Flxpoint Knowledge Base

What this covers

Auto-generate toggle

Per-source setting that creates invoices automatically from FR or shipment data - no manual entry.

Two generation triggers

Choose between invoicing when an FR is processed (immediate) or when a shipment is created (uses actual costs).

Get Invoices import

Pull invoice data directly from suppliers that provide it, then enrich it with workflow rules.

Source Invoice Workflow

IF/THEN rules that add fees, adjust taxes, override shipping costs, or modify any invoice field automatically.

Choosing when to generate - two triggers compared

Trigger	Invoice is populated with	Use when
When FR is Processed	Line item costs from the FR Estimated shipping cost (from FR workflow) Estimated dropship fee (from FR workflow)	You need invoices created immediately when orders are sent to the source - before shipment tracking exists. Costs are estimates, not actuals.
When Shipment is Created ✓ Recommended	Line item costs from the FR Dropship fee from the FR Actual shipping cost from the shipment record	You want invoices tied to confirmed shipments with real carrier costs. More accurate for reconciliation - the invoice reflects what was actually charged to ship.

Important - non-obvious behaviours

FR trigger uses estimated costs, not actuals

If you generate invoices When FR is Processed, shipping cost on the invoice comes from your Estimated Shipping Cost workflow - not from the real carrier charge. If no estimation workflow is configured, the shipping field will be blank. Switch to the Shipment trigger if cost accuracy matters for reconciliation.

Auto-generate is per source - not global

The Auto-Generate Source Invoices toggle lives inside each individual source's settings. Enabling it on one source does not affect others. If invoices aren't generating for a source, confirm the toggle is on and a trigger is selected for that specific source at Sources → [Source] → Source Invoice Settings.

Workflow must be toggled Enabled to take effect

Creating rules inside the Source Invoice Workflow is not enough - the workflow's Enabled toggle must also be set to Yes. Rules saved with the workflow disabled are ignored at invoice generation time. This is the most common reason workflow customisations appear configured but don't apply.

Get Invoices can co-exist with auto-generation

If your source provides invoice data, you can import it with Get Invoices and still run the Source Invoice Workflow on top of it - to add missing fees, fix blank shipping fields, or apply standard adjustments. Auto-generate and imported invoices are not mutually exclusive; the workflow applies to both.

Source Invoice Workflow - IF / THEN reference

Component	Options	Notes
IF conditions (triggers)	Fields from the Fulfillment Request (source, FR#, shipping policy…) Fields from FR Line Items (SKU, quantity, cost, category…) Fields from the Shipment (carrier, tracking, actual shipping cost…)	Combine multiple IF conditions to create precise targeting - e.g. only apply a fee when Source = Vendor A AND SKU starts with "HW".
THEN actions (modifications)	Modify invoice header fields: Invoice Number, Fee Cost, Tax Cost, Shipping Cost, Other Costs Modify invoice line item fields: SKU, Quantity, Per Unit Cost	Actions support set, add, subtract, and multiply operations - e.g. multiply Tax Cost by 1.1 or set Shipping Cost to $15.
Test Workflow	Simulate the workflow against a real invoice before going live	Always test after creating or editing rules - the test runs your full IF/THEN logic against a selected invoice without modifying it.

Workflow rule examples

Add a flat handling fee

IF Source = Vendor A
THEN add $10 to Fee Cost

Applies a $10 handling fee to every invoice from Vendor A automatically.

Adjust tax for a product category

IF SKU starts with TX
THEN multiply Tax Cost by 1.1

Accounts for a 10% regional tax uplift on specific product lines without manual adjustment.

Override shipping to a standard rate

IF Source = Vendor B
THEN set Shipping Cost to $15

Useful when a vendor charges a flat shipping rate regardless of actual carrier cost.

Fix missing data on imported invoices

IF Shipping Cost = $0 (or blank)
THEN set Shipping Cost to $20

Backfills a default shipping cost when a supplier's imported invoice omits it.

Common issues

Invoices are not generating automatically for a source

▾

Check two things in order: (1) go to Sources → [Source] → Source Invoice Settings and confirm Auto-Generate Source Invoices is toggled Yes. (2) Confirm a trigger is selected - either When FR is Processed or When Shipment is Created. If the toggle is on but no trigger is chosen, no invoices will generate. Both must be set.

Invoice is generated but shipping cost is blank or $0

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If using the When FR is Processed trigger, shipping cost comes from your Estimated Shipping Cost workflow on that source - if no estimation rule is configured and enabled, the field will be empty. Either configure an Estimated Shipping Cost workflow at Sources → [Source] → FR/FOs → Estimated Shipping Cost, switch to the When Shipment is Created trigger (which uses the actual carrier cost), or add a Source Invoice Workflow rule to set a default shipping cost when the field is blank.

Source Invoice Workflow rules are not applying to invoices

▾

The most common cause is the workflow's Enabled toggle being set to No. Go to Workflows → Source Invoices, find your workflow, and confirm the Enabled toggle is Yes. After enabling, use the Test Workflow button against an existing invoice to confirm rules fire as expected before testing on live data.

Imported invoices from Get Invoices are missing fees or have incorrect totals

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Get Invoices pulls whatever data your supplier provides - if they omit fees or leave fields blank, those fields will be empty on import. Use the Source Invoice Workflow to backfill or correct those fields: set IF conditions to detect missing values (e.g. Fee Cost = $0) and THEN actions to apply a standard amount. This approach works on both auto-generated and imported invoices.

FAQs

Which trigger should I use - FR Processed or Shipment Created?

Use When Shipment is Created whenever possible - it uses the real carrier shipping cost rather than an estimate, making invoices more accurate for reconciliation. Use When FR is Processed only if you need invoices created immediately (e.g. to pay suppliers before shipments arrive) and your Estimated Shipping Cost workflows are reliably configured.

Can I use both Get Invoices and auto-generate on the same source?

Yes. They serve different purposes and can coexist. Get Invoices imports invoice data directly from your supplier's system. Auto-generate creates invoices from FR or shipment data within Flxpoint. The Source Invoice Workflow applies to invoices from both sources - you can use it to enrich imported invoices or supplement auto-generated ones with fees and adjustments.

Can the Source Invoice Workflow run on invoices that were already generated?

The workflow applies at the time an invoice is created or imported. It does not retroactively update existing invoices. If you update workflow rules, only new invoices created after the change are affected. To apply new logic to older invoices, you would need to manually adjust those invoices or re-import them.

How do I add different fees for different vendors without creating a separate workflow per source?

Use one workflow with multiple rule sets separated by Source conditions. For example: one rule set with IF Source = Vendor A THEN Fee = $10, and a second with IF Source = Vendor B THEN Fee = $5. A single enabled Source Invoice Workflow evaluates all its rules against each invoice, so you don't need a separate workflow per source.