Table of Contents

Invoicing - Collection Process

The collection process is the first step in the Invoicing workflow. It gathers billable transactions from various sources into the Invoicing Journal for further processing.

Collection Methods

Automatic Collection

The system can automatically collect entries based on scheduled tasks:

  1. Click on the search icon (🔍) in the top-right corner, or press Alt+Q to open the "Tell me" search feature
  2. Type "Invoicing Journal" in the search box
  3. Select "Invoicing Journal" from the search results
  4. Click on the "Collect Entries" button in the ribbon
  5. A filter page will appear where you can:
    • Apply specific filters (by source, customer, date range, etc.)
    • Or leave all filters empty to collect all available entries
  6. Click "OK" to start the collection process
  7. The system will collect all entries matching your filter criteria and add them to the journal

Scheduled Collection

Note: We are currently developing functionality to automate this flow through scheduled collection of entries. This upcoming feature will allow you to configure parameters and filters for automatic collection that will be executed by a job queue. This enhancement will enable regular, hands-free collection of billable entries according to your specified criteria, further streamlining the Invoicing process.

Adding Manual Journal Lines

Users can also manually add lines directly to the Invoicing Journal:

  1. Click on the search icon (🔍) in the top-right corner, or press Alt+Q to open the "Tell me" search feature
  2. Type "Invoicing Journal" in the search box
  3. Select "Invoicing Journal" from the search results
  4. In the journal, click on a new line to begin creating an entry
  5. Select the appropriate source (WMS, TMS, Customs) for the manual line
  6. Fill in all required fields:
    • Customer
    • Service
    • Quantity
    • Unit price
    • Description
    • Any other relevant information
  7. Continue adding lines as needed
  8. These manual journal lines will be processed alongside collected entries when invoices are generated

Collection Sources

WMS Source

Collects billable activities from the Warehouse Management System, including:

  • Storage fees
  • Handling charges
  • Labor operations
  • Value-added services

TMS Source

Collects billable activities from the Transportation Management System, including:

  • Freight charges
  • Fuel surcharges
  • Driver services
  • Routing fees

Customs Source

Collects billable activities from the Customs Management module, including:

  • Declaration fees
  • Documentation charges
  • Inspection costs
  • Duty payments

Other Sources

Additional sources may be available depending on your implementation, including:

  • Agreement-based charges
  • Subscription fees
  • Third-party service charges

Collection Parameters

When collecting entries, you can control various parameters:

Date Filters

  • Posting Date: Determines the financial posting date of collected entries
  • Document Date: Controls the document date shown on invoices

Customer Selection

  • Filter by specific customers
  • Filter by customer groups or categories

After Collection

Once entries are collected:

  1. They appear in the Invoicing Journal
  2. Each entry contains a reference to its source document
  3. Entries can be reviewed, modified, or rejected
  4. Entries are ready for further processing according to your workflow

Troubleshooting Collection Issues

If entries are not collecting as expected:

  • Verify the source document is properly marked for collection
  • Check that the customer is properly configured in the source document
  • Ensure date filters are set correctly
  • Confirm user has permissions for both source and target modules
  • Check for any validation errors in the source document

Next Steps

After collection is complete, proceed to:

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