Once there is a self-bill which includes trips, and an invoice is received from the subcontractor, it is possible to create the purchase. Initially a Self-Bill will be created as a Billing Proposal until generated to a purchase invoice.
Creating Purchase invoice from an Existing self-bill
Navigate to INVOICES menu then the 'Purchase invoices' submenu
The Purchase invoices list view will have group invoices into tabs, based on status. Statuses include:
ALL: This is a full list of all invoices regardless of status
Draft billing proposal: This includes billing proposals that have been created, but the self-bill hasn't yet been generated.
Billing proposal: Once a self-bill has been generated, the invoice will show in this tab. It can then be generated to a purchase invoice.
Invoiced: Once a self-bill invoice is generated it can be processed to invoiced. Alternatively, a trip can be created directly as a Purchase Invoice (Click HERE to learn how to create the Purchase Invoice from a trip.)
Invoice posted: Once the invoice charges have been validated, the invoice can be set to a Posted status. Once in a posted status, the invoice will be available to export or send to accounts. Charges are limited when in a posted status.
From the 'Billing Proposal' click the Billing Proposal number to open the details.
Billing proposals can also be in a draft format. Use the Create Self-Bill task will update to Billing Proposal. Uploading the subcontractor invoice will move the proposal to an Invoiced status.
Manually Add the purchase invoice:
Upload the purchase invoice by clicking on the upload icon. Qargo Document Intelligence will scan and validate the data on the invoice. This will update some of the data, like purchase invoice number and any discrepancy will show in the 'Comparison' panel.
Once uploaded the purchase invoice, the status changes automatically to 'invoiced'
The system will show the invoice amount received on the purchase invoice in comparison to the estimated costs, and show any discrepancy.
The charges can be updated using the clipboard icon. This will copy the costs over to the invoice.
Update Info & Charges
The fields under General info can be updated if needed. Click into the row to update and update the details. Click the SAVE icon.
Use the EDIT icon to update Estimated costs, including charges and VAT settings.
Click 'Add Charges' if additional costs need to be added to the invoice.
Add charge from trip: This will open the 'Trips to add' panel which includes trips that match the subcontractor. If a subcontractor invoice is already uploaded, a warning icon will display and any missing trips will be highlighted in orange.
Add standalone charge: This will open the 'Add resource cost' window. Under the General info, click the 'Charge' field to show available charges.
Select the appropriate charge to add to the invoice. Under the calculation there are 2 manual options to select. 'Manual' will allow the user to enter a specific value. 'Manual formula' will open options to calculate a value based on selected variables, for instance a cost over distance calculation.
It is possible to manually update the charges if necessary. Click on the Edit icon.
Enter the revised costs and the Save button will highlight green. Click SAVE.
Complete the remaining tasks
Send selfbill to subcontractor
Post purchase invoice to Accounts
Once the invoice is posted, the adjustments become limited. In case of necessary changes, contact support.
Add document function:
There are 2 other options to add the purchase invoice to the Billing Proposal:
Select the drop down option for 'INVOICE'.
The 'Add document' window will open. Drag file, or click and add the document to upload. Click SAVE.
Added from an email attachment, using the Outlook Qargo Add-In:
From the email select the search option in the Qargo Add-In panel. Enter the billing proposal number. Identify the correct billing proposal and click the ADD button. This will give options to identify what is being added. Select INVOICE, and it will be added to the proposal.
NOTE: This IS NOT the 'Scan Purchase Invoice' function. Search via the add-in, for the Billing Proposal reference, and manually ADD the option Invoice.
If additional documents are available, these can be added under the 'Bill documents and tasks' panel. Click the 'Add documents' option. A dropdown will show available document types.
Qargo Intelligence will add AI generated summary and validation, where appropriate. Click the row to fully expand the summary.
If there are linked emails these will also be available to view, along with any attachments included in the emails.
Click the link below to see what other features Qargo Intelligence offers.
Tasks of generating PDF, sending the mail , marking the invoices as paid posting to accounting can be done in bulk via Quick actions. See also how to create these in BULK.