Editing invoice lines

By clicking on a line item a small modal will be brought up, allowing you to edit the Document Line Text, Currency, VAT Rate and Invoice Party. Changing the currency will automatically fetch the latest exchange rate, and set it for the document line.

Assembling the invoice

Select the document lines you want and click the Assemble-button.

An assemble modal will open and some of the fields will be pre-filled. Make sure all mandatory fields (marked with *) are entered and click Confirm. The assembled invoice will open in a drawer.

When printing an assembled invoice the printout will be marked as a draft.

This list is showing all invoices with status Assembled, Ready For Posting, and Posted. Numerous filter-options are available, such as accounts receivable/payable, companies, voyages et cetera. These filters are persistent across all four tabs.

The Status filter allows you to filter on both Voyage and Invoice Status. By clicking on the More-filter, options for Port, Currency, Account, External Document No, Responsible Operator and Responsible Accountant can be selected.

Due to the extensive amount of data being displayed, some columns are hidden by default to prevent visual clutter. If you wish to see the following columns, you can turn them on in the customise columns menu.

• External Document No

• Due Date

• Aging

These three tabs lists all unprocessed Voyage Charter and Time Charter invoice proposals, grouped by either voyage or vessel for Receivable and Payable invoices, and contract for Hire Payable invoices.

Clicking on a line will expand it, and display a grouping of unprocessed invoices. The invoices can be expanded to reveal invoice items that can be selected and assembled into a complete invoice.

The Refresh button will fetch fresh voyage data from the server for the invoice items in the list. This is useful if you have made changes to the voyage that are not reflected in the unprocessed invoice.

Receivable and Payable

Displays a list of all pending receivable and payable invoice proposals for a Voyage Charter. By clicking the toggle-button underneath the quickfilters, you can change the view.

View by Voyage

In this view, a list of voyages will be displayed, alongside the vessel, operator, start date and voyage status. Clicking on a line will open up a new grouping of Business Partners and Currency, from which document lines can be selected, edited and assembled into a document.

View by Vessel

In this view, a list of vessels will be displayed. Clicking on a line will open up a new grouping of Business Partners and Currency. Difference being, we can now see and choose lines from several different voyages, and assemble them all into one invoice.

Hire Payable

Lists all unprocessed Time Charter invoice proposals, grouped by vessel/contract, business partner and currency.

Select the tab corresponding to the view you would like to see in the invoices module.

Invoices is showing a list of invoices of various statuses

Pending receivable is showing a list of pending document lines for receivable items

Pending payable is showing a list of pending document lines for payable items, except hire payable

Pending hire payable is showing a list of pending document lines for hire payable items

Statuses

The label chip next to the Document ID is showing the current status of the invoice:

• If the status is 'Assembled', you can change the status to back to 'Pending' (dissolve the invoice), 'Ready for Posting' or 'Posted'

• If the status is 'Ready for Posting' or 'Posted' you can not change the status

• If the status is set to 'Pending' the invoice will be dissolved, and the corresponding document lines can be found in the corresponding Pending list

Disabled Statuses

• You cannot change status of invoices for voyages of status Closed

KPI

The KPI tiles have calculated fields for Amount, Paid Amount, Open Amount and Aging.

Main Details

Other useful fields are added on the main details section for you to be able to view or edit them:

Line Item

If you click on a Document Line, you will see more information for the specific document line:

Overview of the fields:

Record a Payment

You can record either a partial amount or the full amount of the invoice.

Disabled:

• You cannot Record a Payment if the invoice is not of status type:

  • Ready for posting

  • Posted

• You cannot Record a Payment if the invoice is not of document type:

  • Credit In

  • Credit Out

  • Invoice In

  • Invoice Out

To reverse an invoice, follow these steps:

1. Locate the invoice in the Invoices module and click it to open the invoice drawer

2. Click on the Reverse button on the top right of the drawer:

3. Enter the Reason for Reversal and then click "Save"

A reversal document will be created and automatically set to Ready for Posting status. If you have an integration with your finance system the reversal will be automatically booked.

Disabled

• You cannot reverse an invoice of types:

  • Assembled

  • Pending

• You cannot reverse invoices for voyages of status Closed