Summary
What is Auto-fill Booking Date on Purchase Invoices?
A configurable default that automatically prefills the Booking date field when a new purchase invoice is created from a trip.
The setting is found in Configuration → Organisation settings → Billing entity.
Why does it exist?
Previously, the booking date on purchase invoices always defaulted to the invoice date and required manual editing on every invoice. At high volumes this was not feasible.
How does it work?
A new Default Booking date (purchase invoices) setting is configured once at the tenant level. Qargo then prefills that date automatically on every new purchase invoice while keeping the field fully editable per invoice.
Prerequisites
The Booking date additional field must be active.
ENABLE it under Configuration → Additional Fields → Booking date. If the field is not active, the auto-fill setting has no effect.
Use Cases
Finance teams processing high volumes of purchase invoices per day - the configured default removes the need to manually update the booking date on every invoice.
Organisations that require purchase invoice booking dates to reflect the actual transport date (e.g. trip start or end) to ensure invoices land in the correct accounting period.
Terminology
Term | Definition |
Booking date | The date used to determine which accounting period an invoice is booked in when exported to accounting. See FAQ - What do the dates on the invoices list mean? for a full explanation. |
Billing proposal | A batch flow for creating multiple purchase invoices at once from the Trips to bill list. |
Finance & company configuration | Tenant-level configuration section found under Configuration → Organisation settings. |
Configuring the Default Booking Date
Setting up the default
NAVIGATE to Configuration → Organisation settings → Billing entity.
LOCATE the Default invoice booking date dropdown.
SELECT the preferred default:
Current date
Same as invoice date
First order start date
Last order end date
SAVE the setting.
🧰 The purchase invoice setting is independent from the existing Default Booking date dropdown for sales invoices. Both can be configured separately. The Earliest charge date and Latest charge date options are visible only for select tenants. Contact the Qargo Account Manager or support team to enquire about enabling them.
How Auto-fill Works in Invoice Creation Flows
Once the default is configured, the booking date is prefilled automatically in all purchase invoice creation flows. The field remains editable - the date can be changed per invoice before or after saving.
Single trip invoice
When creating a purchase invoice from Invoices → Trips to bill → Create purchase invoice, the booking date field is prefilled with the configured default.
Billing proposal
When creating a billing proposal via Invoices → Trips to bill → Create purchase invoice → Create billing proposal, the booking date is prefilled for all invoices in the batch.
Add to existing purchase invoice
When adding a trip to an existing purchase invoice via Add to existing purchase invoice, the same configured default applies.
‼️ The auto-fill default applies at creation time only. Existing purchase invoices are not retroactively updated, and the booking date on any individual invoice can still be changed manually at any point.
Auto-fill does not apply to the document scan/upload flow or Peppol import. In those flows, no trip is linked at creation time.
Troubleshooting
Issue | Resolution |
The Default Booking date (purchase invoices) setting is not visible | Confirm the Booking date additional field is enabled under Configuration → Additional Fields → Invoices. |
The booking date is not being prefilled on new invoices | Check that a default other than Same as invoice date is selected and that the Booking date additional field is active. |
The Earliest/Latest charge date options are not available | These options are only available for select tenants. Contact the Qargo Account Manager for more information. |
Booking date is not auto-filling on scanned or Peppol-imported invoices | Auto-fill is not supported in the document scan/upload flow or Peppol import. These flows do not link to a trip at creation time. |