Portal Invoices and Shipments

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Review Portal Invoices

Use Invoices to see what you owe the seller, download an invoice, or pay one. Where: Customer Portal > Invoices Customers open Invoices from the portal navigation, or from the Unpaid Invoices card or the View Invoices shortcut on the Dashboard. The page is titled My Invoices with “View and pay your invoices”.

1. Read the four cards: Total Invoices, Unpaid, Outstanding (the total balance due), and Overdue. Every card reads This page only. Total Invoices counts the invoices on every page of the list, while Unpaid, Outstanding, and Overdue count only the invoices on the page you are viewing, not the whole account.
2. Pick a tab: All, Unpaid, Paid, or Overdue.
   • Unpaid lists only invoices whose status is Unpaid. Invoices on payment terms (status Terms) and partly paid invoices (status Partial) do not appear under Unpaid. They show only under All.
   • Overdue lists invoices the seller’s records mark overdue.
3. Search by invoice number to find one invoice.
4. Read the row: Invoice number and due date, Date, Amount, Balance (red while money is owed, green when paid), and Status. A row past its due date shows “(Overdue)” after the due date and an Overdue status, whether or not the seller’s records have caught up.
5. Select the invoice number to open the invoice’s detail page.
   • The invoice detail page is the order detail page described in Portal Orders, headed Invoice with the invoice number and, beneath it, Order with the number of the order the invoice bills.
   • When a balance is due, its Pay button with the balance amount opens Payments with the Make a Payment dialog already filled in.
   • Its back link reads Back to Orders and goes to Orders, not to Invoices.
6. Select the download icon (Download PDF) to open the invoice PDF in a new browser tab. You see a short message that the PDF is opening.
7. Use Previous page and Next page when there is more than one page.

When there are no invoices, the page shows No invoices found with “Your invoices will appear here”, or “Try adjusting your search” when a search is active. A consolidated invoice appears once. Invoices the seller combined into it are not listed separately.

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Pay An Open Invoice

When a customer clicks Pay, the portal opens the Pay Invoice dialog with the invoice number, Invoice total, Amount paid, and Balance due, and the note “You will be redirected to the payments page to complete this transaction with your saved payment method or a new one.” Selecting Continue to Payment opens Payments with the invoice and its balance filled in, where the customer finishes the payment.

• PDF download: opens the customer-facing invoice PDF in a new browser tab.
• Pay button: appears when the invoice has a remaining balance. The seller’s system checks the balance again before it takes any payment, so a cancelled, voided, or fully refunded invoice is refused even if the button shows.
• Paid invoice: remains visible for history and shows no pay action.
• Overdue label: helps customers identify invoices past their due date.

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Shipment Pending On Statements

When part of an invoice is for goods that have not shipped yet, the account statement the seller sends marks that part Shipment pending, with the note “Shipment pending:” and the amount, “of this invoice is for goods not yet shipped and is not due until they ship.” The statement’s aging also shows a separate Shipment pending figure beside the day buckets. The Invoices page itself shows each invoice’s full balance, so the statement is the place to see how much of it is due now.

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Invoice Edge States

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Track Portal Shipments

Customers open Shipments from the portal navigation. The full guide is Portal Shipments. The page shows shipment counts, active shipments, carrier, tracking number, delivery status, shipped date, estimated delivery date, and carrier tracking link.

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Expand Shipment History

Customers can expand a shipment row to see the current status, carrier service, tracking number copy action, external carrier link, and tracking history events. The history loads when the row is expanded.

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Shipment Edge States

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Staff Checklist

1. Confirm the customer is logged into the correct account.
2. Confirm the invoice or shipment belongs to that account and entity.
3. Confirm the invoice is posted and customer-visible before expecting it in the portal.
4. Confirm the package has a tracking number and carrier status before promising live tracking detail.
5. Use the public payment link or public tracking link for one-off customer requests.

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Common Blocks

• Invoice missing: confirm the invoice belongs to the portal account and is customer-visible.
• Pay button missing: the invoice may be paid, voided, not payable, or portal payments may be disabled.
• PDF does not open: confirm the invoice PDF can be generated and the customer’s browser allows new tabs.
• Shipment missing: confirm the order was shipped and the package belongs to the customer’s account.
• Tracking history is empty: the carrier may not have scanned the package yet.
• Carrier page differs from Arcus: the carrier site can update before Arcus receives the next tracking event.

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