Import and synchronisation of costs between orders and purchase invoices, and other new features

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

Import and synchronisation of costs between the order and the purchase invoice

Until now, registering additional costs required working in two places – separately in the shipping order and in the accounting module, which lengthened the process and increased the risk of errors. In the new version of the system, we have introduced a centralised process based on the purchase invoice view.

In the purchase invoice registration view, there is an option to Import costs from orders.

• For invoices linked to an order, the system displays a list of costs from that order (excluding those already included in the amount for the carrier) and allows you to select the items to be imported.
• Regardless of this, after selecting the Import costs from orders option add new cost items directly in the invoice registration view and assign them to the order (option Add a new expense to this order) – when saving the invoice, the corresponding costs will then also be automatically created in the order.

Imported and newly added costs can be edited directly in the purchase invoice registration view. After registering the purchase invoice, the system synchronises the data with the shipping order: it updates existing costs and creates the corresponding costs in the order for new items. At the same time, editing such a cost in the order itself is blocked if it has been saved as an item on the invoice.

This solution ensures data consistency between orders and accounting and significantly reduces the time needed to register and update additional costs.

Wrapping order and load lists on collective invoices

We have introduced a new way of presenting data in the Orders and Loads columns on sales and purchase invoice lists. Until now, in collective invoices linked to multiple orders or loads, a single line in the list could take up a lot of space, making it difficult to view the documents.

From now on, if more than 3 items are assigned to an invoice, only the first three are visible in the list, and a tag in the form of an abbreviation appears next to them, e.g. ▼ 101 – indicating the total number of related items. Clicking on this marker displays the full list of orders or loads. This makes the invoice view clearer, while allowing you to view all assigned items at any time.

fireTMS API extension

In the new version of the system, we have expanded the purchase invoice area in fireTMS API. This allows integrations to better reflect the links between costs and operational processes. We have added the following features to the interface:

• assign a load to an added purchase invoice,
• assign an order to an added purchase invoice,
• assign an exchange rate table to items in an added purchase invoice,
• retrieving information about the name of the file associated with the purchase invoice (file marked as Type Invoice).

Additionally, in the API, we have made it possible to download a list of loads available in the system along with a complete set of information presented in the load list.

The changes in the API support the automation of accounting and settlement processes, reduce the need for manual linking, and increase data consistency between fireTMS and external systems.

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 packages.