Invoicing Orders
To be able to start invoicing, the orders need to have status delivered.
Setting Orders to Ready for Invoicing:
Identifying Delivered Orders:
Begin by accessing the "Delivered Orders" section within the orders column.
Review the displayed list of delivered orders.
Utilizing Filtering Options:
Enhance your workflow by leveraging the filtering options.
Customize your view based on specific criteria such as customer names, dates, or any other relevant parameters to invoice the related orders.
Marking Orders Ready for Invoicing:
Individually mark orders to ready to invoice via the list view or in the order page.
Execute the task in bulk selection option for more efficiency via Quick actions by selecting "Ready for Invoicing."
Confirm your selection to mark the chosen orders as ready for invoicing
Verification of Order Status:
After completing the "Ready for Invoicing" task, ensure that the selected orders now reflect the status change.
Invoicing Process:
Navigating to Invoices Column:
Switch to to the "Invoices" column to initiate the invoicing process and locate the orders that were set to "ready to invoice (Invoices -> Orders to invoice -> Ready to invoice)
⚠️ You can also apply filters like customer name/date to narrow down your selections(also see Customise options).
Also see: Difference Order View <-> Charge View
Creating an Invoice:
Choose one or multiple orders and click on "Create Invoice."
Tailor your preferences by selecting consolidation options or creating separate invoices for each order.
Select the invoice creation preferences, such as invoice per order, invoide per customer, invoice per reference number, invoice per trailer number etc
Select the action of each line depending on what needs to happen with these orders (ie. you can select to directly create an invoice, you can select to add orders to existing invoices, you can create draft invoices or mark the orders as "do not invoice").
Adjusting invoices:
Once an invoice or draft invoice has been created, you will be able to find these under invoices column.
You can simply click on the invoice ID to open the invoice page and make adjustments.
Edit the data of the charges or add descriptions via the "pen" icon.
Generating invoice PDFs
Verify that invoice details are accurately registered in the invoice page.
Click on the play button located on the right side of the task line
⚠️ Can also be executed in BULK via Quick actions or in the invoice list view..
Once the invoice has been generated, the preview of the PDF will also be visible where you can do the final checks on the invoice
If there are any changes made in the invoice(eg. adjusting date or removing/adding an order, you will need to regenerate the PDF to see the changes.
Simply click on the 3 dots located next to the task and click on "retrigger"
Sending Invoices to Customers:
Verify that customer contact details are accurately registered in the customer page(role: billing).
Click on "Send Invoice," carefully reviewing details before initiating the sending process.
⚠️ Can also be executed in BULK via Quick actions or in the invoice list view..
Posting to Accounting:
Once the invoicing is complete, cautiously use the "Post to Accounting" button.
⚠️ Can also be executed in BULK via Quick actions or in the invoice list view.
⚠️ Note: After posting, adjustments become limited. In case of necessary changes, contact support.
Note: An individual invoice per order can also be created via the order page itself.
Executing Tasks in Bulk: See 👉Task executions in BULK
Streamline your workflow by completing tasks like creating PDFs or sending/posting invoices in bulk for increased efficiency.
Standalone invoice:
Navigating to Invoices:
Transition to the "Invoices" column to initiate the invoicing process.
Click on create standalone invoice
Fill in details like date/customer
Add charges and descriptions
Create PDF
Post to accounting
⚠️ Can also be executed in BULK via Quick actions or in the invoice list view.
⚠️ For template configurations that needs adjustment, please contact support.
Handling Credit Notes: 👉Click here for more details
Create invoice from a Selfbill from customer
Importing Invoice documents
Some of our tenants receive self-bills from their customers.
Manually matching each charge on these pro-forma invoices with charges in the TMS has been quite tedious.
The users can upload a PDF document or spreadsheet to match orders in the system with a self-bill in PDF format received from their customer, similar to how we support for purchase invoices.
PDF Documents
Simply navigate to the invoices column and click on the create invoice button
Drag your or upload you documents in the field
You will get suggestions of matching orders with the selfbill in a listed view which is very similar to Purchase Invoice suggestions where you can select and save the orders.
Spreadsheets
In the invoice creation, you can paste the spreadsheet your received from the customer in the table. In order to get suggestions you will have to fill in the indicated fields.
We match each line on the spreadsheet to an order/charge in Qargo using the chosen reference and amount columns.
You can still edit the spreadsheet in this phase to optimize the amount of matches. To progress you need to save the invoice, we’ll create an empty draft invoice.
In this next phase, you get a split view of the suggested charges in Qargo and the spreadsheet you used and can easily add them to the invoice.
We limit the amount of lines to 100 at a time, so for very large invoices it’s possible you will have to add charges multiple times. To manually get into this edit mode, click the “Add charge from order”.
Adjusting invoices
Once an invoice or draft invoice has been created, you will be able to find these under invoices column.
You can simply click on the invoice ID to open the invoice page and make adjustments.
Edit the data of the charges or add descriptions via the "pen" icon.
Generating invoice PDFs
Verify that invoice details are accurately registered in the invoice page.
Click on the play button located on the right side of the task line
⚠️ Can also be executed in BULK via Quick actions or in the invoice list view..
Once the invoice has been generated, the preview of the PDF will also be visible where you can do the final checks on the invoice
If there are any changes made in the invoice(eg. adjusting date or removing/adding an order, you will need to regenerate the PDF to see the changes.
Simply click on the 3 dots located next to the task and click on "retrigger"
Sending Invoices to Customers
Verify that customer contact details are accurately registered in the customer page(role: billing).
Click on "Send Invoice," carefully reviewing details before initiating the sending process.
⚠️ Can also be executed in BULK via Quick actions or in the invoice list view..
Posting to Accounting
Once the invoicing is complete, cautiously use the "Post to Accounting" button.
⚠️ Can also be executed in BULK via Quick actions or in the invoice list view.
⚠️ Note: After posting, adjustments become limited. In case of necessary changes, contact support.
Note: An individual invoice per order can also be created via the order page itself.
Executing Tasks in Bulk: See 👉Task executions in BULK
Streamline your workflow by completing tasks like creating PDFs or sending/posting invoices in bulk for increased efficiency.