Importing purchase invoices from AI and other updates 

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

Importing purchase invoices from AI 

In the new version of the system, under Accounting >> Purchase >> Register new document, there is now an AI imports option, which allows a purchase invoice to be imported using artificial intelligence mechanisms. After importing the document, the system automatically populates the data in the new purchase invoice registration window. The user can then verify this information, make any necessary corrections, and subsequently register and approve the invoice in the system. This solution speeds up the document entry process and reduces the number of errors resulting from manual data entry.

Assigning an order to a purchase invoice line item

In the edit view of a registered purchase invoice, we have added a new button Assign the order, available at the invoice line item level. It allows you to link an existing purchase invoice line item to an external order for a specific carrier.

If the net value of the invoice line item matches the total amount for the carrier on the order, the assignment takes place without any further steps. If a discrepancy is detected, the user can decide whether to assign the order by updating the amount on the order or to leave the current value. The operation is recorded in the purchase invoice activity log and, in the case of synchronisation, also in the order activity log.

This solution makes it easier to link a cost document to the correct carrier order once the invoice has been registered in the system, which speeds up further document processing and streamlines settlements.

Attachments in the vehicle and trailer service history

We have expanded the Service history tabin the vehicle edit view to allow attachments to be added to individual service entries. Documents such as invoices, reports or photos can now be attached to each entry, and then viewed, downloaded or deleted. Attachments are displayed directly next to the relevant entry in a separate column, in the same way as documents are displayed elsewhere in the system.

We have also made this feature available in the trailer edit view, where a corresponding tab Service history has been added. This allows all documentation related to inspections, repairs and other service events to be stored directly alongside the specific entry, making it easier to locate the necessary documents later and keeping the fleet’s service history organised.

Saving route modifications in the load template

We have enabled the saving of route modifications at the cargo template level (Loads>> Templates>> Cargo templates) and when entering a new load – using the Save as template option. This allows the freight forwarder to customise the route in advance and use these settings for subsequent shipments.

If there is only one shipment in the order, the modified route saved in the template is automatically transferred to the order as well. This solution simplifies work with recurring shipments, reduces the need to re-enter the same parameters, and allows orders to be prepared more quickly in accordance with the agreed route.

It is worth remembering that changing the route after selecting an existing template does not automatically update the template itself. To make a permanent change, you must edit the template directly in its settings.

Configurable location for issuing debit notes

Another new feature is the ability to define the place of issue for a debit note at branch level. Until now, for debit notes, the system retrieved this information exclusively from the company details entered at the branch level, which meant it could not be changed independently. In the new version, we have added this option in Configuration >> Branches >> Branch edit, so that the place of issue for debit notes can now be set separately, without having to change the rest of the company’s address details. This solution provides greater flexibility when issuing documents and allows them to be better tailored to the company’s actual operations.

Global configuration of mandatory fields when adding a contact person

In the new version of the system, we have introduced the option to specify globally which fields are mandatory when adding a new contact. This setting is available under Configuration >> System configuration >> General tab >> Creating new contractors field, where you can specify the required fields: Telephone, Mobile phone and Email. This allows contact details to be entered in a more organised and consistent manner right from the stage of creating a contractor.

Displaying hidden locations on the load and order

We have added a new checkbox Show hidden places to the load view and in the order point editing screen, which allows you to display points that are hidden by default. This applies, for example, to points defined in Files >> Locations >> Document type, for which the Show on order option has not been selected. This allows the user to view such items directly on the load or order, and then verify or modify them. This solution is particularly useful, for example, when importing orders from AI, where additional items appear in the data, such as customs clearances, which require further checking or editing.

Extension of integration with AltSol GPS to include driver working time data

The change concerns the integration with AltSol GPS, which we have expanded to include the retrieval of information regarding the driver’s working time. This data is used in the ETA (estimated time of arrival) function, meaning that calculations take into account not only the route and vehicle position, but also the driver’s working hours. This allows for a more accurate estimation of order completion time, better planning of subsequent operations, and earlier identification of situations where working time restrictions may affect delivery timeliness.

Integration with New Apex and 4GPS

The latest addition is the expansion of the list of available telematics integrations to include New Apex and4GPS. Connections can be configured in Configuration >> System configuration >> Transport configuration tab >> Telematics configuration (GPS). Once the integration is activated, the current vehicle positions from New Apex and 4GPS are displayed in fireTMS, and the odometer reading is automatically (once a day) read and saved in the vehicle records. This eliminates the need to manually enter mileage readings, making it easier to plan maintenance or monitor fleet operations.

Would you like to find out more about these new features in the system? Please contact us.

* Features are available in selected packages.