Entering Inbound Invoices from Subcontractors

Creating an Inbound Invoice

1. Go to Accounting > Creditors > Inbound Invoice.
2. Make sure that the table view is set to Shipments.
3. Click New in the toolbar to create a new inbound invoice.
4. Select the subcontractor from whom you received the invoice.
5. Logistiqo creates a new inbound invoice for the selected subcontractor.

After selecting the subcontractor, the shipment table shows the matching shipments or cost positions assigned to this subcontractor.

Adding Shipments to the Inbound Invoice

1. In the shipment table, select the shipments or cost positions that are listed on the subcontractor’s invoice.
2. Click Add to transfer the selected positions to the inbound invoice.
3. The selected positions are then shown in the Details section of the inbound invoice.

The transferred positions already contain data from the shipments, such as service, shipment reference, vehicle, delivery location, delivery date, quantity, price, and amount. This helps you compare the subcontractor’s invoice with the data already stored in Logistiqo.

Completing the Invoice Data

Complete the general invoice data, such as supplier reference, invoice date, service date, due date, description, payment status, and invoice amount.

The amount can be used to check whether the total amount calculated from the selected positions matches the invoice received from the subcontractor.

Checking or Changing Invoice Items

The individual invoice items can be checked or adjusted if required.

1. Open the Details section of the inbound invoice.
2. Click the edit icon next to the invoice item you want to check or change.
3. Review or adjust the item data, such as service, shipment, vehicle, place of delivery, delivery date, quantity, price, VAT amount, amount excluding VAT, or amount including VAT.
4. Click Save in the pop-up window.
5. Save the inbound invoice again using Save in the toolbar.

Adding Additional Items Without Shipment Reference

If the subcontractor invoice contains additional items that are not directly related to a shipment, you can add them manually.

1. Open the Details section of the inbound invoice.
2. Click New to create an additional invoice item.
3. Enter the required item data.
4. Add the item to the inbound invoice.
5. Save the inbound invoice.

This can be used, for example, for additional fees or costs that were not transferred from an existing shipment.

Uploading the Scanned Invoice PDF

After the inbound invoice has been saved for the first time, you can upload the scanned invoice as a PDF document.

1. Save the inbound invoice using Save in the toolbar.
2. Click Documents in the toolbar.
3. Upload the scanned invoice PDF.
4. Save the changes.

The uploaded PDF is linked directly to the inbound invoice. This allows the original invoice document to be included later, for example when exporting data to your tax advisor or accounting software.

Important Note

Before saving the inbound invoice, check that all invoice items match the actual invoice received from the subcontractor.

Pay special attention to the selected shipments, prices, VAT amounts, invoice date, service date, due date, payment status, uploaded document, and total amount.