| Additional important entries to edit the voucher are located in the context menu in the voucher items. |
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| The functions are explained in detail below. |
Cost splitting
| Used to automatically distribute amounts between sub-files and consol files. |
You find the topic Cost splitting in detail in the Invoicing.
Fill in these 3 fields in the voucher items:
- File number, e.g. of a consol file
- Activity type
- Effective amount
After that select the entry Cost splitting in the context menu.
→ Based on the settings in the basic data Incoming invoice tab in INVOICING in COMPANY → Automatic cost splitting and Basis for each Sea, Air, Road, Rail, and KEP a kind of cost splitting is automatically suggested.
Show entire consol/tour
| This function opens a window that shows the splitting data (similar to the cost splitting). |
The function consol or tour is displayed that the user called:
- AIR and SEA =Consol
- Road and Rail = Tour
Info account sheet
| The Info account sheet command displays the account sheet of the file, which also includes the tabs Overview accruals, Open accruals, and Activity type statistic. |
This is a mere display of the data, which does not enable a transfer of accruals or the like.
Info accruals
| This command displays open accruals of a file. |
Used to display and accept accruals, which have not been automatically loaded (e.g. because they have not been recorded on a specific client’s account, but a collective account).
In case that an accrual has been deleted by accident, this command enables accepting the open accruals of this file again.
Moving accruals into the voucher items using Info accruals:
If a file contains an accrual matching an invoice that has been deleted on accident or on purpose (context menu: Delete line), you can use the context menu to add a line in the voucher items.
However, this line does not contain the deleted (NOT REMOVED) accrual.
Please select the context menu item Info accruals to display all accruals created for this file.
The matching accrual is marked and can be retrieved into the voucher with the Accept button.
Click the context menu command Show accruals to display the accruals created in this file for one invoicing party.
The context menu entries Info account sheet and Info accruals can be used for each file number/line in the voucher items.
Remove accrual
| The context menu enables to remove accruals. The accrual is not dissolved with this voucher, but generally remains. |
If an accrual is not to be dissolved with this voucher, please mark the respective line and select the menu item Remove accrual.
Side note:
Removing an accrual from the invoice does not simultaneously cancel the accrual in the account sheet!
Removing only means that this accrual is not dissolved with this voucher.
The accrual has been removed, but the line remains and contains a blank required field (Effective amount).
Remove several accruals simultaneously
The checkbox in front of the voucher item lines now allows multiple selection (=multiselect) for the context menu entry Remove accrual.
Note: If you do not want to continue to work with this blank line but only the first line, please delete the second line. |
Memo
| The memo feature is available in the incoming invoicing in the context menu on the tabs Process voucher and Search result. |
This feature opens a small additional mask, where you can display, create, edit, or print the memo text for an invoice.
- The feature is still active after the voucher has been completely booked.
- The feature is also active if the voucher has been cancelled.
- The feature is still active if the belonging file number has been closed.
Attention: A memo text can only be entered if the invoice has already been saved once. Only then is it possible to clearly identify the voucher through …
- … the voucher number
- … the internal ID number
- … the voucher type.
The memo can therefore either be entered in the search result (the desired voucher needs to be marked by clicking on the line) or in the saved voucher after the latter is reopened.
The memo text can contain multiple lines. However, a line can contain a maximum of 200 characters.
The entry is blocked for other users during the entry of a memo text for a voucher. This avoids that two users enter a memo for the same voucher.
After a memo has been entered and saved for a voucher, the title bar of the Process voucher tab will display [Incoming invoice * * * MEMO * * *].
The Search result tab also displays the corresponding symbols: 
If a new voucher number is assigned when cancelling a voucher, you can enter two separate memos for the original voucher and the cancellation voucher.
If no new voucher number is assigned, you can only enter one memo text due to the fact that CargoSoft only displays one voucher in the incoming invoicing.
This voucher has cancelled the indicator.
Load voucher items from file
| Pls see Load voucher items from file. |
Enter review filenumber
Activating this feature will make the local menu item Enter review filenumber available. |
If the incoming invoice loads voucher items from a file, you can define that voucher items are to be accepted despite unknown file numbers in COMPANY → INVOICING → Incoming invoice tab → field Insert line despite of error.
In a dialogue mask, you can enter a file number manually or by means of a search feature.
The file number will be accepted into all voucher lines that do not yet contain a file number.
Open file
| This directly opens the file on the Order tab → Header tab. |
Subtotal activity types
| The function opens an info window in which the activity types recorded are listed in a monetary table. |
Set conformity indicator
| This function is in the contect menu available with the options A/C/T/empty. |
| The meaning of the options is explained in Field OK = Conformity indicator. |
Multiselect in the voucher items
In the incoming invoicing, the individual line items can be selected using the so-called multiselect.
In the context menu the following entries can be selected per activated checkbox:
→ Select one of the entries Select all or Cancel selection.
→ Cancel selection means, all checkbox in front of the lines are emptied.
| Delete line(s) | All lines with activated checkbox are canceled. |
|---|---|
| Set OK conformity to A | Conformity indicator is set to A in all activated checkboxes. |
| Set OK conformity to T | Conformity indicator is set to T in all activated checkboxes. |
| Empty OK conformity | Conformity indicator is emptied in all activated checkboxes. |
Set OK conformity to C
If Process payables with accruals only is activated in the basic data Incoming invoice tab in INVOICING in COMPANY, the additional entry Set OK conformity to C appears in the context menu of the payables.
→ Pls see Field OK = Conformity indicator.
