Where a trip, or part of a trip is outsourced the associated costs will be charged back by the 3rd party that is contracted. Creating a Purchase Invoice will account for these costs in the system and can then be exported to accounts.
Once a resource is assigned to an order, a trip is created and the costs associated to the trip can be added. Trip costs will show as a 'Bill' under the Invoices menu, and are grouped based on the status of the Trip:
ALL: Shows all trips, regardless of the status.
Not completed: Shows all trips that are not yet completed. This can include trips that are Planned as well as those In Transit.
Completed: Shows all trips with a status of Completed, that have not been billed.
Billed: Shows trips that have had a Bill (Purchase Invoice) created against the trip. Click on the trip row will open the Trip details. Scroll down to 'Resource Costs' will show the associated bill. Any updates must be done through the Purchase Invoice.
+View: Use this tab to create a custom view. Using the column header filters, along with the Edit Columns button, users can create specific data views.
Edit Columns
The List view table can be modified by using the 'Edit Columns' to toggle on/off specific data sets. This allows users to create views that only display specific data required to perform tasks, maximising visual real estate and making data easily accessible.
Create Purchase Invoice directly from the trips
Navigate to INVOICES and the 'Trips to bill' submenu.
Purchase Invoices can only be created once a trip is assigned, and will be found under the appropriate tab.
Select the trip(s) by using the checkbox, multiple trips can be selected. Click the green 'Create purchase invoice' button.
Using the column header filters can help reduce volume of data to be able to process multiple records quickly and easily.
A new window will open 'Create purchase invoice', which will include the trips selected, grouped based on invoice preferences.
Click the 'Action' field and a dropdown menu will display options:
Add to existing purchase invoice: This will move the selected trips to an existing purchase invoice. When selecting this option click the 'Existing invoice' field and a list of matching bills will show.
Create billing proposal: This will create a new billing proposal that will include the selected trip costs. This will be created as a Draft, however it is possible to configure this to automatically set to Invoiced.
Create purchase invoice: This will create a purchase invoice including the selected trip costs. The invoice will have the status of 'Invoiced' and can be finalised.
Do not invoice: This will update the trip status and make the record unavailable to select. Opening the trip details, the 'Do not invoice' label will show on the costs.
Add documents
Upload the purchase invoice from the subcontractor by clicking on the upload icon. Qargo document intelligence will scan the document to validate the data and provide a summary.
Data validation:
Purchase invoice number. If this is blank, the invoice number will be added once the document is uploaded.
Charge validation. Automated cross-checking of charge amounts between the document and the trip costs. The sum of the charges on the shipment is validated against the subcontractor invoice.
Discrepancy handling. Any discrepancy between estimated and invoiced costs will be shown in the Comparison panel. Updates can be made to the subcontractor invoice amount using the pencil icon, or edits can be made to the individual trip costs
Using the 'Add Charges' function and select 'Add charge from trip' will show the trips on the invoice, and show Blue where trips can be updated. Prices can be updated via the copy icon, or a discrepancy can be recorded.
Changes to General information can be made if updates are needed. Click into the row to update and save.
Complete the final tasks (Create Self-bill / Post purchase invoice) will mark the invoice to a posted status, making it available to export or send to accounts.
Tasks of generating PDF, sending the mail , marking the invoices as paid posting to accounting can be done in bulk via Quick actions. See also how to create these in BULK.
Once the invoice is posted, the adjustments become limited. In case of necessary changes, contact support.