IN THIS ARTICLE:
What is Digital Completion?
Digital Completion for load posters
Digital Completion for drivers and carriers
What is Digital Completion?
The 'Digital Completion' field allows load posters to better signal their invoicing preferences to drivers and carriers.
Load posters can choose their invoicing preferences from the two options below:
This means drivers and carriers actively know which load posters prefer/require their invoices through Finance Manager.
Why have you introduced this?
We’ve introduced this new feature to make life easier for both load posters and carriers.
For load posters: this provides better visibility of your invoicing preferences for drivers and carriers, instead of it getting lost in the booking footer. Now drivers and carriers can see your preferences in multiple areas across the platform, helping to minimise confusion at invoicing stage.
For drivers and carriers: this gives you better visibility on how the load poster wants to receive and approve invoices. You also have a clearer view of which load posters use Finance Manager, which is the quickest and easiest way to raise and submit your invoices.
What do the two options mean for me?
For load posters:
|What this means for you||Where you receive invoices||Where you approve invoices|
|Finance Manager Invoicing Preferred||You'd prefer to receive and approve invoices via Finance Manager. However, you're willing to accommodate members who have other invoicing arrangements.||Preferably via Finance Manager or via email / post as you define.||For invoices received in Finance Manager, they are approved in Accounts Payable. Others are processed offline.|
|Finance Manager Invoicing Required||You will only accept and approve invoices through Finance Manager. All of your suppliers must submit invoices via Finance Manager.||Finance Manager only.||In Finance Manager: Accounts Payable tab.|
For drivers and carriers:
|Drivers and Carriers|
|What this means for you||Where you send invoices||Where you see approvals|
|Finance Manager Invoicing Preferred||
This load poster would prefer to receive invoices via Finance Manager.
However, if you have another invoicing system that you must use instead, you are able to send your invoice via other means [e.g email or post, as defined by the load poster].
|Preferably via Finance Manager or to the email / postal address specified by the load poster.||
For invoices raised in Finance Manager, you'll see this in the Accounts Receivable tab.
Offline invoices will not appear in Finance Manager and therefore have no status.
|Finance Manager Invoicing Required||
This load poster only receives invoices via Finance Manager.
Even if you use another invoicing system, you must submit your invoices via Finance Manager in order for them to get approved and paid.
|Finance Manager only.||In Finance Manager: Accounts Receivable tab.|
I’m a load poster: how do I enable this feature?
If you’re a load poster, click on Settings > Company Profile. You'll find the 'Digital Completion' field under 'Trading Details'
You can then choose between the two options below
Will I receive email notifications for new invoices?
If you've enabled digital completion, you don’t need to worry about unnecessary emails for new invoices.
Instead, please check the ‘Awaiting Approval' tab on AP. All invoices will be ready for your approval.
If you still require email notifications for new invoices, please submit a support request.
How do I approve invoices on AP?
Go to Accounts Payable, then click the ‘Awaiting Approval’ tab
You have two ways to approve your invoices.
A) Select the invoices you want to approve. You can batch-select or individually select. Then click ‘Smart Approve’
B) You can open an individual invoice and approve it. Do this by clicking on the invoice, then selecting the ‘Approve all' button on the top-hand of the screen
Please note, you must approve the invoice and the POD for the approval to go through. This is done when you click the 'Approve all' tab. Or by clicking both the 'Approve' buttons at the bottom of your screen
Once you approve them, your invoices automatically move to the 'Ready to Pay' tab.
I'm a driver/carrier: do I need to do anything?
As a driver or carrier, you don't need to fill out the digital completion field. However, you do need to keep an eye out for the load poster's invoicing preferences.
Where is the load poster's invoicing preference displayed?
If a load poster has set their digital completion field, you can view their invoicing preferences in multiple locations:
Within the Exchange desktop
In the ‘Diary’ tab:
In the 'Loads' tab:
Within Accounts Receivable when you create an invoice for a completed booking:
And within the ‘job details’ tab in Accounts Receivable:
In emails [off platform]
You can view a business's invoicing preferences in your 'load alerts' emails.
And in your booking confirmation emails, which you receive once you book a load.