Understanding the “Reload Invoice” Message

This article explains what the message means, why it appears, and how you can reduce how often you encounter it.

🧐 What Is This Message?

While reviewing an invoice, you may see an alert that looks like this:

image (29)

This alert indicates that the invoice data you’re viewing is no longer current. Something has changed in the underlying order while you were working, so Navix is prompting you to refresh before continuing.

🔍 Why Does This Happen?

The most common cause is that order data changed in your TMS while an auditor had the invoice open in Navix.

Example:

An auditor opens an invoice in Navix
Someone updates a charge, note, or field on the same load in the TMS
The TMS pushes that updated information to Navix
Navix detects a mismatch between what’s in your browser and the latest data — so it displays the reload message

Because TMS systems often send frequent updates (sometimes 20–100+ per day), overlaps like this are expected — especially when invoices are left open for long periods.

🛡 Is This an Error?

No — this is intentional protective behavior.

The message helps ensure:

You don’t approve an invoice with stale or outdated information
Data from your TMS and Navix stay aligned
Audit accuracy remains high

While it may interrupt your workflow, it's ultimately a safeguard to protect both your operations and your customers.

⚙️ How to Reduce How Often You See This

There are a few ways to minimize these alerts without compromising accuracy.

🧭 1. Workflow Adjustments

Many alerts occur when auditors are actively working invoices in Navix while also making changes in the TMS.

To reduce this:

Keep auditors working within Navix whenever possible
Avoid updating a load in the TMS while that same invoice is open in Navix
If you need to reference something in the TMS, avoid making updates until you’ve closed the invoice in Navix

🖼 Suggested media: GIF or short animation showing “Navix-only” workflow vs. “TMS + Navix overlap” workflow.

⏱️ 2. Integration Update Timing

Depending on your TMS, updates to Navix may be:

Real-time, or
Scheduled (e.g., every hour)

If your system sends updates on a schedule, you may see more reload alerts:

At the top of each hour
After bulk changes
After large operational updates (e.g., rating adjustments)

Longer intervals may mean fewer reloads — but data in Navix may be slightly less current.

💡 If reload messages spike at predictable times, check your TMS sync schedule.

🕒 3. Avoid Leaving Invoices Open Too Long

When you open an invoice, Navix loads all order data into your browser session. If you leave that screen open for a long time:

The likelihood of TMS updates increases
Your browser data becomes more outdated
Navix is much more likely to show the reload alert

Best practice:
If you step away or get interrupted, refresh the invoice before approving.

✅ Key Takeaways

The alert is a normal and protective behavior, not an error
It appears when order data changes in the TMS while an invoice is open
You can reduce alerts through workflow adjustments, awareness of sync timing, and not leaving invoices open for long periods

🙋 Need Help?

If you’re seeing this message frequently and want help reviewing your workflow or integration timing, reach out to us at support@navix.io