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 optimise 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”.
Detection of the charge differences and Adding Dispute charges
While uploading a selfbill to create an invoice, the system also detects once there is a difference between the price on the selfbill spreadsheet and the price in the system.
Below is an example scenario:
We have 3 charges that are linked uniquely to 3 lines in the spreadsheet and none of the amounts correspond.
If you click on the split icon (left one in the screenshot 1 below) it will show that the original charge amount will be changed to the amount on the self-bill.
Then the differences will be put on a new charge: In the first version the user has to choose the charge.
Once this has been selected and saved, the adjustments are made immediately (see the order detail page below).
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.