Settings e2cargo

Invoices

One of the main drivers for us to develop this software was invoicing. There is no simple web logistics invoicing software out there for small businesses. e2cargo have designed the program, that by selecting a button the relevant data from the Shipment order will be transferred into a basic invoice format, which then only requires a small amount of final entry before emailing to the relevant recipient.

When a shipment is complete and the freight calculation is done the status of the workflow of the shipment is Calculated. e2cargo have designed the program, so that information and pricing can be taken from a shipment order and an Invoice is automatically created. This can be done once the shipment order shows as Calculated.

To view Invoices in ascending/descending order:

Locate and click on the words Invoice No. This will display all Invoices in ascending/descending order.

e2cargo have added within the Invoice Management view an additional field called Status. This will clearly show you at a glance the status of the Invoice e.g Reverse, Cancelled, Printed.

To create an invoice from a shipment order

Using the mouse click on the relevant Shipment entry row. The Shipment Entry will then be displayed on the screen in Edit mode. You will see that the workflow in the Shipment Management View is showing Calculated.
Using the mouse locate and click on the Create Invoice button. You will see that the workflow in the Shipment Management View is now showing
Using the mouse locate and click on the View Invoice button.

Your Shipment Order data has now been transferred into an Invoice and a draft Invoice number generated and displayed on the Invoice View Management screen e.g Invoice DRAFT_39.

To complete invoice data entry

The Invoice View Management screen will show you a brief key data summary of active invoices. Also displayed in the view will be the corresponding Shipment Order.

Below the invoice summary rows will be the main Invoice section, showing you the details that have been transferred from the shipment order and other fields which may require you to enter data.

Invoice Header Information

The data populated and showing in the Invoice Header is mainly taken from the Shipment Order.

Invoice To	Will display the address of the invoice recipient, which is the freight payer from the shipment order.
VAT No	VAT regulations state that you are required to insert the VAT number of the consignee for e2cargo to calculate the correct VAT. The VAT number if populated within the Master Data Address Book will be displayed in the VAT No box. If no VAT number is displayed then you will need to insert this manually.
Company No	The Company No of the freightpayer if populated within the Master Data Address Book will be displayed. If no Company No is displayed you can if you wish enter this manually.
Invoice No	The Invoice No is created by e2cargo automatically and provides the prefix/suffix you have set in the Number Settings. We ensure that you have no gaps with invoice numbering, as the program does not allow the deletion of invoices. If an invoice requires deletion then you will have to "Reverse" the invoice.
Invoice Date	Initially pre-loaded with the date that the invoice was created. If the invoice date needs to be changed this can be changed manually.
Invoice Cur	This will display the currency in which the invoice will be created.
Exchange Rate	This will display the exchange rate from your base currency to your invoice currency.
Shipment No	Shipment No is the shipment order that you have had this invoice created from.
Ref,Ext,Your.Ref	Ref,Ext & Your Ref are taken from the shipment order. You can if you wish change this manually.

Invoice Items

This section displays all the rating lines from the freight calculation of the shipment entry. Each rate line will become an invoice item line. The description field will be used as invoice line text. The original rate amount and currency is shown and the final amount column figure is calculated to the Clients base currency. Note - Invoice items cannot be changed.

NET/VAT/Gross Amount

e2cargo have developed and design this area based on VAT Regulations 2010. These field can be changed/overwritten, but e2cargo will be unable to ensure that the VAT is correctly calculated.

The following fields will be displayed under NET/VAT/Gross Amount

VAT Type	Dependant on your shipment details e2cargo automatically will default the VAT Type. If you wish to change this, then using the mouse click on the arrow to select from the drop down list choice.
Place of Supply	Freight transportation and related services fall under the general rule when supplied to customers "in business". From 1 January 2010 the general rule is that the place of supply of services to a person who is in business is the place where the customer belongs from the purposes of receiving your supply. It does not matter where the goods are being transported, moved from or to, or where any related service physically takes place.
Net Amount	The total of all invoice items will be displayed in the Net Amount box.
Vat%	The appropriate VAT % will be displayed in the VAT % box.
VAT Amount	Net Amount x VAT % = VAT Amount
Gross Amount	Displays the e2cargo calculated amount and VAT which will be printed on the invoice.
VAT Info	This field is blank for one time information to be added if so wished to show on the invoice, e.g Port free trading zone.

Additional Info

e2cargo have provided a box which has been left blank for you to add any additional information that you wish shown on the Invoice.

Once all the additional fields have been entered, using the mouse click on the Save button which is located at the bottom right-hand side of the screen.

To Edit an Invoice

As long as the invoice is not Accept and Printed changes can be made. However the changes must be done in the shipment order.

Using the mouse, locate and click on the relevant Shipment in the Shipment Management View. The Shipment Entry will then be displayed in Edit mode. You will see that the workflow in the Edit Shipment Management view is showing Invoice Created.
Make the necessary changes, entries.
When all changes, additions have been made, using the mouse locate and click on the View Invoice button.

To Preview Draft Invoice

Once you have saved your Invoice, e2cargo have provided the facility to be able to Preview the Draft Invoice before acceptance and final printing.

Selecting the Print Preview button located at the bottom far left hand side of the screen will show you an image of your draft invoice ready for printing.
To exit from the Print Preview screen, locate and select the Back button.

To Accept and Print a Invoice

When you are happy with the Invoice, using the mouse click on the Accept and Print button located at the bottom left hand side of the screen.

As soon as you click on the Accept and Print button, the draft invoice number will be changed to a live invoice number. At the same time e2cargo will disable all fields in the shipment application, preventing any further changes being made.

The Invoice Viewer menu is displayed. This allows you to print by selecting the print icon.

Select the Print Icon button to print the Quote. This is located next to the the two green arrows on the bar above the Company Name.

To Export an Invoice

You may wish to export the invoice into a different format for use later in another system or filing.

On the Print Invoice menu bar, locate the field Export to the Selected Format, click on the arrow and select from the drop down list.
Using the mouse click on the Export button. A File Download dialogue box will be displayed.
Select the Save button, and specify where you want the Invoice to be saved.

To Email an Invoice

If you wish to email the Invoice to the Customer please follow the steps below.

Using the mouse, locate and click on the Send by mail button. A Send Mail box will be displayed above the Invoice View Bar.
Mail To will be defaulted with the email address of the Sender. You have the option to change this.
Subject will display the Invoice No.
Mail Text will display the text you entered in the Report Settings. You have the option to change this text.
Select the Send button. A message will be displayed towards the top of the screen Mail successfully sent.

Reverse Invoice

You are only able to Reverse an Invoice once this has been printed. To cancel an invoice you have to select the appropriate invoice in the grid on the top of the Invoice screen.

Using the mouse click on the relevant Invoice entry row. The Invoice will then be displayed on the bottom half of the screen.
Using the mouse, click on the Reverse Invoice button located at the bottom left-hand side of the screen. A confirmation box will be displayed, select the OK button.

e2cargo automatically creates a reverse transaction, which is a copy of the original invoice with reversed amount. The status of the shipment is then shown on the Workflow as calculated and a new invoice can be created.

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