Shipment Invoices/Credit Note

The Invoice section gives the sum of the income and disbursement amount incurred for the customer from the Actuals tab.

A sample is given below:

All the accounts which has and icon will be used in Invoice and Bill respectively.

Creating Invoice

Click on the 'Create New' button on the right side of the page to create an invoice for the customer. The following dialog box pops up:

  1. Select Invoice from the drop-down menu in Type.

  2. Select the customer name from Invoice To drop-down menu, it will list out all the customer's name linked in the Income and Disbursement accounts.

  3. Currency will automatically pick the currency mentioned in the workflow. If there is any alternate amount mentioned in the accounts, it will give you a drop-down to select the currency.

  4. Checkbox for add all un-invoiced accounts.

  5. Click on the 'Create' button.

Once the invoice is created it will be listed in the Invoices tab and by default the Invoice status will be in the draft.

The screen will be displayed:

Viewing Invoice

Click on the generated invoice. The following dialog box pops up:

    1. Date will display the invoice generated date.

    2. Currency will show you the currency which is used in the invoice. You can click on the Change option to change the currency.

    3. Created By displays the name of the user who has generated the invoice.

    4. Entity displays the Customer's name.

    5. Company displays the responsible company for the shipment.

    6. Approved By displays the name of the user who has approved the invoice.

    7. Credit Period displays the period allowed for credit.

    8. Due Date displays the due date for this invoice.

    9. Finalized By displays the name of the user who has finalized this invoice.

    10. Shipment Ref. displays the shipment number.

    11. Status displays the current status of the invoice. It can be a draft or Approved.

    12. Show Rate/Qty if set to 'YES' will display the details otherwise not.

    13. Pro-forma Count displays the number of Pro-forma created.

    14. Show Quantity Units if set to "NO" will not display the units otherwise will display it.

    15. Show SubTotals if set to "NO" will not display the subtotal otherwise will display it.

    16. Received displays the amount received.

    17. Outstanding displays the amount that is still pending.

    18. Select Action gives you the option to either Finalize the invoice or to create a Pro-Forma. You can generate multiple Pro-Forma.

    19. Click on Delete button if you want to delete the invoice. You cannot delete the invoice once it is finalized.

    20. Click on 'Add Pending' button if you want to add new accounts on the same invoice. You cannot 'Add Pending' account once the invoice is finalized.

Creating Credit Note

Click on the 'Create New' button on the right side of the page to create an invoice for the customer.

  1. Visit Actuals Tab and add account with negative(-) amount which you would like to include in Credit Note for a specific Entity Type (like Customer) and Entity Name (like Customer Name).

Switch to Invoice Tab and click on 'Create New' and following dialog box pops up, then choose Type as Credit Note, Entity Name, Currency and Click on Create.

  1. Select Credit Note from the drop-down menu in Type.

  2. Select the customer name from Invoice To drop-down menu, it will list out all the customer's name linked in the Income and Disbursement accounts.

  3. Currency will automatically pick the currency mentioned in the workflow. If there is any alternate amount mentioned in the accounts, it will give you a drop-down to select the currency.

  4. Click on the 'Create' button.

Once the credit note is created it will be listed in the Invoices tab and by default the Credit Note status will be in the draft as shown below:

Click on the Credit Note it will open the Credit Note Item Details. Now you can click on Pro-Forma or Approve to get the Credit Note file Generated and send it to desired email or to Entity as shown below.

In case the Credit Note template is not defined then first get it created in Admin > Form Definitions > For Finance Tab . For more details Form Definition or contact TrakIT Support.

To view the Credit Note file generated, you can switch to the Files Tab and click on preview icon as shown below

Canceling Invoices/Credit Note

Open the invoice/credit note. Click on the 'Cancel' button to Cancel the invoice/credit note from the shipment.