How Does Qargo Handle Customer Data Updates for Invoices and Credit Notes?

In Qargo, customer data displayed on invoices and credit notes is determined at the time the document is created, not at the time of printing or generation. This means that updates made to customer details after a document is created will not automatically reflect on that document, even if it is reprinted or regenerated. Below is a detailed explanation and steps to address related issues.

Key Principles of Customer Data Usage in Qargo

Static Data at the Time of Document Creation: - Customer data, such as name and address, is pulled automatically from the customer file at the moment an invoice or credit note is created. - Any edits to the customer file after creation will not update existing documents. This applies whether a document is re-printed or re-generated later.

Frequently Asked Issues

Credit Notes:

Why Does My Credit Note Show an Old Customer Address?

Credit notes display customer addresses as recorded at the time of their creation. Updating the address in the customer profile after a credit note is created will have no impact on that specific credit note, regardless of when it is printed or generated.

Invoices:

Why Doesn’t an Invoice Reflect the Updated Customer Name?

For invoices, the customer name is also retrieved at the time of the document's creation. However, Qargo allows users to manually update this data on an already-created invoice through retriggering processes:

Ensure the Customer File Is Correct: Update the customer name in the relevant field of their profile.
Retrigger the Invoice: Follow these steps: - Delete the current invoicing group from the order. - Undo the "Ready to Invoice" task. - Re-trigger the "Ready to Invoice" task.

This will rebuild the invoicing group, causing the system to pull the updated customer data into the new invoice.

Best Practices for User Awareness

To ensure data accuracy:

Always verify customer details in their profile before creating invoices and credit notes.
If discrepancies are found in existing documents, use the troubleshooting steps outlined for invoices or reissue credit notes if necessary.

Understanding the 'Charges Are Outdated' Indicator in Qargo

What Is the 'Charges Are Outdated' Indicator?

The 'charges are outdated' indicator in Qargo is a system flag displayed on an order when the associated price list (e.g., rates, fuel surcharge, or other pricing elements) has been modified after the charges for the order were set. This means that the current charges on the order do not reflect the latest version of the relevant price list. The presence of this indicator does not serve as an error or warning but simply as informational.

When Should Action Be Taken?

In most cases, no action is required when you see the 'charges are outdated' notification, especially under the following conditions:

If the prices for the order were entered manually and do not depend on an active rate card or fuel surcharge.
If you have verified the charges and are confident they are accurate for the specific order.

The indicator's purpose is to inform you of potential differences due to updates in the pricing system rather than to demand manual recalculation.

Does Ignoring the Indicator Affect Invoicing?

No, disregarding the 'charges are outdated' indicator will not cause any issues during the invoicing process. You can proceed with invoicing the order as usual, even if the indicator is displayed. The system ensures that the invoicing process is unaffected by this informational flag.

Conclusion

The 'charges are outdated' indicator is a helpful tool designed to notify you of changes in the pricing list that may affect the order. However, its presence does not typically require action and will not interfere with invoicing. As such, whether or not to recalculate charges depends on whether you rely on an active pricing system for the order or have entered prices manually.

INVOICES - Troubleshooting data updates