Import Workflow: 8) Create Import Invoice

The eighth step in your import workflow involves creating an import invoice for the import shipment after adding all the local charges. Here's a detailed guide for this process:

1. Access Billing and Invoicing Module:

   • Log in to the import management or logistics system.
   • Navigate to the module specifically designed for billing and invoicing.

2. Identify the Relevant Import Shipment:

   • Select the import shipment for which you want to create an invoice after adding all local charges.
   • Ensure that the shipment details, including local charges, have been accurately updated.

3. Locate Invoice Creation Section:

   • Identify the section or functionality within the system that allows you to create and manage import invoices.
   • This section may be labeled as "Invoices," "Billing," or a similar term.

4. Review Local Charges:

   • Confirm that all relevant local charges, such as terminal handling charges, EDI charges, and container washing charges, have been added and updated for the import shipment.

5. Initiate Invoice Creation:

   • Initiate the process to create an invoice for the import shipment.
   • The system should automatically populate the invoice with the updated local charges associated with the selected shipment.

6. Invoice Details:

   • Input additional invoice details, such as invoice number, date, and any specific notes or references.
   • Specify the currency and units for each charge if applicable.

7. Validation and Accuracy Check:

   • Validate the invoice details to ensure accuracy and completeness.
   • Confirm that the total amount on the invoice aligns with the sum of all local charges for the import shipment.

8. Integration with Financial Systems:

   • Ensure integration with financial systems for seamless recording and tracking of invoicing data.
   • Verify data consistency between the import management system and financial systems.

9. Review and Approval:

   • Review the generated invoice to ensure it complies with any legal or regulatory requirements.
   • If required, route the invoice for approval according to internal approval workflows.

10. Communication:

    • Communicate the generated invoice to the customer along with any relevant details, payment instructions, and terms.
    • Provide transparency and clarity regarding the charges included in the invoice.

11. Payment Tracking:

    • Track and monitor payments associated with the generated invoice.
    • Update the system with payment status and details.

By following these steps, you can create an import invoice for the import shipment after adding all the local charges. This process ensures accurate and transparent invoicing, facilitating efficient financial management and customer communication.