11.2 - Uploading Load Documents for Invoicing
Uploading Load Documents for Invoicing
When you create a Customer Invoice for a load, you have the ability to include additional documents inside your Customer Invoice PDF file. Before you "create" a Customer Invoice for a Load, you will need to upload the documents into the Load profile and ensure that the Customer profile that the Load is for has the correct Invoice Doc Types selected.
The "Accounting" process of a Load within EZ Loader is triggered when documents (ex: POD, Carrier Invoice) are uploaded into a Load profile. When you change the status of a load to RECEIVED status, the load is "ready" for a Customer Invoice to be created and the load will be automatically placed in the Invoicing page.
Below you'll find a walkthrough describing how to upload Load documents before Invoicing a Customer
1. Uploading Documents into the Documents Section of a Load
1. Inside the Load profile, click the Documents section to open the section.
2. Click the " + " sign to add a Document into the Load profile
3. Select the Type of document you want to upload.
4. Drag and drop the document or select Browse to add the document
5. Select All POD uploaded unless the load is a multi-stop load and you are expecting to receive another POD for the additional stop(s).
6. EZ Loader will automatically change the status of the Load from the status it is currently in (ex: Delivered) to Received status. Received status indicates you have received all the documents that you need before creating a Customer Invoice.
*** NOTE: When the load is in Received status, the Load will now move into the Invoicing section of your EZ Loader account, which can be accessed at the left side of the screen under the Accounting tab. ***
7. Click Save
8. The status of the Load now displays Received
9. Click the link with the paperclip icon to view the document in a separate browser tab.
2. Uploading a Carrier Invoice into the Documents Section of a Load
1. After you have followed the same steps as described above to upload a Carrier Invoice document, you must also enter the Carrier Invoice # and the Invoice Received Date into the Load profile by opening up the Accounting section of the load profile
2. Click the Edit icon to open up the Carrier card
3. Enter the Carrier Invoice #. As a best practice, we recommend entering the EZ Loader Load # first, followed by the Carrier's actual Invoice #
4. Enter the date you Received the Invoice OR the actual Invoice date, whatever you prefer.
5. The Due Date will populate based on the Carrier's Pay Days that can be set within the Accounting Details section of the Carrier profile.
*** NOTE: If the Carrier is requesting a Quick Pay, selecting the Quick Pay checkbox will automatically set the Due Date to 7 days after the Received Date. ***
6. Click Save.
In Summary:
Proof of Delivery - Uploading a POD document will prompt a user to change the status to Received.
- Changing a load to Received status will move the load into the Invoicing page and it will be ready to invoice.
- You can also manually move a load to Received status by going into the load profile Details > Status > Click the edit Icon > change the Status to Received
Carrier Invoice - Uploading a Carrier Invoice in a load will also change the status to Received.
- If you utilize EZ Loader's Quickbooks Sync, entering the Carrier Invoice # and Invoice Received Date will trigger a Carrier Invoice to sync and generate a Vendor Invoice in Quickbooks. More Information regarding EZ Loader's Quickbooks sync can be found in Section 12.1 Quickbooks Sync Overview