Prices, costs and invoices of a transport order

With the financial module, a transport order carries its own money: what you charge the customer, what it costs you and the invoices that follow. This article covers the order side. For pricing rules and invoicing in general, see Pricing and Invoices.

Choose the administration

Pick the Administration in the order form before the first save. It decides which company invoices the order, the payment terms of a quote and the transport order terms printed on the order PDF. It cannot be changed after the order is saved.

Invoice another party

To send the invoice to another business than the customer, such as a head office, choose it in Bill-to party (Invoice another party (optional)). Customers with a Default bill-to party fill it in automatically. With credit control on, the form warns when the bill-to party would exceed its credit limit, is blocked or is a prospect. See Bill-to parties and credit control.

Add cost elements

1. In the order form, go to Cost elements.
2. Click + Add cost element.
3. Choose the category in Select pricing category.
4. Choose the company the amount relates to and enter the amount.
5. Optionally add a Description.
6. Click Save on the order.

Shipments have their own Cost elements section in the shipment form.

Build a spot quote

1. In the order form, switch on Spot Quote.
2. Optionally choose a price configuration in Select pricing... and click Generate to calculate the quote lines from it.
3. Check or add quote lines with their Price, Quantity and VAT rate, and the Costs. The form shows the Subtotal, Total and Net profit.
4. Click Save on the order.

Lines you add to the spot quote after it was accepted can need the customer's approval before they count. See Have extra charges approved by the customer.

See the financial result

• The order details show Quote (the quote with its status), the Invoice links with their status, Expected turnover and Expected costs.
• The Ledger tab shows all revenue and cost entries booked on the order.
• In the transport orders list, add the invoices column to see the invoices of each order with their status.

Create an invoice

1. Open the order. It needs an administration.
2. Open the options menu (⋮) and click + Create invoice. You can also right-click the order in the list.
3. Check the invoice form. The customer, administration, reference and the order are already filled in.
4. Save the invoice.

An invoice is linked to the order when you create it from the order, or when you choose the order in the Transport order field of the invoice. The order form has no invoice field: you cannot add or remove invoices by editing and saving the order. To record an invoice you received from a subcontractor, choose Register supplier invoice in the options menu (⋮).

See Invoices for sending and following up invoices, and Quotes for quotes in general.