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How to Configure Accounting Settings for Trade Partners

Introduction

The Accounting Setting tab enables users to configure invoicing templates for trade partners, ensuring that frequently used billing codes are automatically populated in invoices. This feature streamlines the invoicing process and enhances efficiency.

Benefits

  • Reduces manual data entry by preloading common billing codes.
  • Ensures consistency in invoice details across different transactions.
  • Saves time when creating invoices for recurring charges.

Where to Use

This setting is applicable when managing trade partner invoices in various modules, including Ocean Import, Air Export, etc, as well as for different invoice types:

  • A/R (Accounts Receivable)
  • A/P (Accounts Payable)
  • D/C (Debit/Credit)

What Can Be Changed

  • Specific billing codes assigned to a trade partner.
  • The invoice types and modules associated with the trade partner.
  • Default rates (optional).

Which Role Can Access by Default

  • General Manager
  • Operation Manager
  • Accounting Manager
  • Accounting

Users in other roles can request this functionality with approval from an Admin or General Manager, after which a GoFreight support agent can grant access.

Step-by-Step Instructions

1. Access the Accounting Setting Tab

  1. Navigate to the Trade Partner section.
  2. Click on the Accounting Setting tab.

2. Add Billing Codes

  1. Click the "+" button to add a new billing code.
  2. Select the appropriate invoice type (A/R, A/P, or D/C).
  3. Choose the relevant freight code, which refers to the billing code that applies to this trade partner.
  4. (Optional) Enter a default rate. If left at 0, the rate must be entered manually when creating an actual invoice.
  5. Repeat this process for each module that requires predefined billing codes.

3. Save and Apply Changes

  • Ensure all necessary billing codes are added.
  • Click Save to apply the settings.
  • The system will now automatically populate invoices with these codes when applicable.

For a visual guide on this feature, please refer to the following video: