What is Invoice wrapping and how to set it up
What is Invoice Wrapping?
Invoice wrapping will apply for users who are using MachShip to invoice out freight charges to clients.
When a consignment is generated in MachShip there will be quoted cost and sell prices generated by the system. This quoted cost, when reconciled, can potentially have discrepancies that result in a higher price. In order to enable users to inform their clients about the reasons for these extra charges, MachShip will create a second invoice line with the discrepancy reason outlined.
An example of this can be seen below.
In the above example, there are 2 line items highlighted, the second of which shows a $380 excess fee due to check weight.
Invoice wrapping will allow a user to be able to wrap these lines up into one line and one charge. It is set by company and carrier and can also be set based on the below 3 settings:
1. No Wrapping.
This setting is as the above example, where the extra charge is split onto a second separate line.
2. Wrap Automatically Created Lines.
When a user sets up a tolerance or threshold to be applied when reconciling, the MachShip system will automatically create the reconciliation lines. The system will still split out multiple lines for manually created reconciliation lines, for example, lines created due to discrepancies outside the tolerances.
3. Wrap All Lines.
This will wrap all extra lines which are created regardless if they were automatic or manual.
How to set up Invoice Wrapping
To set up invoice wrapping for a company you need to do the following:
1. Navigate to the edit company page.
Select Admin and View Companies.
Search for the company you wish to set up the Invoice Wrapping, select the cog on the right and the Edit Company option.
2. Scroll to Company Information Table.
About three quarter's down the page you will see the Company Information Table. This table contains information relating to Contacts, Company Carrier Accounts, Invoice Wrapping, Custom Fields, Printer Configurations, Workflows, Ratecards, Sell Markups and Usable Company Carrier Accounts.
3. Click on the Option Invoice Wrapping
MachShip will then give you the option to set the company or organisation-wide Invoice Wrapping
Select Save Company
Select Create Invoice Wrapping
1. Set the Carrier.
Type in the carrier and select the relevant carrier from the list.
2. Set the Invoice Wrapping Type.
Select from the 3 Invoice Wrapping types available. Note that the default is No Wrapping.
3. Select Create Invoice Wrapping.
Once complete the invoice wrapping type will appear in the Invoice Wrapping table and will be active.
Invoice Wrapping Limitations
Invoice wrapping adjusts how line items display within the fixed space on the invoice but does not support embedding additional details like job notes or surcharge descriptions in a structured way within the wrapped line.
Key Limitations:
1. No Structured Detail Embedding. Invoice wrapping cannot create separate columns for surcharge details or job notes.
2. Fixed Column Display. The invoice column structure (including Connote, Description, Amount columns) cannot be modified. System prefixes in columns cannot be removed or customized.
3. Fixed Formatting Standards. The following formatting elements are fixed and cannot be customized through standard settings:
- Currency formatting (no custom separators or decimal places)
- Date format display (system uses ISO format YYYY-MM-DD)
- Charge line structure and layout
4. Custom Formatting Requirements. If you need to display surcharge details in a separate column, modify column headers, customize date/currency formatting, or embed job notes within invoice lines, this would require custom invoice template development beyond standard wrapping functionality.
5. Support and Feature Requests. For custom invoice formatting requirements, contact MachShip support or submit a feature request via the Feedback option in your account settin