Approving and Invoicing
Approving a Job
When a job has been either delivered, cancelled or aborted it is ready to approve and invoice. This still applies to movements where the customer is not going to be charged. Before being invoiced the job needs to be approved and have any expenses associated with the movement added, for a job done on handheld the expenses will have automatically come through, but will still need approval. To approve the job and its expenses you must open the job, from either 'delivered jobs', 'cancelled jobs' or aborted jobs' and scroll down to the actions box and select 'edit expenses/approve'. Once this is done you will be presented with the table seen below.
If the job has been done on a handheld then the expenses claimed by the driver will be automatically marked in the left hand column. If the job has been updated manually on the system then the details in the left hand column will reflect any information put on the vehicles before they are marked as delivered. Any expenses that are being claimed in the left hand column by the driver or any extra costs which need to be added and passed on to the customer must be filled into the right hand column at this stage. If you are still awaiting confirmation of the total expenses on a job then select 'save expenses only'. Once the total amount of expenses has been added to the job and the right hand column has all expenses which will be invoiced to the customer select 'save expenses and approve'.
After selecting 'save expenses and approve' you will be taken to the approval screen. At the bottom left of the page if any expenses have been added after the delivery they will appear in red, please ensure that these costs are correct as they will be added to the customers cost.
If the expenses in red are not to invoiced to the customer then select edit expenses in the actions box and adjust the price accordingly. You will also have the option to 'split £ across vehicles', this is intended for multi-car loads where different vehicles within the load can be priced at different rates, but the total cost will remain the same. Once you have filled in all the job order numbers and invoice numbers and are satisfied with the costing of vehicles and expenses you can select 'approve'. After a job has been approved it is no longer editable so ensure all details are checked before approving.
Invoicing a Job
When all expenses and vehicle prices have been approved the job can be invoiced and the invoice can be exported. To invoice a movement that has been approved, you will need to locate it from 'movements' - 'invoicing' - 'approved jobs'. Select the jobs to be invoiced from the list and then click 'select action' and 'invoice selected jobs'.
This will send the job/s to 'movements' - 'invoicing' - 'invoiced jobs', here once the job has a green tick next to it you will be able to click 'download' which will open the csv. file of the invoice.
