eCargo provides the ability for you to create invoices to a business other than the owner of the consignments. This is particularly useful for Logistics Providers who have customers with multiple dispatch sites but want one invoice to the parent business.
ABC Limited has two dispatch locations, ABC Auckland and ABC Christchurch. While the consignments are created and dispatched by each of these sites their accounts payable is processed at head office. ABC have requested that all freight invoices are addressed to ABC Limited.
Step 1 - Setup the 'Invoice To' relationship
The first step is to setup the invoice to relationship between the Christchurch and Auckland sites with the parent ABC Limited business. If the ABC Limited business does not exist then create it as a customer.
Currently the setup of the invoice to relationship must be performed by eCargo Support. Please submit a helpdesk call providing the necessary details.
Step 2 - Determine if single or multiple invoices
Now that the invoice to relationship has been setup we need to determine if ABC would like a single invoice containing both site's consignments, or a separate invoice for each site's consignments.
If a single invoice then you just need to check that both sites use the same rate table. Check in the customer's attributes that the rate table name is the same for both. Also check in the Rate Tables page that both sites use the same rate table (by selecting the two sites in the Customer list the rate table list should only show one rate table name), eg ABCLimited.
If multiple invoices are required then each site requires their own rate table. Alter the rate table name attribute for each site, eg ABCAuckland and ABCChristchurch and import the new rates using the correct rate table names. Check these rate tables have been setup correctly as above, you should see two rate tables names in the list.
This will work if the sites create their own jobs or if the head office creates jobs on behalf of the sites. It won't work if one site creates all jobs, including for the other sites.
Step 3 - Create Invoices
When viewing Invoice Dashboard page you should now see the following:
- For single invoicing: One line for the rate table name, eg ABCLimited.
- For multiple invoicing: Multiple lines for each of the rate tables setup, eg ABCAuckland and ABCChristchurch.
Select the rate tables(s) and create invoice, the resulting invoice(s) will all be invoiced to ABC Limited.