Overview
An invoice number is a unique number that FleetWatcher gives to a Virtual Shift Ticket (VST). FleetWatcher uses this number to track billing and to prevent double payments. You can see invoice numbers in the Invoice Number column and on the Invoice History page.
FleetWatcher creates the invoice number when you click Download PDF or Email PDF for an approved ticket.
Export Batch does not create an invoice number. If you approved and exported a ticket before you downloaded or emailed the PDF, the ticket does not have an invoice number.
To add the invoice number, you open the ticket again, approve it, download the PDF, and export it again.
How to Add an Invoice Number to an Exported VST
Go to MMS > Virtual Shift Tickets > Virtual Shift Ticket Summary.
Enter a Start Date and End Date that include the ticket, and then click Generate Report.
Find the ticket. In the first column, click the ticket number. The ticket opens again on the Edit, Approve, and Export page. All the changes that you saved before the export stay on the ticket.
In the Open Virtual Shift Ticket Summary table, select the checkbox for the ticket, and then click Approve Batch.
In the Approved Virtual Shift Ticket Summary table, select the checkbox for the ticket.
Click Download PDF. FleetWatcher creates the invoice number and shows it in the Invoice Number column.
Select the checkbox for the ticket again, and then click Export Batch.
Notes
Customer-Facing Version
If you need another copy of a PDF, download it from the Invoice History page. If you click Download PDF again on this page, FleetWatcher creates a new version of the invoice.
You cannot download or email the PDF after you click Export Batch. To prevent this problem, always download or email the PDF before you export.
You must do these steps for one ticket at a time. You cannot add invoice numbers to many exported tickets at the same time.
If you only need the invoice number, use Download PDF. Email PDF also creates the invoice number, but it sends the PDF by email. You do not need to send an email for this task.
You must have the Manage VST permission to click a ticket number on the Virtual Shift Ticket Summary page.
If a ticket already has an invoice number and you make the PDF again, FleetWatcher makes a new version of the invoice (for example, .2). The older version shows as Voided on the Invoice History page. Always use the newest version that is not voided.
📞 📬 Need Help?
Contact: support@fleetwatcher.com