The final default task is to set the invoice to a Posted status. Once an invoice is posted, it is available to transfer or export to be used in accounting software.
If using a 3rd party accounting software with an integration, the option may be to send directly to accounting, which will transmit the data directly. Alternatively, it may require a manual export of the data to a format that can be uploaded.
Click HERE to learn more about posting invoices.
The 'post invoice' task will show based on how it is named in configuration, for instance it may show as 'Send to Accounting', etc.
Once an invoice is posted the details can no longer be updated and next steps in the process is typically to enter this information into a 3rd party accounting package. If an integration with the 3rd party package exists, this may happen automatically when the task is completed. Otherwise, the data must be exported from Qargo into a compatible format that can then be uploaded.
For a manual export, navigate to INVOICES>Invoice Exports. Click the 'Export' button. This will show the name of the accounting or factoring company being used that the file will be generated for.
There are 2 options to generate the file:
Export Range: This will open a data range (Start / End) that invoice records will be generated by. Enter the date range and click 'Export'. The file will be generated and downloaded ready for use.
Export new documents: This will create the export file based on any new invoice details that have been updated since the last export. Confirm the number of records to include in the report and click 'Export'. The file will be generated and downloaded ready for use.
When exporting new documents, a record of the file generated will be saved to a table and show the following details:
File name
Date / Time stamp for when the file was generated.
How many invoice records were included in the file
Replaced? will show a check mark if a file was re-executed.
Preview button opens the file and shows the individual invoice details and allows the file to be re-executed.
If a new report is requested within 24hour window, in the same format the details will show of the previous report generated.
If proceeding with the export, an additional warning will be displayed. This will give the option to re-execute the original report, or generate a new export with any new data that might now be included.
Once either option is selected, the file will generate and download ready for use.