Incoming invoices and approvals

Incoming invoices are the invoices carriers, subcontractors and suppliers send you. You register them in Transportial, check them against what you agreed, and have them approved before payment.

Register an incoming invoice

1. Open the Financial view, choose the administration and click Incoming invoices.
2. Click + Create invoice.
3. Under Documents, upload the supplier's invoice (PDF or image). Transportial reads the document and fills in the fields it recognizes.
4. Check the Name (the supplier's invoice number) and Reference.
5. Check or choose the supplier in Sender, and optionally the Team and Contact Persons.
6. Check the description, due date, currency and every line, including the tax rate.
7. Click Save.

When an incoming invoice is created, approval requests go to the managers of its team automatically.

Check the invoice against what you agreed

An incoming invoice has a Check against section.

1. Open the incoming invoice.
2. In Check against, choose Incoming quote or Pricing element.
3. For a quote, search in Search and select a quote.... For a pricing element, type the amount in Enter comparison amount.
4. Compare Invoice total with Match total. Transportial shows Exact match or the Difference.

Request an approval

1. Open an incoming invoice with the status Draft or Open.
2. Click the Extra drop-down and choose Request approval.
3. Choose the user who must approve.
4. Click Send. You see Approval requested, and the invoice waits for approval.

Approve or reject

1. Open the Pending Approvals tab. It lists the invoices waiting for your decision, with Sender, Reference, Expiration date and Total.
2. Open the invoice if you want to see the details.
3. Click Approve to approve it.
4. Or click Reject, type the Reason for rejection... and confirm. A reason is required.

You can also approve or reject from the invoice itself with Extra > Approve or Reject, and approve several at once by ticking them on the Incoming invoices tab and choosing Approve selected.

Statuses of incoming invoices