Look up a customer's billing details
To issue a VAT invoice you need the buying company's legal name and tax code. Look them up for any tenant (fleet company) your merchant has orders with.
Before you start#
- Who: Merchant Owner, Merchant Admin or Merchant Supervisor.
- Which customers: only active tenants that have at least one order with your merchant: a refuel, purchase or work order.
- Where: Customers, under Tenants in the menu, or the tenant's name on your orders.
Steps#
From the customer list#
- Open Customers. The Tenants I trade with list shows each tenant's Name, Tax code and Country.
- To find one, type part of its name in Search tenants….
- Click the tenant's name to open its Tenant billing page.
Export to Excel downloads the list's Name, Tax code and Country for the current search.
From an order#
- Open the order from Refuel Orders, Purchase Orders or Work Orders.
- Find the tenant's Tax code: in the order's information card on refuel and work orders, and under Technical details, which you expand, on purchase orders.
- Click the tenant's name next to it to open its Tenant billing page.
The order lists also show each tenant's tax code under its name; on the purchase order list the name also links to the billing page.
What happens next#
Billing information on the Tenant billing page shows the tenant's Name, Tax code, Address, Email, Phone, Country and Website. Use them on the VAT invoice. The page is read-only.
Rules and limits#
| Rule | Detail |
|---|---|
| Billing details only | The page shows nothing of the tenant's internal settings, such as GPS, exclusions, payment routes or approval rules |
| Trading partners only | A tenant with no order with your merchant, or one that is no longer active, is not listed, and its billing page cannot be opened |
| Your merchant only | You never see the customers of another merchant |
| Missing tax code | A tenant that has not entered a tax code shows "-" |
| Link on orders | The tenant's name links to its billing page only for roles that can open it |
If something goes wrong#
| What you see | Cause | Fix |
|---|---|---|
| The billing page answers "not found" | Your merchant has no order with that tenant, or the tenant is no longer active | Check you have the right tenant; the page opens once there is an order with an active tenant |
| No Customers in the menu | Your role is not one of Merchant Owner, Merchant Admin or Merchant Supervisor | Ask one of those users for the details |
| The tax code shows "-" | The tenant has not entered one | Ask the tenant to add its tax code before you issue the invoice |