Process Steps:
Step 1: Select Invoicing > Invoice List:
- After logging in, select Invoicing > Generate Invoices:
Step 2: Select Date Range
- Then select the date range (based on Invoice Date). You also have quick buttons for various time periods including LAST MONTH, THIS MONTH, TODAY if you prefer to utilise, then select the Invoice Type from the dropdown menu.
- Once you have applied the required filters, the grid to the right will display all invoices and their basic information such as Invoice Number, Customer Code, Total Amount. Double-click anywhere on the row item to view the same details.
Step 3: Invoice Details
- The following screen will display a grid that contains container numbers and any charges that are applicable within the criteria that you applied when you first generated the invoices from article How to generate Modal invoice. The Invoice Details screen will start in a Draft status form by default. Note: For M&R invoices, the estimate needs to be approved and all tasks to be completed before it can be invoiced
Step 4: Initiate Confirmation/Finalisation Process.
- From here you have several buttons to choose from and initiate the confirmation/finalization process. The availability of these buttons will change as the process flow continues. The process flow is as follows:
Draft (default) > CONFIRM > FINALISE.
Add New Charges
The grid to the right contains the following:
- DELETE DRAFT – This will delete the draft invoice.
- EDIT – Allows you to add details to the invoice.
- LINE-ITEM BULK REMOVE - Removes all line items from the entered container number/s. Just a bulk way of removing charges instead of doing it one by one. Simply add one or more container numbers within the pop-up screen to enable the SUBMIT button.
- CSV – Downloads a CSV file of all the row items within the grid.
- SEND PDF – Enables you to send a PDF version on your company letterhead to an email address through the pop-up window. The default email address will appear and then select OK.
- DOWNLOAD PDF - Downloads a PDF version to your PC.
- REGENERATE - Will re-run the generation process (How to generate Modal invoice) for the invoice that you are currently in
- CONFIRM – This confirms all details within the invoice and changes the status from Draft to Confirmed. Important to note, the DELETE DRAFT button will no longer be available once the CONFIRM button is selected. A new button will then appear, FINALISE.
- When the CONFIRM button is selected, you will be presented with a pop-up window where you may CONFIRM or CONFIRM AND SEND.
- CONFIRM AND SEND allows you to confirm the invoice and send the PDF to the appropriate email address. An email address will default as per the site config, or you may enter a different email.
- After the Invoice is sent out, a pop-up will display to enter the email address where to send the PDF file to, OK button becomes enabled once email address is provided.
The grid to the right contains the following:
- FINALISE – Will send the invoice to the depots accounting software. Important to note, the EDIT button will no longer be available once the FINALISE button is selected a new button will also appear, UN-FINALISE
- UN-FINALISE – If required, select this button to return the invoice back to Confirmed status. The EDIT button will re-appear. If the billing file has been generated, you cannot select UN-FINALISE and EDIT as the invoice has already been sent out to your financial system.
- EDIT – This will allow you to change the header details only, including Purchase Order, Notes, and Invoice Date
Step 5: Remove and Waive
- By selecting this
icon, you will be presented with two options:
- Remove and Waive, both these options will remove the charge from the PDF files.
1. Remove – This will remove the line item from the invoice and amend the charge back to an Available (ready to be invoiced) status on the container level. Once a charge has been generated, it changes from Available to Invoiced. A pop up will display to confirm the removal.
2. Waive – This will waive the charge from the invoice, but still display the row item in the grid. The main difference is the Waived column within the grid will change to a Yes as the cell value. If waive was selected by mistake, you may select the icon again and click Reapply which will reapply the charge. A pop up will display to provide reason for waiving the line item that OK button is enabled when reason is provided.
Additional references: