When working with a 3rd party subcontractor they will need to invoice for their services. These costs can be estimated in to a Billing proposal which can then used to validate any subsequent invoices. This can also apply to Intermodal services, like a ferry or rail service.
Create Subcontractor Self-Bill.
Navigate to INVOICES menu and the 'Trips to Bill' submenu.
Apply any filters, like date or resource to narrow down your selection(see also Customise the invoice page)
Select the trips/costs you would like to add to your self-bill and click on 'Create purchase invoice' button:
The 'Create purchase invoice' window will show. Select the Invoicing preferences, the default will be to consolidate all invoices.
From the 'Actions' field, select 'Create billing proposal' and save the settings:
The Billing proposal will be generated into a Draft status
Update Info and 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. The trips will automatically filter by the subcontractor. Check the box to select the trip, click 'Add charge from trip'
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. Click SAVE.
Complete the remaining tasks (Task workflow can configured based on business needs. Find more info on Tasks in Configuration)
Create Self-Bill - updates from draft to 'Billing Proposal' status
Send self-bill to subcontractor
Mark as paid
Post purchase invoice
NOTE: Once an invoice is uploaded to a billing proposal, it will update to an INVOICED status.
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.