The voucher items in the billing lines of the incoming invoicing can be loaded and pre-assigned either from an Excel file or a .csv-file.
Loading a .csv-file is always suggested if Excel is not available, e.g. because it is not installed on the terminal server.

This function is located in the context menu

Contents

Related topics


Issue payable

Select the entry Payables in the Environment menu → Invoicing.

Please enter the Voucher type and Invoicing party when entering a collective incoming invoice of a service provider.

  • Then select the context menu entry Load voucher items from file.
  • Please select the respective file in the explorer window.

  • The voucher items are loaded and assigned to the accruals.
  • Accrual numbers can also be added in the loading file.

At the file selection window the TMS remembers the directory last used for each user and suggest it to the user. See eFile tab in the order → File directory.

If you are working with the

the Billing code column is mandatory.
It is not necessary to additionally fill the activity type in the file.
When uploading, the program automatically determines these from the billing codes and would overwrite incorrect, manually set activity types.

Example of a CASS invoice:

After the loading, a protocol mask will be displayed.

  • This contains errors besides the successfully loaded items.
  • Click the button Print Errorlist to print the protocol.

Click the Close button to end the data transfer and get a list of the voucher items.

  • The individual amounts are distributed to the sub files/consol files.
    Item data from a vendor with the same file, activity type, currency and tax key are automatically summarized in one billing line.
  • Accruals are set against this.
  • The conformity indicator is automatically set to U in every item line.
  • The invoice can be saved and posted.


Requirements to the structure of the Excel file 

Please note the changes from version 7.5.4, which are already mentioned here.

The file must be structured as follows to be loaded.

If you would like to create an Excel file yourself, please keep the exact wording of the headline in mind!

German wording:


English wording:


Airfreight:


Further options (RN 7.5.4 2.31)

In the first column of the file, you can enter the following numbers instead of the TMS file number:

  • HBL number
  • HAWB number
  • MAWB number
  • Service order reference number
  • KEP Tracking ID

→ The system then finds the file number.

An error message will appear if the system finds a duplicate number (e.g. as a file number and KEP Tracking ID.

As is the case now, the affected line is not accepted into the voucher items by default.

If the Reference column is displayed in the voucher lines, it will show the original number, KEP Tracking ID, reference number, etc.


The first column must still contain the header

  • POSITION* or FILE*
  • HAWB*
  • TOUR*
  • MASTER*, OBL* or MAWB*

within the first 20 lines.

→ The order of the other columns is not relevant anymore.

→ You can now add the column:

  • Abrechnungsart, Billing code, Aart
  • If you are working with billing codes, you do not need to fill the Service type column.
    → The system automatically determines the belonging service type.
    → If a billing code cannot be found, the system generates an error message. The faulty line is not transferred.

The following columns are also available:

  • Leistungsart, Activity Type, Service Type, Lart
  • Betrag, Amount
  • Steuerschluessel , Tax Key
  • Rückstellungen, Accruals
  • Konto, Account
  • Grundlage, Basis or NEW: Splitten

→ The headers can be written in uppercase or lowercase letters or both.  


Overview of Excel file requirements

The data must be entered on the first sheet.


The file numbers must be entered one below another without blank lines.

The transfer will cancel if the Filenumber column is not filled.

The columns must be entered in the following order:
→ Pls see alteration above!

Filenumber (as an alternative: HAWB) →  Activity type → Amount → tax key → Accrual No. → Acc. No.

Check for double HAWB numbers

When using HAWB in column 1, the system checks whether the HAWB number exists twice in the import file.
If the HAWB number is found multiple times in the file, this file CANNOT be loaded.
The system will make an entry in the protocol.

The amount is loaded without currency indicators.

The currency in the billing lines is pre-assigned from the voucher header data.
The columns Accrual No. and Acc. No. are optional.

If filled, they are also loaded.
Filling the accrual date in the report is – in most cases – executed through the generation of the CargoSoft Excel list.

Side Note: create excel file with open accruals from CargoSoft.
The entry of this accrual list in CargoSoft is explained in detail in Open accruals Excel-import format in Controlling.

If accruals for the files are recorded in CargoSoft, these are automatically suggested (under consideration of the address, file number, and service type).

The accrual is converted to the currency of the voucher header as far as possible.
If this is not possible due to missing R.O.E.s, an information message will appear.
Please check the currency and the amount in the billing line.  

The currency was probably changed to the currency of the accrual, but not the amount.


Basic data cannot be found →

If no file, service type, or tax key from the Excel file can be found in CargoSoft, an error message will appear and the transfer will cancel.