eCargo automates the process of reconciling freight invoices using actual freight movements, agreed freight rates and allowed variances. It provides a clear business process to manage exceptions.
Alternatively you can use eCargo to issue buyer created invoices at the click of a button for self billing, removing the need to reconcile supplier invoices at all. The following diagram provides an overview of how the invoicing process works.
Once your completed consignments and agreed freight rates are loaded into eCargo creating an invoice is a straight forward process.
1. Navigate to your Invoice Dashboard page to view consignment charges awaiting to be invoiced.
The Invoice Dashboard page displays all consignment charges (invoice lines) which have not yet been invoiced. From here you can click on either the Customer side charges or the Supplier side costs to start the invoicing process.
2. Select the supplier to be invoiced
In the example above we can tick the supplier, Demo Linehaul Carrier, and generate a buyer created invoice to them by selecting the Create Invoice button.
The same process can be followed for the customer invoices.
Tip: You can either invoice all consignments that are ready or you can drill down further and select individual consignments by clicking on the Supplier or Customer name. This will display a list of consignments from which you can select to be invoiced.
3. Approve invoices
Once the invoice has been created it will sit in the Awaiting Approval status. From here you can:
- View the invoice PDF document
- Export the invoice and it's invoice lines to a CSV file
- Void the invoice, returning the consignments to a 'ready to be invoiced' state
- View the full invoice details and lines
- Approve the invoice
Approving the invoice will change the status of the invoice to Approved and email the invoice PDF (and CSV if that option is selected) to the customer, as per the customer settings under My Customers.
Export an Invoice
Any invoice in eCargo can be exported into a CSV file format for viewing in applications such as Microsoft Excel.
To export a single invoice select the invoice from the Invoice Summary screen, then click the Export button in the Invoice Details screen.
To export multiple invoices select the desired invoices from the Invoice Summary screen using the tick boxes down the left side of the invoice list, then click the Export button at the top of the invoice list.
Tip: You can select multiple invoices on multiple pages to update or export. Select the invoices on page 1, click the next page arrow at the bottom of the invoice list. Continue until all desired invoices are selected, then click the Export invoice button to export all selected invoices.