How to Use the Invoice / Cost List & G&A Invoice / Expense List in GoFreight

The Invoice / Cost List and G&A Invoice / Expense List in GoFreight provide a comprehensive view of financial transactions, including accounts receivable (AR), accounts payable (AP), and general administrative expenses. This guide will walk you through how to navigate and utilize these lists effectively.

Accessing the Invoice / Cost List

1. Navigate to Accounting > Invoice Cost > Invoice Cost List.
2. This page displays all invoices, including:
   • AR Invoices (issued to customers)
   • AP Invoices (received from vendors)
   • Debit Credit Notes (for overseas agents)

Key Data Points on the List

At the top of the Invoice / Cost List, you’ll find key financial summaries:

• Total Invoice Amount
• Total Paid Amount
• Total Balance

Filtering the data will dynamically adjust these totals.

Using Filters to Find Specific Invoices

1. Click on the Filter button in the top-right corner.
2. Apply filters based on criteria such as:
   • Party: Select the customer or vendor (e.g., 3M Company).
   • Type: Choose AR for accounts receivable.
   • Color Remark: Select a predefined label (e.g., "Ready to Pay").
   • Payment Status: Choose "Full Balance" to find unpaid invoices.
   • Invoice Post Date: Specify a date range or use shortcuts like "Last Month."
3. Click Apply Filters to see the refined results.

Configuring the List View

1. Click Config to customize which columns appear in your list.
2. Select or deselect checkboxes to show or hide columns.
3. Drag column headers to rearrange the order.
4. Click Apply to save your configuration.

Exporting Data to Excel

1. Click Excel in the top-right corner.
2. Choose:
   • Config: Adjust columns before exporting.
   • Download: Export the currently displayed data.
3. Click Save & Download to generate the report.

Once configured, future downloads will use your saved preferences.

Understanding Key Invoice Status Indicators

Color Remark System

• The system includes five default colors to categorize invoices.
• You can request additional colors and descriptions by contacting support.

Lock Icons

• Black Lock: The invoice is blocked from editing (except for authorized users).
• Yellow Lock: Indicates a payment has been made (partially or fully). These invoices cannot be deleted.

Additional Useful Data Columns

• Last Paid Date: The most recent payment date for the invoice.
• Paid Amount: The total amount received for the invoice.

These details help track payment progress and determine follow-up actions.

G&A Invoice / Expense List

To access G&A invoices, go to Accounting > Invoice Cost > G&A Invoice Expense List.

Key Differences Between Lists:

• Invoice / Cost List: Tracks shipment-related invoices.
• G&A Invoice Expense List: Contains general administrative expenses (e.g., office rent, utilities, internet bills).

Both lists share similar filtering, configuration, and export functionalities.

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

• Invoice / Cost List

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