The ability to edit some of the data on an order after issuing an invoice and other new features

In this article, you will learn about the following improvements in the fireTMS system:

The ability to edit some of the data on an order after the invoice has been issued

Previously, once an invoice was issued, the order became uneditable in the system, which made it difficult to make subsequent operational corrections, such as specifying points on the route or changing the transport set. In the new version, we have added the permission Ability to edit some data in an order with an issued accounting document, available in the path: Configuration >> Roles >> (role editing) Orders >> Actions on order.

This permission is enabled by default only for the Administrator and Management Board, while for other roles it must be consciously granted by the person managing permissions. Users with this role can edit selected order elements (from the order view) despite existing invoices – including transport set data, load amounts and prices, and information about points along the route. For users without this permission, the rules remain unchanged: orders with an issued invoice are still blocked for editing.

When editing an order for which an invoice has been issued, an additional warning appears in the view informing that the invoice already exists and that the changes made will not be automatically transferred to the accounting document. This solution allows for more flexible correction of operational data.

Hiding cancelled invoices on sales and purchase lists

In the new version of the system, we have added a new checkbox to the sales and purchase invoice lists that allows you to hide all cancelled invoices. By default, this option is selected, so that the user can immediately see only active documents. You can deselect it at any time to display the full list again, including cancelled invoices. In addition, the system remembers the individual checkbox settings for each user and restores them when you re-enter the list, which speeds up your daily work and allows you to maintain your preferred data presentation. The exception is the status Cancelled (corrected to zero) – invoices with this status are not hidden by this checkbox.

Extended view of contractors when changing an invoice

In the window for changing the contractor on the invoice (contractor selection view available from the Client and Payer fields) we have expanded the list of displayed information. Until now, mainly identification data such as name, tax identification number and EU VAT number were presented. Currently, this view also shows the contractor’s address data (including the correspondence address), which makes it easier to distinguish between companies with similar names and allows you to select the right customer and payer more quickly.

This change is also reflected in the list of contractors in Accounting >> Contractors, where additional columns with addresses have been added. This ensures that data is presented consistently throughout the system and makes it easier for users to verify contractors both when issuing invoices and when working on lists.

API – creating transport orders

The fireTMS API interface (documentation) now allows you to create a transport order (internal) directly based on selected loads. The integration can pass a list of loads to be included in the order and, optionally, the vehicle to be assigned to it. If a driver and semi-trailer are already assigned to this vehicle in the system, they will be automatically added to the order. For multiple loads, loading and unloading points are arranged chronologically by date and time, so that the route is immediately organised. This solution simplifies the automatic creation of orders and reduces the number of manual actions on the part of the user.

Filtering documents by creation date when exporting to accounting programmes

In Accounting >> Export documents, we have added the ability to filter documents by creation date. This allows you to easily narrow down the set of exported invoices and other documents to only those created within a selected time period before generating a file for the accounting programme. This solution facilitates control over the scope of export, reduces the risk of omissions or double uploads of documents, and speeds up the preparation of data for the accounting department.

New GPS integrations: FleetHand, Flottaweb and Smart Holte

In the latest version of the system, we have added three new telematics integrations: FleetHand, Flottaweb and Smart Holte. Connections to these providers can be configured in Configuration >> System configuration >> Transport configuration tab >> Telematics configuration (GPS) section. Once the integration is activated, vehicle positions are displayed in fireTMS, which facilitates ongoing fleet monitoring and transport unit planning. In addition, FleetHand and Flottaweb provide information on the odometer reading, which can be automatically saved in vehicle files. A wider selection of GPS integrations allows fireTMS to be adapted to the telematics used and reduces the need to work in multiple separate systems simultaneously.

Would you like to learn more about the new features in the system? Contact us.

* Some of the features described are only available in selected plans.