When setting up a new account with Qargo, the accounts configuration will be setup with the aim to mirror existing workflow and process as much as possible. This will include configuring integrations with approved 3rd party accounting software that facilitates an efficient transfer of cost and revenue data from Qargo.
The user role will determine what is accessible to be updated within the application, typically the SUPER ADMIN will have the widest access to update the application. In some cases however, updates may be restricted (greyed out) and will require Qargo assistance to update.
Contact Qargo Account Manager if restricted data requires an update.
Navigate to CONFIGURATION > Accounting:
Accounting Software. Integrations exist with a large number of 3rd party accounting software packages. The Onboarding Manager will facilitate integrations as part of the setup and onboarding process of the new account. Once configured, contact Qargo Account Manager for any changes.
Block multi VAT accounting (excl. purchase invoices). If there are multiple charges that have different VAT Rules, on a single invoice; ie: Charge 1 = VAT / Charge 2 = NO VAT, this setting will restrict the Generate / Post Task. If accounting software cannot handle imports with multiple tax rates on a single invoice, this toggle should be set to ON. Applies to Sales Invoices only.
Factoring Software. Integration to approved 3rd party factoring software can be configured. Functions would include exporting invoices, tracking factoring codes for customers and management of accounts and contract numbers. This applies to Sales Invoices only.
Nominal Codes. Nominal codes will be added as part of the initial account configuration. These can include codes for both sales (revenue) and purchase (costs) invoices. Rules can be assigned based on various factors (transport services, tax rates, etc). Once configured, contact Qargo Account Manager for any changes.
Nominal Code Rules. These rules can be configured to automatically map based on specific conditions, eg: different codes for own fleet vs subcontractor deliveries. If no nominal code rule matches, system defaults to '0000', however this can cause issues with imports therefore it's import to ensure proper rules are configured.
Calculate total VAT amount. There 2 options for how to calculate VAT, which the Onboarding Manager will configure as part of the initial setup. Options include: 'Calculate VAT on invoice total' and 'Sum VAT per charge line'. Once configured, contact Qargo Account Manager for any changes.
Base VAT percentages. Base VAT percentage is the standard VAT rate that would normally apply to a transaction, that isn't subject to any special VAT Rules. Multiple rates can be saved. Rates setup here are used to create the Tax Rates.
Tax rates. Tax rates are configured to handle different VAT scenarios (standard or special tax rates, ie: reverse VAT). Once configured, rates can be used on price lists and charge masters. Automatic calculations are possible based on origin/destination countries and customer specific settings.