Follow these steps to access the Purchase Order:
1. Go to All Apps from the menu
2. Search for Logistics Collaboration App
3. Click the ⭐ icon to add it to your favorites for quick access
4. Open the app to view all available Purchase Orders
5. Search for the purchase order you wish to invoice against.
- Tip: Enter the PO number in the search bar to locate it quickly
- Note: If the PO isn’t available, contact World Courier representative so they can upload it
6. The PO status will appear as “Released”
Note: If actual pickup/delivery dates aren’t visible, it means they haven’t been updated by World Courier yet. These will appear in Tradeshift once confirmed.
Step 2: Flip a Purchase Order Into an Invoice
After opening a PO, you can review all key details such as the transport order ID, estimated & actual pickup and delivery times, order status and much more.
Once you've reviewed the charges, you must submit the PO for it to be flipped into an invoice. There are two invoicing scenarios:
Case 1: Submitting a PO Without Additional Charges
If everything aligns with your agreed Rate Card, follow these steps:
1. Click Submit
2. Status updates to “confirmed”
3. The Invoice button will appear instantly/p>
4. Click on “Invoice” button to flip the Purchase Order into invoice
5. A pop-up will appear — click the + add icon to begin the invoice draft.
6. Click Yes when prompted to generate a draft
7. Click the view icon to preview the invoice
- All PO lines will be copied over to the invoice
8. Review the invoice lines, enter your invoice number, item ID, and any other required fields.
9. Click Send to submit the invoice to World Courier.
Note: If no charges are added and you click “Submit,” Tradeshift considers the PO auto-approved.
Note: You can also choose to partially invoice a PO
Case 2: Submitting a PO With Additional Charges
If you need to add extra costs (e.g., dry ice, parking), follow these steps:
1. Click the + add cost segment icon to add an ad-hoc charge. A pop up appears
2. Fill in the details:
- Select the Type of charge (must match Rate Card)
- Enter the value in the “Additional Charges” field
3. Click Apply to add the charge
Tips:
a. Add a comment explaining the reason (e.g., “Dry ice was required”) using the comment icon
b. Upload any supporting documents using the paperclip icon
4. Once all charges are added, click Submit
- It goes to World Courier for review
- The PO status updates to “Changed”
5. After review:
- If approved → status changes to “Accepted”, and the Invoice button appears
- If rejected → status changes to “Rejected”, and you must resubmit with updated details or a clearer explanation
6. Once the Invoice button appears
7. Click on “Invoice” button to flip the Purchase Order into invoice
8. A pop-up will appear — click the + add icon to begin the invoice draft.
9. Click Yes when prompted to generate a draft
7. Click on “Invoice” button to flip the Purchase Order into invoice
10. Click the view icon to preview the invoice.
- All PO lines will be copied over to the invoice
11. Review the invoice lines, enter your invoice number, item ID, and any other required fields.
12. Click Send to submit the invoice to World Courier.
Tip: Use the Comment icon to justify any ad hoc charges. It helps the WC associate understand your reasoning.
Important: Only charges approved on the PO level can be included in the invoice. You cannot add new charges during invoicing.
Need help? Contact your World Courier representative to understand rejection reasons..