Transport Invoicing

  Financials

Transport Invoicing

The Transport Invoicing option opens a desk top which gives you access to five options as is shown below.

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Invoice Processing Allows you to create an invoice for completed work.

Invoice Enquiry Allows you to enquire on invoices and export the invoice details to Xero.

Credit Enquiry Allows you to enquire on credits and export the credit details to Xero.

Receipts Allows you to enter customer receipt details and to allocate payments against invoices and jobs.

BCTI Processing Enables the preparation of Buyer Created Tax Invoices for sub-contractors.

BCTI Enquiry Allows you to enquire on Buyer Created Tax Invoices and to export the details to Xero.

Invoice Processing

The invoice process completes the processing cycle for a job. The process involves firstly searching for the jobs you wish to feature in the invoice run. The screen below is the standard search for jobs to invoice. It will return all jobs that have been completed and rated but not yet invoiced.

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You can chose to narrow down the search further by using the date range or Customer characteristics.

Customer Code Allows you to invoice customers singularly.

Invoice Group Allows you to invoice a select group of customers only. In our example we will be invoicing a group of customers who receive their invoices by email.

You can also use the revenue filters to carry out specific types of invoice runs. Some options on how this can be used are;

Default Setting 0 to 9999999 This will produce an invoice for all jobs with a price of zero upwards so will include zero rated work.

Exclude Zero Rated Change to 0.01 to 99999999

Include Credits on Invoice Change to -9999999 to 9999999

Have a separate credit run           Change to -9999999 to 0

You must now select which jobs you wish to invoice. This is done by ticking the top select box which will select all jobs I the search. Alternatively you can select individual jobs.

Once selected you can initiate the invoicing by clicking the Invoice button. This will result in a batch of invoices being created with the batch number being displayed and the invoiced jobs being removed from the screen.

The invoice process is now completed. To print or email invoices you must use the Invoice Enquiry facility.

Invoice Enquiry

The Invoice Enquiry facility enables the viewing and distribution of invoice data. The specific functions described in this section are;

  • Enquiry
  • Printing
  • Emailing
  • Export to Financials

The search displays one line for every invoice that meets the search criteria.

The standard search criteria is for all invoices that have not been fully paid, have not been exported to Xero. It is also narrowed down to values of 0 or greater, therefore excluding credit notes. This can be altered by the user to suit your needs.

This can be narrowed down by use of customer code or grouping. Also specific invoice batches or invoices.

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It is suggested that you develop the habit of using the batch number as this represents an invoicing run.

Enquiry

The search displays a line for each invoice returned by the search. The line shows invoice total data. You can view the details of the jobs that feature on the invoice by clicking on the blue button to the right of the line. This enables you to view all jobs that feature on the invoice as shown below.

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Printing

The printing of invoices is initiated through the button labelled Print Selected Invoices.

As indicated, this button requires you to select the invoices you wish to print using the tick boxes on the left. The print process creates one pdf file containing all selected invoices. This can then be printed using standard desktop functionality.

E Mailing

Invoices can be emailed directly to customers by clicking on the button labelled Email All Invoices.

No selection is required. All invoices returned by the search will be emailed. The email address is taken from the Customer record being the field labelled Invoice Email.

Export to Financials

Invoice data can be exported to the financial system by clicking on the button labelled Xero Export of Selection.

As indicated this button requires you to select the invoices you wish to export using the tick boxes on the left. A csv file is created with the invoice details which must be saved to a folder on your system. To import this into your financial system you must use the browse function to select the csv file.

 

Receipts

The receipting process allows you to allocate customer payments either at Job or Invoice level. This is not a mandatory process but is provided to enable reporting on unpaid jobs and other such requirements to be enabled.

The search shows historical receipts that have been processed. This allows you to view history as required. To process a new receipt click the Add New button.

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The initial entry is of header details as shown above. The receipt amount is the total amount paid (ie: inclusive of GST).

The next step is to select the invoices you wish to allocate the payment to. To do this click on the blue + button to the right of the Invoices box. This will open an invoice line as shown below.

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By clicking on the green search button you will open a search which will display all invoices for that customer that have not been fully paid. An example is shown below.

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Use the tick boxes on the left to select the invoices you require. When you have ticked all required invoices click on the Select button. This will result in all required invoices being loaded against the receipt. As part of this process the system has calculated two fields which will be used to validate the receipt.

Previously Paid This is the total amount that has previously been receipted against the selected invoices. In our example this is zero.

Amount Paid This is the total amount that should be allocated against the selected invoices once the allocation has been completed. It is calculated as the sum of the Receipt Amount and the Previously Paid figure. In the example below the system expects the Amount Paid against the invoice selected to be $115.00 once the allocation has been completed.

You can now commence the allocation process.

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You can now commence the allocation process. This is carried out for each invoice by clicking on the blue edit button which will open the invoice for allocation as shown below.

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From this point you can do one of two things.

  1. Mark the invoice as having been fully paid. This is done by ticking the box labelled Fully Paid. If you select this option all jobs on that invoice will be marked as fully paid by the system upon saving the invoice.
  2. Allocate amounts to individual jobs within the invoice. To do this click on the blue edit button alongside the job you wish to allocate the payment against. This will open up the job in a window as shown below. You may at this point tick the job as having been fully paid or alternatively enter the amount to allocate if the job has only been partially paid.

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Exclusive Values

The values recorded against a job are exclusive of GST. Hence the payment amount to be entered must also be exclusive. In our example we have entered $100.00 as the payment which is the exclusive value of the total payment, being $115.00.

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Upon saving the invoice the Amount Paid against that invoice is calculated, this being an inclusive amount. The sum of the amount paid figures against the invoices must equal the Amount Paid figure in the header. If it does not an error message will be displayed when saving the receipt.

BCTI Processing

The BCTI (Buyer Created Tax Invoice) process completes the processing cycle for a manifest. The process involves firstly searching for the manifests you wish to feature in the BCTI run. The screen below is the standard search for these manifests. It will return all manifests that have been completed and Costed but not yet featured in a BCTI run.

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You can chose to narrow down the search further by using the date range or Manifest characteristics.

You must now select which manifests you wish to invoice. This is done by ticking the top select box which will select all manifests in the search. Alternatively you can select individual manifests.

Once selected you can initiate the BCTI run by clicking the BCTI button. This will result in a batch of buyer created tax invoices being created with the batch number being displayed and the BCTI’d manifests being removed from the screen.

The BCTI process is now completed. To print or email invoices you must use the BCTI Enquiry facility.

BCTI Enquiry

The BCTI Enquiry facility enables the viewing and distribution of BCTI data. The specific functions described in this section are;

  • Enquiry
  • Printing
  • Export to Financials

The search displays one line for every BCTI that meets the search criteria. The standard search criteria is for all BCTI’s that have not been fully paid. This can be narrowed down by use of customer code or grouping. Also specific BCTI batches or BCTIs.

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It is suggested that you develop the habit of using the batch number as this represents a BCTI run.

Enquiry

The search displays a line for each BCTI returned by the search. The line shows BCTI total data. You can view the details of the jobs that feature on the BCTI by clicking on the blue button to the right of the line. This enables you to view all movements that feature on the BCTI as shown below.

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Printing

The printing of BCTI’s is initiated through the button labelled Print Selected BCTI. As indicated, this button requires you to select the BCTI’s you wish to print using the tick boxes on the left. The print process creates one pdf file containing all selected BCTI’s. This can then be printed using standard desktop functionality.

Export to Financials

BCTI data can be exported to the financial system by clicking on the button labelled Xero Export of Selection. As indicated this button requires you to select the BCTIs you wish to export using the tick boxes on the left. A csv file is created with the BCTI details which must be saved to a folder on your system. To import this into your financial system you must use the browse function to select the csv file.