Creating an invoice
In this Article
We will cover the steps in creating an invoice. In logiware terms, an invoice is a document sent to a party to collect payment for services provided. A bill is an invoice received from a vendor for payment to the vendor.
Navigation
Setup
Before you can create an invoice, you must first create a Booking or Edit an existing one. You will also need to add Charges to the Booking.
Once in a Booking, Go to Charges section:
Steps
How Logiware Invoices Work
- ProForma Invoices - The first step in invoicing is to create a ProForma Invoice. It is an in-process invoice. It is given a temporary invoice number (a sequence number and name of the bill to party). A proforma invoice document can be generated and sent to other parties to serve as an unofficial, preliminary, estimated invoice.
- Invoice - The second step in the process is to create the actual invoice. The invoice number is generated by the system, the official invoice document is created, and the invoice is sent to accounting electronically using an integration.
- There are 2 ways to select Charges for an invoice:
- Method # 1 - Selecting multiple Charges at one time - Select the charges you want to invoice by clicking on the checkbox in the far left column and then press the Add button. This method allows you to invoice multiple charges at one time.
- Method # 2 - Using the Additional Settings icon to select a single Charge - Click on the Additional Settings icon to the far right of a Charge and select the Add to Invoice option. This method can only invoice one charge at a time.
Method # 1 - Selecting multiple Charges at one time
- Select the charges you want to invoice by checking the boxes and click on the Add button.
- There is a Select all checkbox at the top of the Charges section:
Method # 2 - Using the Additonal Setting icon to select a single Charge
- Click on the Additional Settings icon for the Charge you want to invoice.
Creating an invoice from the selected Charges
- Once you have selected the Charge(s) that you want on an invoice and clicked the Add button, a panel will open:
- There are 2 options for adding charwges to an invoice:
- Add to an existing invoice - Select an invoice that is already in the booking and add the charges to that invoice.
- or Create a new invoice for the selected charges.
Adding charges to an existing invoice
Note
When adding charges to an existing invoice, they can only be added to Proforma invoices. These are invoices that have been created but the official invoice document has not yet been created and they have not been sent to the accounting system.
- To add the selected charges to an existing invoice, click on the Select Existing Invoice field:
- The list of existing invoices will appear and you can select the invoice you want to add the charge(s) to:
- Once selected, the charge(s) will now appear in that invoice section and in that invoice:
Creating a new Proforma Invoice
- To create a new Proforma Invoice, when the invoice panel appears, complete the information in the Create new invoice section:
- Bill To - The Bill To Party will default to the bill to selected on the charges, but you can change it to any party in the booking.
- Currency - The currency for the invoice will default to the currency from the charges selected. However, you can also change to any other currency as well. The invoice can have only one currency. Any charges in other currencies will be converted to the selected invoice currency.
- Proforma Invoice Number - This will automatically generate and serve as a temporary invoice number for the created invoice. When the invoice is sent to accounting, a permanent invoice number will be generated.
Setup
You can setup the format of the Invoice Sequence number in Control Panel > Freight Configuration > Sequence Numbers.
- Additional Comments - A comment can be added concerning the invoice for future reference to others.