Importing Invoice documents
When a customer issues a self-bill, manually matching each charge on these pro-forma invoices can be quite a task. Using an option to upload documents directly into the system, will scan and validate charges, speeding up data entry while reducing risk of errors or discrepancies in data.
Users can upload a PDF document or spreadsheet to match orders in the system.
Navigate to the 'Invoices' submenu, under INVOICES.
Click the green 'Create Invoice' button.
The 'Create invoice' page will show 2 customer self-bill options:
Upload document: Upload pdf invoice from customer.
Upload spreadsheet: Copy / Paste data from customer submitted spreadsheet.
PDF Documents
Navigate to the Invoices submenu and click on the 'Create invoice' button
Click to select and upload your document, or drag to the field.
The system will scan and validate the document, loading suggestions of matched orders based on the following:
Customer reference numbers
Loading / unloading references
Order start / end dates
Transport charges
Once validated, the system will generate suggestions of orders which match the data in the uploaded document.
Orders that match will show in Blue
Orders that cannot be matched will show in Orange.
Once the charges are confirmed, click SAVE. This will create the DRAFT INVOICE, from which the invoice can be generated.
Click 'Generate Invoice pdf' will update from a draft invoice to Invoiced status.
Additional tasks will become available, allowing the user to complete processing when required.
Spreadsheets
Navigate to the Invoices submenu and click on the 'Create invoice' button
Click to select and a new table will show where the customer invoice spreadsheet can be copied to.
The system will scan and validate the document, loading suggestions of matched orders based on the following:
Customer reference numbers
Transport charges
Once validated, the system will generate suggestions of orders which match the data in the uploaded document.
Orders that match will show in Blue
Orders that cannot be matched will show in Orange.
Edit the spreadsheet here to optimise matches. Once updated, SAVE the invoice to create an empty draft invoice.
Charges that match will show highlighted and numbered. Click 'Add charges' to select.
NOTE: Limit to 100 lines that can be processed at a time. Use 'Add charge from order' to manually add additional charges.
Detection of the charge differences and Adding Dispute charges
While uploading a self-bill to create an invoice, the system also detects once there is a difference between the price on the self-bill 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.
General Info: Click into a row to update the details if required.
Add charges: Select to add charges from the order or a standalone charge.
Edit VAT%: Select from the dropdown to adjust the tax rate as required.
Invoice Lines: Click into the check box to select the line(s) to update
Remove/Credit selected lines: Select action to perform on the selected charge
Edit details: Click pencil icon to update specific charge or description details
Generating invoice PDFs
Verify that invoice details are accurately registered in the invoice page.
Depending on individual workflow configuration the status may show 'Draft' or 'Invoiced'
Click on the play button located on the right side of the task line
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
Use the 'eye' icon to click the preview on/off
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).
Review invoice details & Click on 'Send Invoice'
Posting to Accounting
Once the invoicing is complete, the invoice must be 'posted' to be available for import to account.
The 'Post' Task can be configured (named) according to business requirements.
Once in a posted status, the invoice record will be included in any exports to accounts.
⚠️ 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.
Streamline workflow by completing task, like creating PDFs or sending/posting invoices in BULK.