Overview
When Invoice Update Mode is set to Supplemental, Alvys issues additional invoices that contain only the delta — the amount added or removed since the last invoice on the load. The original invoice stays unchanged. Supplemental invoices use letter suffixes on the load number (for example,1001234-A, 1001234-B). Each supplemental is its own invoice record in Alvys and can be submitted, tracked, and paid independently.
Supplemental mode applies to Individual invoice type only. Summary Invoicing supports Amendment mode only and does not support supplementals.
Before You Start
You need the Billing permission to generate and submit invoices. Set Invoice Update Mode to Supplemental before you generate the first invoice on a load. You can configure this at the subsidiary level or override it on the customer profile. See Which settings apply? below.Which settings apply?
Alvys resolves invoicing settings for each load in this order:- Customer profile invoicing settings for the load’s Invoice As subsidiary
- Subsidiary / Management defaults when the customer has no override
Key Concepts
Invoice Update Mode controls what happens when charges change after an invoice exists:
Open invoice: An invoice that has been generated but not yet fully submitted or settled through your configured delivery methods.
Closed invoice: An invoice that has been submitted and is no longer open for in-place revision.
Supplemental delta: Only the net change in line items since the last committed invoice amounts. Alvys does not re-bill charges already on a prior invoice.
Steps
1
Set Invoice Update Mode to Supplemental
Open Management > Company Profile > Invoicing Settings for the subsidiary, or open the customer profile and set Invoice Update Mode to Supplemental for the correct Invoice As subsidiary.
2
Generate the original invoice
Release the load, then generate and submit the original invoice as usual. See Invoice your customer or Batch Invoicing.
3
Change charges on the load
Update line haul, accessorials, fuel surcharge, or other billable amounts that differ from what was invoiced.
4
Regenerate the invoice
From the load, choose Regenerate Invoice. Alvys evaluates the current charges against what was already invoiced.
- If the open invoice has not been submitted, Alvys revises it in place.
- If the prior invoice was submitted or synced to accounting, Alvys creates the next supplemental (
-A, then-B, and so on).
5
Review and submit the supplemental
Preview the supplemental PDF, confirm the delta amounts, then submit using the customer’s configured delivery methods.
When Alvys revises vs creates a new supplemental
You cannot create a new supplemental while another unsubmitted invoice is still open on the load. Submit or clear the open invoice first.
Accounting sync
When your Alvys account is connected to external accounting software, each supplemental invoice is exported as its own invoice in that system.- Payments from your accounting integration apply to the specific invoice they were recorded against — original or supplemental.
- A load moves to Completed only when every active invoice on the load is paid.
- If you change charges after an invoice has already posted to accounting, Alvys creates a new supplemental rather than editing the posted invoice.
Limits & Behavior
- Supplemental mode requires Individual invoice type. It is not available for Summary Invoicing customers.
- You cannot use Amendment on a load that already has supplemental invoices.
- Alvys blocks supplemental generation when there are no pending charge changes.
- Changing invoicing settings after an invoice is generated does not automatically update existing invoices. Revert the load to Released, update settings, and regenerate if needed.
Troubleshooting
Supplemental mode is not being used
- Open the customer profile and check Invoicing Settings for the load’s Invoice As subsidiary.
- Confirm Invoice Update Mode is set to Supplemental on the customer row, not only on the subsidiary default.
- If settings were changed after the invoice was generated, revert the load to Released and regenerate.
”No pending changes” when regenerating
Alvys found no dollar difference between current load charges and what was already invoiced. Update the billable amounts on the load, then try again.Cannot generate a supplemental — unsubmitted invoice exists
Submit or resolve the open invoice on the load before creating another supplemental.Settings on the load do not match the customer profile
Customer profile settings override subsidiary defaults. See Invoicing settings not reflected on the load.FAQs
Q: What is the difference between Amendment and Supplemental? A: Amendment changes the existing invoice in place. Supplemental keeps the original invoice and creates a new invoice for only the changed amounts. Once a supplemental exists, Amendment is no longer available on that load. Q: Why did my load get invoice1001234-A?
A: -A is the first supplemental invoice on load 1001234. Additional changes after that invoice is submitted create -B, -C, and so on.
Q: Can I use Supplemental Invoicing with Summary Invoicing?
A: No. Summary Invoicing supports Amendment mode only.
Q: Which invoicing settings win — customer, subsidiary, or load?
A: Customer profile settings for the Invoice As subsidiary take precedence over subsidiary defaults. Load-level snapshots do not override current customer or subsidiary settings.
Q: What happens if I change charges after the invoice was sent to QuickBooks, Sage, or Business Central?
A: Alvys creates a new supplemental invoice for the delta. The invoice already in your accounting system is not modified in place.
Q: Do payments on the original invoice count toward the supplemental?
A: Payments apply to the invoice they were recorded against. Paying the original does not automatically close an open supplemental.
Q: Who can configure Supplemental Invoicing?
A: Admins and Partner Admins can change invoicing settings in Company Profile. Users with access to customer profiles can set customer-level overrides.