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How to reconcile your invoices (advanced)

If you believe your invoice is incorrect, try following the instructions on this page first. Matching trips to your invoice by hand is the easiest way to see what you have been invoiced for. However, if you have a large amount of usage you may find this process slow. For users with experience in Excel, the process can be automated.

First, you can use a pivot table to see how much you were charged on each rental:

  • Open the PDF copy of your invoice
  • Select all
  • Copy
  • Open Excel
  • Paste as plain text in column A
  • In cell B1, enter this formula: =left(A1,4)
  • In cell C1, enter this formula: =left(A1,10)
  • In cell D1, enter the value 11.15
  • Copy all three cells down to the bottom, so columns B and C fill in their formulas while the value of every cell in column D is 11.15
  • Select all columns and insert a pivot table
  • Add column B to the Report Filter. Deselect all options except XXQI
  • Add column C to the Row Labels
  • Add column D to the Values section
  • Select all data in the pivot table and copy
  • Open a new tab and paste as plain text
  • You now have a record of the total charges for each rental

Next, download a copy of your trip data from ChassisManager:

  • Go to Rentals > Search > Trips
  • Search criteria = Invoice Number
  • Enter the number of your invoice and click Search
  • Once the trips appear, click the Export icon (upward arrow)
  • This will download a copy of your trips for that invoice
  • Open the new document in Excel
  • Select your data and insert a pivot table
  • Add Rental Number to the Row Labels
  • Add Charges to the Values section
  • Select and copy the pivot table
  • Open a new tab and paste as plain text

If you believe there is a discrepancy, you can now compare the two

  • Paste both of your pivot tables into separate tabs in the same document
  • Name one tab "Invoice" and the other "Trips"
  • Input this value in cell C1 of your Invoice tab: =vlookup(A1,Trips!A:B,2,0)
  • Copy down
  • This will retrieve the ChassisManager charges for each invoiced rental
  • Input this value in cell D1: =C1-B1
  • Copy down
  • The value of every cell in column D should be 0
  • If you see any discrepancies, contact IAS Client Services and request a credit
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