Resolving Unauthorized Invoices in TraxPost

KB Article #8285

Unauthorized invoices in TraxPost can result in a delay in payment to your dealership! Be sure to review these items on a regular basis.

Important: While it is good practice to resolve all invoices, focus on items from the Caliber Collision Shop Group as these must be verified through Trax.

Within TraxPost, click the Unauthorized tab. Unauthorized invoices will fall into one of two statuses:

1. RO# is incorrect: The RO displayed does not match any orders placed through Trax. 
2. No order placed: The RO number for the invoice shown does not match any orders within Trax and payment will need collected from the shop directly. These can then be marked as resolved in TraxPost once payment has been collected.

By default, all unauthorized invoices for the current month display. Use the Date Range filter to adjust as needed.

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While every unauthorized invoice is unique, we've provided guidance to the most common reasons below. Click an item for suggestions on how to resolve:

• Cash invoices are internal or one-off purchases at the shop that were still billed to the shop group but are not eligible for reimbursement. These should be removed to prevent issues with outstanding credits.

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  Watch a video walkthrough:

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  To resolve:

  1. Locate an unauthorized cash line item.
     
  2. Click the Actions icon and then select Mark as Resolved.
     
  3. Select Cash Invoice from the drop-down menu.
     
  4. Add a note to the item explaining the reason for resolving. Notes can be viewed after the invoice is updated by clicking the invoice number.
  5. Click Resolve.
     

• Credit memos typically have a "CM" added to the start of the invoice, allowing you to quickly locate the correct RO.
  

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  Watch a video walkthrough:

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  To resolve:

  1. Copy the original invoice number (exclude the CM).
     
  2. Paste the invoice into the TraxPost search field and then click the All tab.
     
  3. If a match exists, it will display in the results.
     
  4. Copy the correct RO and then click Edit on the unauthorized invoice line. 
     
  5. Paste the correct RO into the provided field and then click Save.
     
  6. The Status of the unauthorized invoice will change to Invoice in Processing.
     

• Missing or incorrect ROs can be researched and corrected in a few ways. 

  1. Determine the best option for locating the invoice:
     1. If a partial RO exists, copy the last four digits.
        
     2. If the RO is blank, copy the invoice number. 
        
     3. If the RO is blank and you are unable to locate the invoice number. Open the invoice (by clicking the invoice number) and copy a part from the invoice detail.
        
  2. Click the Trax tab.
  3. Click Search from the left-hand navigation.
     
  4. Paste the information into the provided field and click Search. Important: If searching by part number, remove any spaces or special characters.
     
  5. Review the results to see if any orders match the shop listed in TraxPost. If so, copy the RO from the Trax search results.
     
  6. Return to TraxPost and click Edit on the unauthorized invoice line.
     
  7. Paste the correct RO into the provided field and then click Save.
     
  8. The Status of the unauthorized invoice will change to Invoice in Processing.

• Wash outs are purchases and their matching credits that were incorrectly entered. These can be easily located when sorting by Account #.
  

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  Watch a video walkthrough:

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  To resolve:

  1. Locate the purchase and its matching credit.
     
  2. Click the Actions icon for the first item and then select Mark as Resolved.
     
  3. Select Washed Out from the drop-down menu.
     
  4. Add a note to the item explaining the reason for resolving. Notes can be viewed after the invoice is updated by clicking the invoice number.
  5. Click Resolve.
     
  6. Repeat these steps for the second item to remove it from the list of unauthorized invoices.

Once an action is taken, the invoice will be removed from the Unauthorized tab. To view any items that you've adjusted, check the Show Resolved box and then click Filter. 

Updated invoices will be processed overnight and then moved to a Status of Authorized.

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Need more help? Email [e-mail] for assistance.