One of the most useful and valuable features in eCargo is the ability to import and reconcile your freight invoices. The process is simple:
- Load your agreed freight rates into eCargo
- Setup any fuel surcharges for each carrier in the Extra Charges page
- Enter your consignments and dispatch them
- eCargo calculates the freight cost based on your rates and consignment quantities
- Run real time freight cost accrual reports
- Upon receipt of your freight invoices from your carrier import them into eCargo
- eCargo reconciles each invoice line and it's charge with the consignment and calculated charge in eCargo
- Review the reconciliation summary, approve the exceptions then approve the invoice - or raise credit requests back to the carrier for overcharges
- Pay the invoice !
Importing an invoice
- Login to the eCargo website, go to the Import an Invoice page (user must be setup as an Accounts user to be able to import an invoice)
- Select the Carrier whose invoice you wish to reconcile and the appropriate invoice format.
- Select the Invoice Date
- Using the Browse button find the invoice file. The invoice file needs to be in a specific format and of type CSV. The eCargo team would have set you up initially with these invoice formats.
- Click Upload.
The system will then reconcile the invoice, which can take up to a few minutes, and will email you when complete.
Reconciling an invoice
- The invoice you loaded should be visible in the Awaiting Approval status in the Invoice Summary page.
- Click on the invoice, the Invoice Details page will open.
- Click on the invoice lines that are displayed in red. These are the lines that have failed reconciliation. The aim is to reconcile all these exception lines so you can then approve the invoice.
- Use the Change Status option for each line to either select Reconciled – Manually Overridden if the charge is ok, or Credit/POD Requested if you want to query the line. You’ll then need to contact the carrier.
- Once all lines are reconciled you can then click the Approve button and pay the invoice.
When reconciling invoice and calculated charges eCargo will apply an allowed variance, which is effectively a tolerance that caters for small differences between the calculated charge in eCargo and the invoiced charge from the carrier. These differences are usually caused by rounding differences and differing levels of decimal point accuracy in volumes.
The variance can be setup as either a dollar figure, for example $1, or a percentage value. If the invoiced charge is within the allowed variance the invoice line will reconcile with a status of Reconciled - Variance Acceptable.
A variance value can be setup for each carrier, customer and charge type combination. These values are maintained in the Variances page under the Invoices menu.
- Update multiple invoice lines at once by using the Update Status button on the top left or bottom left of the page.
- Export the invoice into Excel for more detailed analysis of the charges invoiced by the carrier vs what was calculated by eCargo, including volumes, weights and rates.
- To check rates go to the Rate Tables page.
- To view individual consignment details click on the consignment number, in bold, in the invoice lines list.
- Use the Accruals Report to view real time freight cost accruals.