Once an invoice from the subcontractor is received, upload it in the system. Qargo Intelligence will scan the document and validate data in the invoice, matching to the subcontractor and trips.
Create purchase Invoice
Navigate to INVOICES menu and the 'Purchase invoices' submenu
Click 'Create purchase invoice'
This will open a new screen with 2 status options (Draft billing proposal / Invoiced) for purchase invoices. The option selected will modify what General Information is required.
Select the 'Invoiced' option.
There are 2 options to upload invoice or invoice and POD together. Select an option to upload invoice or invoice + POD.
Qargo Intelligence will scan and validate the document and the costs. If the amounts or references match with what are in the system, suggestions of the trips/costs that have a link to the uploaded document are generated.
The invoice scan will use corresponding colour-coded matches to show by line:
🔹Blue: The document charge line matches to a shipment.
🔸Orange The document does not match with a shipment. This alert indicates this charge requires extra attention.
The system also checks prices for discrepancies and displays an error coloured in red.
Discrepancies:
Charge discrepancy shows on the individual row. Alert will show the amount of the discrepancy in the system against the submitted document.
Click the copy icon to copy the charge submitted on the document
Click the discrepancy icon to create the discrepancy against the document.
Subtotal/Total discrepancy will for the full amount.
The charge amounts can be edited in the table before creating the invoice so that the user can reconcile the charge amounts in the TMS with those in the received invoice.
Update Info & Charges
The fields under General info can be updated if needed. Click into the row to update and update the details. Click the SAVE icon.
Use the EDIT icon to update Estimated costs, including charges and VAT settings.
Click 'Add Charges' if additional costs need to be added to the invoice.
Add charge from trip: This will open the 'Trips to add' panel which includes trips that match the subcontractor. If a subcontractor invoice is already uploaded, a warning icon will display and any missing trips will be highlighted in orange.
Add standalone charge: This will open the 'Add resource cost' window. Under the General info, click the 'Charge' field to show available charges.
Select the appropriate charge to add to the invoice. Under the calculation there are 2 manual options to select. 'Manual' will allow the user to enter a specific value. 'Manual formula' will open options to calculate a value based on selected variables, for instance a cost over distance calculation.
It is possible to manually update the charges if necessary. Click on the Edit icon.
Enter the revised costs and the Save button will highlight green. Click SAVE.
Complete the remaining tasks
Send selfbill to subcontractor
Post purchase invoice to Accounts
Once the invoice is posted, the adjustments become limited. In case of necessary changes, contact support.
Add document function:
There are 2 other options to add the purchase invoice to the Billing Proposal:
Select the drop down option for 'INVOICE'.
The 'Add document' window will open. Drag file, or click and add the document to upload. Click SAVE.
Added from an email attachment, using the Outlook Qargo Add-In:
From the email select the search option in the Qargo Add-In panel. Enter the billing proposal number. Identify the correct billing proposal and click the ADD button. This will give options to identify what is being added. Select INVOICE, and it will be added to the proposal.
NOTE: This IS NOT the 'Scan Purchase Invoice' function. Search via the add-in, for the Billing Proposal reference, and manually ADD the option Invoice.
If additional documents are available, these can be added under the 'Bill documents and tasks' panel. Click the 'Add documents' option. A dropdown will show available document types.
Qargo Intelligence will add AI generated summary and validation, where appropriate. Click the row to fully expand the summary.
If there are linked emails these will also be available to view, along with any attachments included in the emails.
Click the link below to see what other features Qargo Intelligence offers.
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.