In this video, we’ll be looking at how to create job related invoices.

The concept and workings of

creating an invoice is similar across the various Operations modules. For our example, we’ll be
working with an existing shipment in the Forwarding module. To enter revenue and costs related to
this job, click on the Billing tab. From here, first check the job header details. Information such as
local client and overseas agents populates from the operational job. Make sure that the job header
branch and department is correct as this impacts your reporting. Foreign currencies and exchange
rates applicable to this job displays here. Note that the information displayed on the job header may
differ depending on the Operations module you’re using. Charges are entered in the main grid below.
The grids are divided into three sections, Details, Cost, and Revenue. As you move between each of
these sections, an associated tab will display additional fields at the bottom of the screen. We’ll
suggest that you customize the columns to display the relevant information. To do this, click on this
down arrow at the top of the grid. There are different methods you can enter the charges. The first
method is through autorating. Before using this feature, the Sell or Cost rates must be entered in the
Tariffs and Rates module. To autorate, click on the Job Invoicing menu. Then select the appropriate
option available. You can then click on the Revenue Rate Audit tab to determine which rates were
used. Another method is to use the Quick Calculator. To do this, first enter the charge code in the
next line. Then highlight the line, right click, and select Quick Calculate. You can also enter the
charges manually. First, click on the next available line in the grid. Then, enter the charge code if
known. Alternatively, click on the Search tile to locate it. We’ll use the Description filter to search
for the charge. Highlight the required charge code, then click on the OK button to return the result.
The selected Code and Description populate. Next, move across the columns. Make sure that the line
branch and department are correct. You’ll get an error if you’re not allowed to use a selected
department for the charge code. Move to the Revenue section. First, enter the amount that you’re
billing the client. Change the currency code if required. Note that if a foreign currency amount is
entered, the local amount is calculated based on the exchange rate displayed in this section. You’ll
notice that the Debtor field populates. The system pulls this from the Local Client, or the Overseas
Agent field where applicable. The selected debtor must be set as Accounts Receivables in the
Organization record. You can override the debtor if required. You may want to take note of this
Invoice Type field. This affects the type and number of invoices to be generated. Also, note that the
estimated cost may populate based on your system configuration. Repeat the same steps for any
other charges. Click on the Save button to process the changes. To preview the invoice, click on the
Job Invoicing menu, then select Preview Invoices. In this window, select the invoice. You may
choose to Preview and Deliver, or simply Preview the invoice on screen. We’ll click on the Preview
Only button. This displays the pro-forma invoice. Click on the Close button to return to the job.
When you’re ready, click on the Job Invoicing menu to post the invoice. You’ll see that there are
several posting options available. We’ll select Post All Revenue Charges. Click on the Yes button to
print the invoice. From within the Deliver Documents window, select your preferred delivery
method. Then click on the Deliver button to proceed. Now, you’ll notice that the charges in the grid
have been greyed out. This indicates that that invoice has been posted. The Posted – Revenue box is
also ticked.