Admin Guide – Billing, Tracking & Reporting

Purpose

This guide explains how Admins manage billing, tracking visibility, and reporting within the Thulo Logistics Module.
It focuses on financial control, transparency, and operational insight, not on day-to-day processing tasks.

This is a core reference for Admins responsible for revenue, compliance, and reporting.

Who This Is For

• Admins

• Finance & Accounts Managers

• Operations Managers

• Business Owners

Billing in the Logistics Module (How It Works)

What Generates Invoices

Invoices are generated for:

• Locker Packages

• Shipments

Important rules:

• Consolidations do not generate invoices

• Invoice values are calculated automatically using:

  • Tariff Rules

  • Taxes

  • Currency Rates

  • Payment Terms

Admins do not manually calculate charges during operations.

Payment Terms & Control

Payment behavior is governed by Payment Terms configured by Admins.

Admins should:

• Define clear payment terms before operations begin

• Monitor unpaid or overdue invoices

• Understand that delivery may be blocked until payment conditions are met

Payment status directly affects delivery progression.

Tracking Management & Visibility

Internal Tracking

Admins have full access to:

• Shipment and package status

• Status history

• Assigned drivers

• Delivery outcomes

Internal tracking is used for:

• Operational oversight

• Issue investigation

• Performance monitoring

Customer Tracking

Customers can track:

• Their own shipments

• Delivery progress

• Status updates

Admins control:

• What tracking data is visible

• When tracking becomes available

Public Shipment Tracking

Public tracking allows shipment status to be shared externally.

Key points:

• Enabled or disabled via admin settings

• Read-only access

• No login required

Admins should enable public tracking only if it aligns with company policy.

Reporting & Operational Insight

What Admins Can Monitor

Using lists, dashboards, and filters, Admins can monitor:

• Shipment volume

• Delivery status

• Pending or delayed shipments

• Unpaid invoices

• Staff operational activity

Reports provide insight into:

• Business performance

• Operational bottlenecks

• Revenue flow

Using Status & History for Reporting

The system’s status-driven design enables reliable reporting.

Admins can:

• Review status timelines

• Identify delays or stuck operations

• Audit completed deliveries

Status history acts as an operational audit trail.

Financial Accuracy & Best Practices

Admins should:

• Configure tariffs and taxes before starting operations

• Avoid changing pricing rules mid-operation

• Review invoices periodically for consistency

• Ensure currency rates are updated when needed

Billing accuracy depends on correct initial configuration.

Common Billing & Tracking Issues

Admins may encounter:

• Unpaid invoices blocking delivery

• Incorrect tariff configuration

• Missing tracking updates due to status mismanagement

• Overexposed tracking data via public pages

These issues are usually resolved by:

• Reviewing settings

• Checking permissions

• Auditing status flow

Compliance & Transparency

The Logistics Module supports compliance by providing:

• Invoice records

• Payment history

• Tracking logs

• Delivery confirmation

Admins should use these records for:

• Internal audits

• Customer disputes

• Regulatory compliance (where applicable)

What Admins Cannot Do

To set expectations clearly:

Admins cannot:

• Override system-calculated charges per record

• Retroactively change invoices already issued

• Apply branch-specific pricing within the same tenant

These constraints ensure consistency and auditability.

Where to Go Next

• For configuration details:
  Admin Configuration – Logistics Settings (Overview)

• For permissions and access control:
  Roles, Permissions & Branch-Style Operations

• For operational flow understanding:
  Staff Guide – Daily Logistics Workflow Overview