
  3. Checking AR/AP Status: Volume & Profit Report

This guide will focus on the second method—Checking AR/AP Status: BL List

Step 1: Access the B/L List

For example, to check invoice status, follow these steps:

  1. Navigate to Ocean Import.
  2. Click on House B/L List (House Bill of Lading List). 

Note: The B/L List provides an overview of invoices, making it easier to identify any potential issues with payment records.

Step 2: Configure the View to Display Invoice Balances

  1. Click on Config in the upper right corner.
  2. Scroll down to locate the following fields:
    • AR Balance (Accounts Receivable)
    • AP Balance (Accounts Payable)
    • DC Balance (Debit/Credit Balance)
  3. Drag these fields upward to position them above for better visibility, if necessary.
  4. Click Apply to save your changes.
  5. Refresh the page to ensure the changes take effect.

Tip: Adjusting the column order facilitates a quicker review of outstanding payments.

Step 3: Understand the AR/AP/DC Balance Column

Once configured, the Balance column will display different statuses:

1. A Numeric Value (e.g., $500.00)

  • This indicates that invoices have been entered, but payments are pending.
  • Hover over the value to see more details regarding the Total Amount of the invoices the last Paid Date and the Email Sent Status.

Tip: "Email Sent Status" indicates the status of the invoice email delivery. If you see "1 of 2 sent," it means there are two invoices, and one has already been sent to your Trade Partner.

2. An Empty Field (No Value)

  • This indicates that no invoices have been recorded for the shipment.
  • Follow up with the responsible team member to ensure invoices are properly entered.

3. A "0" Value

  • This indicates that invoices exist, and payment has been fully made or received.
  • Hovering over "0" reveals the last paid date, confirming the successful payment.

Step 4: Next Steps

  • If invoices are missing, contact the responsible team member for input.
  • If there are outstanding balances, coordinate with the finance team to follow up on payments.
  • Regularly review the B/L List (Bill of Lading List) to ensure all invoices are accounted for and payments are accurately tracked.

Conclusion

By following these steps, you can efficiently check AR/AP statuses, identify pending or completed payments, and ensure accurate invoice management.

For a visual guide on using this feature, please refer to the video below: