Important! CLOUDEX TMS provides two options - automated and manual outgoing invoice.
Only one of options can be used for the accounting period!
#### 1. Payment of Outgoing invoices - automated data Import from the Bank 1.1. **Export Account report from your Bank** Open your company's **Internet Bank** > prepare **the Bank Account report** for the desired period > **Export it in ISO format.** > **Save this document to your computer.** 1.2. Open **CLOUDEX TMS** 1. **Finance > Incoming payments** 2. **Import payments from the Bank** (using symbol ["](https://doc.ozols.lv/uploads/images/gallery/2024-07/image-1719928964263.png)") [](https://doc.ozols.lv/uploads/images/gallery/2024-07/import-from-bank.png)1.3. **Import** Bank payments 1\) Choose **the file** which you imported from **Internet Bank** 2) Press **Import [](https://doc.ozols.lv/uploads/images/gallery/2024-07/import-the-fail.png)** #### 2. Linking "Incoming Bank payments" with "Outgoing invoices"When importing payments from the Internet bank, CLOUDEX TMS creates attachment of invoices, but if the invoices are not attached to the payment amount, then do the attachment according to the instructions bellow.
1\) **CLOUDEX TMS > Finaces >Incoming payments** 2) **Filter >**show only **Unrelated payments "Unrelated" (payments which are not related to invoices)** **[](https://doc.ozols.lv/uploads/images/gallery/2024-07/puBunrelated-payments.png)** 3\) **Select** **Incoming Payment** which to "Relate" with Invoice 4\) Press the button "Relate invoices" [](https://doc.ozols.lv/uploads/images/gallery/2024-07/image-1719838166417.png) [](https://doc.ozols.lv/uploads/images/gallery/2024-07/relate.png) 5) In the list of Invoices, select the appropriate invoice/invoices for which payment has been made, mark them. 6) Selecting "the up arrow" you will be able to relate the invoice to payment. 7) Confirm with the button "Close". 8) With "the green arrows" it is possible to switch to another "Unlinked" payment. [](https://doc.ozols.lv/uploads/images/gallery/2024-07/relate-invoice-with-payment.png) 9) With the filter, you can quickly find the required invoice by number, amount, etc. [](https://doc.ozols.lv/uploads/images/gallery/2024-07/filter.png)When the Incoming Payment is linked to the corresponding invoice, the amount in the "Unrelated" column in the Bank incomings list will be zero.
#### 3. Outgoing invoice payment - manual data entry 1. Go to **Finances >Outgoing Invoices** 2. Mark **Outgoing Invoices** which are **paid** 3. Choose function "Make Incoming payments for selected outgoing invoice" 4. Choose appropriate Bank account, if you have more than one account 5. Enter the Payment date. 6. Save [](https://doc.ozols.lv/uploads/images/gallery/2024-07/manual-payment.png) #### 4. Tips and Tricks 1. Choose **Payer** 2. Fill in the bank number. 3. Press **"Add Account to Payer Account."** [](https://help.cloudex.app/uploads/images/gallery/2026-07/imwimage.png) # When is the invoice “Date sent” field filled in automatically? Cloudex TMS fills in the **Date sent** field automatically when both of the following conditions are met: 1. **Send by email only** is selected. 2. The invoice is sent by email from Cloudex TMS. When the **Date sent** field contains a date, the invoice status changes automatically to **Invoice sent**. [](https://help.cloudex.app/uploads/images/gallery/2026-07/fM0image.png) The **“Send by email only”** checkbox value is set automatically when generating an invoice from an order. The checkbox value depends on the **“Send invoices”** field value. [](https://doc.ozols.lv/uploads/images/gallery/2026-01/image-1769069369331.png) **Send invoices** values marked with “\*” set the **“Send by email only”** checkbox value automatically:| **Send invoices setting** | **“Send by email only” selected automatically** |
|---|---|
| *By e-mail (with POD)* | Yes |
| By post (with POD) | No |
| By e-mail and post (with POD) | No |
| *Don’t send (Self-billing)* | Yes |
| *Download in Client Portal* | Yes |
| By e-mail (invoice upon delivery, second time with POD) | No |
| *By e-mail (without POD)* | Yes |
| Upload to the Client Portal together with POD | No |
**Finances** -> **Outgoing invoices** -> **Unpaid outgoing invcoices tools**
[](https://help.cloudex.app/uploads/images/gallery/2026-07/p8Zimage.png) [](https://help.cloudex.app/uploads/images/gallery/2026-07/dm2image.png) [](https://help.cloudex.app/uploads/images/gallery/2026-07/B4Eimage.png) # How to send an unpaid outgoing invoice reminder How to navigate to Unpaid outgoing invoices reminder tool.**Finances** -> **Outgoing invoices** -> **Unpaid outgoing invoices totals**
[](https://help.cloudex.app/uploads/images/gallery/2026-08/outgoing-invoice-upayed.png) To see the correct list of unpaid invoices, set the date to the date [](https://help.cloudex.app/uploads/images/gallery/2026-08/0Bwimage.png) you want to check. The system will display all invoices that were still unpaid on that date. If no date is selected, the system will display all unpaid invoices. [](https://help.cloudex.app/uploads/images/gallery/2026-08/image.png) # How to send outgoing invoices automatically To generate an invoice automatically, the following criteria must be met: 1. In the client card Invoices tab has to be mark [](https://help.cloudex.app/uploads/images/gallery/2026-08/7yrimage.png) 2. Order must be in status "**Delivered**" [](https://help.cloudex.app/uploads/images/gallery/2026-08/PdNimage.png) 3. Depending on the selected **“Send inv.”** option, a POD/CMR may need to be **uploaded** and **approved** before the invoice can be generated.  [](https://help.cloudex.app/uploads/images/gallery/2026-08/xWXimage.png) **Active orders** [](https://help.cloudex.app/uploads/images/gallery/2026-08/8Alactiveorderautoinvoicing-en.gif) [](https://help.cloudex.app/uploads/images/gallery/2026-08/B9vimage.png) Second orange empty circle means **POD/CMR approval is expected**,  icon indicates that the invoice is ready to be generated **manually,**  icon indicates that the invoice will be generated **automatically.** ##### Whre to find checkbox "Generate invoice automatically" [](https://help.cloudex.app/uploads/images/gallery/2026-08/7x9image.png)