Your account can be set up to allow you to import and reconcile freight invoices in eCargo Web. This makes it easier to check for any differences between charges in eCargo, and invoices from carriers.
Most users will use eCargo to generate invoices, but if you want to import invoices we can give you this functionality when your account is set up.
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Once a freight job has been completed and you have received a freight invoice from the carrier, you can import and reconcile the invoice.
Importing an invoice
In the Invoices section of eCargo Web, navigate to Import an Invoice or Pre-Invoice.
Select the Carrier, Format, and Invoice Date, then Choose file to select the invoice to be uploaded. Your invoice needs to be a CSV file - the eCargo team will have provided more details on how to format the file when your account was set up.
Note: If Format only has 'NULL_STRING' available, this means you are not set up to import invoices. If you believe you should be able to import invoices, please contact eCargo Support.
Once you've selected Upload, the system will upload and reconcile your invoice, then send you an email to let you know that this is done (this may take a few minutes).
Reconciling an invoice
Once the eCargo system has processed your uploaded invoice, it will be available in Invoice Summary in the Invoices section of eCargo Web.
Clicking on the invoice takes you to the Invoice Details screen, where you can see each line of the invoice. If an invoice line is red, it couldn't be reconciled - the imported invoice and eCargo charges are different and you will need to reconcile the line manually.
Note: 'Reconciled - Variance acceptable' means that the charge was within the allowed variance. This variance allows for differences such as rounding - see Allowed variance for more information.
To reconcile a line, click on it and use the Change Status option - you can select either:
- 'Reconciled – Manually Overridden' (the charge is ok), or
- 'Credit/POD Requested' (you want to query the charge) - you then need to contact the carrier.
Once there are no red lines remaining, you can select the Approve button to approve the invoice (see 'Approving or voiding an invoice' in Creating an invoice).
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