Billing settings

Basic Settings

1. Select from the menu settings > billing > BASIC tab.
2. Configure the fields below:

• numbering series - the field contains information about the current numbering series format for the settlement documents. If you need to change the format, please contact support@cargo.link
• income print signature kind - the field specifies what data should be generated on the document printout in the place "signature type" according to the selected option:
  • none - no data will be generated on the printout
  • stamp or (person and contact data) - the printout will be generated:
    • stamp, if entered in the data of the person
    • name and surname of the person and their contact details (telephone number and e-mail), if the stamp has not been entered in the person's data
  • (stamp or person) and contact data - the printout will be generated:
    • stamp and contact details of the person (telephone number and e-mail address), if the stamp has been entered in the person's data
    • name and surname of the person and their contact details (telephone number and e-mail), if the stamp has not been entered in the person's data
  • (stamp or person) without contact data - the printout will be generate:
    • stamp, if entered in the data of the person
    • name and surname of the person, if the stamp has not been entered in the person's data Description of adding a stamp to the system can be found in the article Adding a stamp/signature
• reference number - applies to collective invoices only. Defines where the document reference number should be displayed on the collective invoice. If the document reference number was entered in the documents from which the collective invoice was generated, this number will be generated on the invoice depending on the selected option:
  • in a field "buyer ref. no" - reference numbers of all documents will be visible on the invoice above the payment item table
  • add to all position's name - the document reference number will be added to the name of the payment item generated from this document
  • in a field and to all position's name - document reference numbers will be visible on the invoice in both places described above
• add to annotations - if the invoice / pro-forma invoice is issued from a document containing information about cargos and actions, this information can be automatically generated in the annotations on the settlement document. Select which data you want to generate (you can choose all of them):
  • actions - information about the actions will appear in the annotation (e.g. date and place of loading / unloading)
  • cargos - the annotation will list the names of all related cargos
  • cargos weight gross - the gross weight of the cargo specified in the document or the sum of gross weights calculated from all cargos in the document (if cargos weight gross not specified in the document)
• send copy to - all e-mail messages sent from the billing module can be additionally sent as a hidden copy to any e-mail address, e.g. on an inbox of the accounting department (in the case of several addresses, enter them after a comma). For a description of the field, see Setting send BCC copy to

Status Settings

1. Select from the menu settings > billing > STATUS tab.
2. The description of the statuses operation can be found in the article Setting and changing statuses only by authorized user

Section Settings

The system allows you to define your own graphics, which will be additionally generated on income documents (does not apply to expenses).

1. Select from the menu settings > billing > SECTION tab
2. Click + ADD NEW
3. Fill in the form:
   • kind - determines where the graphic is generated on the document
     • initial graphic - will be generated on the first page of the document above its content
     • final graphic - will be generated on the last page of the document under its content
   • name - section name visible only in the system
   • is active - all active sections will be automatically added to the income documents you create. If a section is no longer up to date, you can deactivate it. You cannot delete or edit a section from the settings if it is added in existing documents (has relations) - then it is only possible to deactivate it.
   • ordering - if several sections are added, it determines the order in which they are generated on the document; for sections with the same order, the alphabetical order applies
   • image - add the file in JPG or PNG format to be generated on the document.

In the form for adding / editing an income document, all active sections will be visible in the 'sections' field. You can delete them, select them again or create a new section by clicking "ADD NEW +".