Agent Invoicing

Agent Invoicing

Invoice Reconciliation

A few things to note before starting is the Excel file of your invoice will need have the columns Consignment number and either Base Total or Grand total at a minimum
You can also add other fields like levies, taxes or Additional services.

Go to Finance>Agent (RCTI) Invoice Search or Finance>Customer Invoice Search.
If you are trying to compare your prices with the prices your customer has sent you, you will need to create a customer invoice.
If you are the customer and want to compare your prices with the prices your agent has sent you, you will need to create an agent invoice. 

Click on the Fresh Invoice button

Select the Customer/Agent from the drop down list and date for your invoice comparison, usually the date of the invoice your importing and select Create

Inside the invoice, click on the “Manual Add/Import” button as below


Drag your file into the Drop box or click and select the file from your computer, Note you do not need headers in the invoice file, the header row will display as an error if left in.

Once the file is uploaded click Next
You will be brought to a mapping screen
Map the fields required, only Consignment Number and Base or Grand total are required, however you can add others that are available

Once the upload is complete you will be given a summary of the discrepancies

Note: Any consignments not found/that don't exist in the system and have not imported-these will display under the System Events of the Additional tab from within the invoice itself. 

Those highlighted red alerts to difference in price imported compared to what was priced.
Those highlighted orange shows, the connote was pulled from the original invoice to this new one.
By clicking on a consignment that has a difference, on the right of the screen it will show you a summary as below

Here you can then either accept the imported price or ignore the imported price. If the price is Ignored, the system will not update and keep the existing system price.
Also at the top of the screen you can see the Imported Price vs the Calculated price for the whole invoice, the calculated price will take into account any prices that are accepted from the invoice import.

On the invoice listing page there is an Additional tab. If you click on that it will also display summary of any issues on import

After you have Approved or ignored any differences in the Invoice, all costs are updated and the invoice can now be approved as required




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