How do I create a Receivables Invoice on a

job?

The video shows you how to create a job-related receivables invoice using the Billing tab of an
operational record.

Complete the activities in this workbook to develop fluency in this topic.

Before you start this learning unit, you should already know:

• 1ACC126 – how to open the Job Invoicing record

• 1ACC094 – the purpose of Job Statuses under the Billing tab
• 1ACC139 – how to invoice the same AR Organization with a different office address and
contact
• 1COR020 – how to deliver documents
• 1ACC070 – how to reprint your invoice
• 1ACC046 – how to credit or reverse a Receivables Invoice
• 1ACC206 – how to use the Sell Reference field for customers that Self-Bill.

Activity One
Create, preview and post a receivables invoice for an existing Shipment record.

In our example, we logged in under a US company, therefore the debtor and local currency
details are specific to the US, but you may wish to change these if you are operating under a
different country.

Create a receivables invoice

1. Go to Operate > Forwarding > Forwarding > Shipments.
2. Use the search filters to locate an existing shipment with a consol attached.
3. Highlight the required record and click on the Edit button.
4. In the Edit Shipment window, click on the Billing > Invoicing tab.
5. Within the Job Header details, enter/review:
a. Local Client
b. Branch

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 c. Department

Job header vs. transaction line branch/department: The job header branch/department
can be different to your transaction branch/department. The significance of each, within
reports, is explained in 1ACC188.

The job header branch and department will automatically populate. For more information,
refer to 1ACC099 and 1ACC100.

6. Move down to the Charge Lines grid and enter:

a. Charge Code
b. Description
c. Sell Currency
d. OS Sell Amount
e. Debtor
f. Invoice Type

Entering charge lines: There are several different ways to enter charges. These include:

• Manual entry into the charge line.

• AutoRating using Company Tariffs - 1RAT024, Client Rates - 1RAT119, and Costings -
1RAT053.
• Using the Quick Calculator - 1ACC117.
• Using the Standard Calculator - press F4 in a Number field.
• Using a Margin/Disbursement Type Charge Code - 1ACC101.

Customize Columns: Within the grid, right-click and select Customize Columns. For these
activities, it’s recommended you add Invoice Type, and remove Estimated Cost and
Estimated Revenue.

7. Click into the subsequent grid line and add any additional charges.
8. Click on the Job Invoicing menu and select Autorate Revenue.
9. Confirm the applied rate lines using the Revenue Rate Audit tabs.
10. Click on the Save button.

Supplementary invoices: You can continue to create any supplementary invoices on this job
by clicking on the next line and then posting when ready.

Preview and post the invoice

11. Click on the Job Invoicing menu and select Preview Invoices.

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12. In the Preview All Transactions window, click on the Preview Only button.
13. Review your proforma invoice and click on the Close button.
14. Click on the Job Invoicing menu and select Post All Revenue Charges.
15. In the Print AR Invoice system prompt, click on the Yes button.
16. In the Deliver Document window, click on the Deliver button
17. Click on the Close button.

Invoice configuration: You can choose to include additional information such as tax
registration, container numbers, operator’s name and work phone number on the invoice via
your System Registry, under: Accounting > Receivable Defaults > Form Configuration >
Invoice.

Invoice and post dates can be back-dated if require, refer to 1ACC146 for more information.

Activity Two
Copy the shipment from Activity One and add a cartage charge, then post and deliver your
invoice.

Copy the shipment and add a cartage charge

1. Go to Operate > Forwarding > Forwarding > Shipments.
2. Use the search filters to locate the shipment from Activity One.
3. Highlight the required record, right-click select Copy > Copy.
4. In the New Shipment window, under the Basic Registration tab, enter:
a. Packs
5. Click on the Billing > Invoicing tab.
6. Move down to the Charges grid and enter/confirm:
a. Charge Code: CART – Cartage
b. Description: Cartage to CFS
c. Branch
d. Department
e. Sell Currency

Default charge code list: The system can populate the Charges grid with a set list of charge
codes per department. No amounts will be updated in the Cost and/or Sell fields. If you wish
to have amounts populate you will need to autorate.

7. Highlight the Charge Line, right-click and select Quick Calculate .

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8. Then, enter:
a. Measurement Basis
b. Update Sell: tick
c. Rate
9. Click on the OK button.
10. Review that the Overseas Sell Amount now includes the calculated charge.
11. Returning to the Charges grid, enter:
a. Debtor
b. Inv. Type: FIN – Final Invoice
12. Click on the Save button.

Local client vs. overseas agent: Both fields are used when forwarding shipments. When
entering a charge line, the system will determine the correct debtor depending on the
incoterm and the charge code will be used. For more information, see 1ACC056.

Post and deliver the invoice

13. Click on the Job Invoicing menu and select Post All Revenue Charges.
14. In the confirmation prompt, click on the Yes button.
15. In the Print AR Invoice system prompt, click on the Yes button.
16. In the Deliver Documents window click on the Deliver button.

Split invoices: If an invoice has charges which fill more than one page, you can configure the
system to create separate invoices for each page of charges. Refer to 1ACC256 for more
information.

Activity Three
Post multiple shipments in bulk via the shipments search grid, then confirm the posting.

Bulk posting security restrictions can be set against an individual User, or Group under:
Operations > Forwarding > Shipments > Billing > Bulk Job Billing Actions.

1. Go to Operate > Forwarding > Forwarding > Shipments.

2. Use the search filters to locate shipments with outstanding WIPs:
a. Invoice Status: WRK – Working
b. Click on the Find button.
3. Select the shipments to be included in the bulk.

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4. Click on the Actions menu and select Post > Post All Revenue Charges.
5. In the Shipments Posting system prompt, click on the Yes button.
6. In the Shipments Batch Posting window, review the posting progress and errors (if present).

Any error messages for shipments that were omitted from the bulk post need to be resolved
individually.

7. In the system prompt, click on the Yes button.

8. When the batch posting has finalized, click on the Close button.
9. Returning to the Shipments search screen, highlight a shipment just posted and click on the
Edit button.
10. In the Edit Shipment window, click on the Billing > Invoicing tab.
11. Confirm the charge lines are greyed out with a tick in the Posted box, meaning your revenue
charges have been posted.
12. Click on the AR Invoices tab and review the populated invoice.

The System Registry can be configured to enable the View Data Version logs function. This
can be configured under: Accounting > Job Invoicing > Job Charge Data Version
Autologging. This allows you to review who created a charge line by highlighting the charge
line, right-clicking and selecting View Data Version Logs.

Bulk posting revenue on multiple shipments within a Consolidation record: Outstanding

revenue and costs on ALL shipments attached to a Consolidation record can be posted. To
do this, access your consol’s Job Invoicing menu and select Post Whole Consol.

Additionally, go to Operate > Forwarding > Forwarding > Consolidations and select multiple
Consolidation records within the search grid. Then, using the Actions menu, select Post >
Post Whole Consol to Bulk Post all outstanding WIPs and Accruals on ALL consols
selected.

For information on taking up subsidiary ledger transactions into the general ledger, please
refer to 1ACC075.

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Appendix A
Understanding Invoice Types

The Invoice Type field is significant in determining the type of Invoice you will generate. If you are
unable to see this field in the grid, you can click on the Revenue tab for each charge line or
customize your columns to include it.

Invoice type Description

Standard Invoice A local currency Invoice with standard invoice terms.

Foreign Currency Invoice Invoice in the nominated currency under the Sell Currency column.

Used typically for customs duties and taxes where the invoice
Disbursement Invoice terms may be different.

Periodic Invoice Combines the charges from many jobs into one invoice.

Support: Press the F1 key from anywhere within CargoWise to raise an eRequest.

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