Overview
Multiple upload methods:
Manual upload directly in Qargo
Through the Outlook add-in
Upload through task system
When uploading a purchase invoice to an existing billing proposal, the system will automatically scan and update the invoice details.
Automated scanning:
Qargo automatically scans uploaded documents to extract and pre-fill key information. Key data extracted includes:
Purchase invoice number
Subcontractor Company Name
Matched based on VAT#, which must be in the document and profile.
Invoice date
Trip charges
Matched based on reference numbers.
Invoice amount totals
To improve matching efficacy subcontractor invoices should include Qargo order/trip references. Other data used for matching:
Subcontractor VAT#
Order / Trip reference number
Billed status = Trips to Bill 'Not Completed' & 'Completed' (Status = Not yet billed)
If there are any discrepancies between the uploaded invoice and the amounts in Qargo, the system will highlight these differences for review.
For more details on Purchase Invoices:
Manual upload directly in Qargo
Using either of these options will initiate scanning of the invoice and matching available data to create the invoice.
Through the Outlook add-in
Scan purchase invoices to upload directly from email attachments. From the Qargo email intelligence add-in. Open the email and select the action 'Scan purchase invoice'.
If there is more than one attachment linked to the mail, this action will open a pop-up that allows the user to choose which document(s) they want scanned as a purchase invoice.
If there is a problem uploading, an error will show. Click 'Open' link to open the interface with the TMS to resolve the error.
The system will open at the Upload Purchase Invoice page, resolve the error, and the invoice will be created.
The Qargo Add-In will also update to show the new status. It will consolidate any threads for associated emails, with links to open the TMS.
Qargo Intelligence will also provide a summary on the details pages, including an indication of document quality using the colour-coded 'Q'. The summary line expands to show a summary of the document. When uploaded through the add-in, the email will show against the Outlook icon, along with the summary.
Upload through task system
Using task configuration, it is possible to add the task 'Upload Purchase Invoice' which will be manually configured. This task is added to the Purchase Invoice workflow to ensure the required document is associated to the Bill.
When a purchase invoice is created, the task is automatically added to the workflow. To manually upload the document, click the icon and the user is redirected to the 'Upload' window.
Once the invoice is uploaded, Qargo Intelligence will scan the document and generate a summary.
