OCTO Ops Help User guides and product documentation

Invoices

Look up a 3PL customer's invoices and statements, and raise credit notes against them.

On this page 10

An invoice bills a 3PL customer for the module's activity. This page also covers Credit notes, its own entry in the 3PL menu, and an invoice's statement.

Before you start

Any member of an organization with the 3PL module enabled can open and view this page. Creating and confirming a credit note is the exception: it needs the Create permission for Credit Notes in Finance to preview one, and both the Create and the auto-apply permissions for Credit Notes in Finance together to confirm and save it.

Important

You cannot create an invoice from 3PL. Invoices can only be looked up, viewed, and printed-from (see Current limitations) — there is no create, preview, or CSV export screen for them.

The Invoices list

Open 3PL > Invoices.

Column Notes
ID The invoice's reference number.
Customer The invoiced customer.
Date The invoice's date.
Total The invoice's total.
Status The invoice's status.
(View) Opens the invoice's profile.

The list sorts by ID, descending, by default. There's no search box, no filters, no export, and no create icon on this list.

The invoice profile

Opening an invoice from the list shows its profile.

  • Invoice details — Customer, Date, and Status — all read-only.
  • Line items — Product, Memo, Qty, Unit price, and Line total, with a footer Subtotal and Total row.

The toolbar's Actions menu offers two working entries:

  • Statement — opens the invoice's statement (below).
  • Credit note — opens the New credit note form with this invoice's customer and invoice already selected.

The Print icon also appears but leads to an error page — see Current limitations.

Invoice statement

Reached only from an invoice's Actions menu, by selecting Statement.

The statement lists Product, Memo, Qty, Unit price, and Line total for every line belonging to the invoice's related transactions, excluding the underlying accounts-receivable posting line. The Print icon appears here too, and also leads to an error page.

The Credit notes list

Open 3PL > Credit notes.

Column Notes
ID The credit note's reference number.
Customer The credited customer.
Date The credit note's date.
Total The credit note's total.
Status The credit note's status.
(View) Opens the credit note's profile.

The list sorts by ID, descending, by default. There's no search box, no filters, and no export on this list.

The toolbar shows a create icon.

Create a credit note

  1. From the Credit notes list, select the create icon — or, from an invoice's Actions menu, select Credit note, which opens this form with the invoice's customer and invoice already selected.
  2. Fill in the fields below.
  3. Save. This takes you to a preview rather than creating the credit note immediately.
Field Required What to enter
Credit note reference/number No Leave the Auto checkbox checked (the default) for OCTO Ops to assign it, or uncheck it to enter your own.
Name/memo Yes A name or memo for the credit note.
Customer Yes The customer to credit.
Date No The credit note's date.
Billing period start date / Billing period end date No The period the credit note covers.
Model Yes "Discount on each item after a qty limit on a daily basis", or the same model including the customer's child accounts.
Price discount limit No The quantity limit the discount starts after.
Discount rate No The discount rate to apply.
Description and notes No Free text.

If Name/memo or Customer is left empty, you're stopped before submitting with "Required fields are missing".

Credit note preview

After saving, OCTO Ops recalculates the credit note live from what you entered — every time you open the preview, including when you confirm it, not from a stored result.

The preview shows:

  • Customer information — the customer's name.
  • A line-item table — Date, Stock, Qualify, Rate, and Credit for each qualifying charge.
  • A totals block — Sub total, one row per tax, and Total.
  • Allocation to invoice(s) — invoice #, Date, Value, and Allocation, showing how the credit is spread across the customer's open invoices (or, with the "including all children" model, the customer's and its child accounts' open invoices).

Select Confirm and save to create the credit note. This creates one credit note per invoice the credit is allocated to. If more than one invoice is credited, you're taken to the last one created — the others aren't linked from there; find them from the Credit notes list.

If nothing qualifies for the period you entered, nothing is saved and you see the warning "Nothing to save — The calculated credit note has no qualifying charges for this period."

The credit note profile

Opening a credit note from the list shows its profile.

  • Credit note details — Customer, Date, and Status — all read-only.
  • Line items — Product, Memo, Qty, Unit price, and Line total, with a footer Total row.

The Print icon appears in the toolbar but leads to an error page. There's no edit icon.

Errors you may see

Message Why What to do
"Required fields are missing" Name/memo or Customer was left blank on the new credit note form. Fill in both fields and save again.
"Nothing to save — The calculated credit note has no qualifying charges for this period." The credit note's model and dates found no charges to credit. Check the customer, model, and billing period, then try again.

Current limitations

  • You cannot create an invoice from 3PL. Invoices can only be looked up and viewed.
  • There are no debit notes. No screen, button, or way to create one exists anywhere in this module.
  • There is no CSV export of an invoice from this module.
  • Print doesn't work. The Print icon on an invoice, an invoice statement, and a credit note all lead to an error page.
  • Credit notes only support the quantity-limit discount model. There's no manual, line-item credit note for 3PL.
  • There's no edit screen for a credit note once it's created.
Last updated 23rd September 2026