Introduction to Invoice Tasks
Tasks create a form of workflow in the Qargo application. Configuring tasks offers the benefit of including automation into a workflow, adding efficiency and reducing any potential errors or latency in the process. Default tasks are created for all new accounts, but the ability to modify these gives flexibility to create a unique process that suits individual business needs.
Navigate to CONFIGURATION > Tasks. There are 3 options to configure tasks for the Invoices Module, including:
Invoices (Revenue)
Purchase Invoices (Costs)
Credit Notes
Invoice Tasks (default)
Purchase Invoices Tasks (default)
Credit Note Tasks (default):
Create a new Invoice task:
If the default tasks do not fully support the internal workflow, tasks can be added or deleted from the workflow. Tasks can be added as a new part of the process by using the 'ADD' option. This will create a new task that will form part of the workflow. Alternatively, each task has a menu (3 dots) that has the option to 'Add a new task after', selecting this option will automatically add the task as flow directly from the task.
To remove a task, select the menu on the specific task and Delete.
Deleting Tasks will remove the Task permanently from the workflow.
It is possible to create customer specific preferences for invoices in the Customer profile tasks.
Task Type:
Tasks types determine what action is required; options include:
Contact: This task will generate a form of communication as set in the task (ie: EDI, email, etc) and send to the recipients configured. Additional communication templates can be included here, for instance generic email content can be added here.
Dispatch: This task will perform a dispatch action to the integration selected.
Driver: question path/upload document: This task will allow users to create specific actions to be completed by users of the Qargo Mobile App.
General: This is generic task with no additional actions.
Generate Document: This task will generate a document as configured (draft invoice / invoice).
Upload document: This task will require an upload of a document.
Each option will open additional configuration panels, depending on the action required. For instance, a 'Generate document' task will show the option to generate either a Draft Invoice or Invoice.
Responsible:
Tasks can be assigned to specific roles like planners or admin. The task type may drive who is visible for responsibility. For example, some task types do not have the option for 'Driver/Subcontractor (portal)'.
Schedule a Task:
When creating a task it will need to be scheduled within the workflow. The schedule options will be based on what tasks already exist in the workflow. New tasks can be added after existing tasks.
Scheduling Options:
To automate tasks, select this option when scheduling a task. Manual tasks will require some level of user interaction to complete. Tasks marked 'Always Skip Task' will automatically be skipped in the workflow. Create tasks with this option if required for specific customers or subcontractors, and use the 'override task' option.
