Export of invoice scans and further improvements in data presentation and other new features

From this article, you will learn about further innovations introduced in fireTMS:

Export of attached invoice scans from purchase documents 

In response to the needs of fireTMS users, we have provided a new function that enables the export of attached files marked with the Invoice type from invoices and purchase adjustments. This allows the user to download a zipped ZIP file containing only those documents that are actually invoice scans.

If any of the purchase documents do not contain an attachment or the attached file is not marked as Invoice type, the system will inform you of this after the export has been completed. This information will be visible in the window with the details and summary of the operation – after clicking the information icon.

The new function will significantly streamline the work of accountants – especially with regard to archiving and organising documentation. By being able to selectively export relevant attachments, users gain better control over documents and save time when preparing accounts.

New field „Internal notes” in the counterparty file

Another new feature is the Internal notes field, available in each counterparty file. It enables the recording of information relevant from an operational perspective, which is not intended for the accounting department. 

This field is visible both in the counterparty details view and in the list of counterparties (Files >> Customers / Carriers / All contractors). It can be filtered and searched for, which greatly facilitates work organisation – for example, when quickly identifying counterparties with specific annotations. There is a limit of 1,000 characters, which allows you to freely enter detailed notes such as the contact’s preferences, the status of the relationship or other information useful in day-to-day handling.

As part of this update, we have also renamed the existing contractor notes field, which from now on is called Comments to the invoices. Its functionality remains unchanged – a note from this field is visible to the accounting department in the list of sales invoices in the pipeline or in the preview of the generated invoice draft, but does not appear on the printed document.

New way to enter geographical coordinates

Another new feature of fireTMS is the improved way of entering geographical coordinates. Previously, the user had to manually enter the latitude and longitude in two separate fields, which could be cumbersome – especially as most tools, such as Google Maps, copy the coordinates as a single value in the format 52.2297, 21.0122.

From now on, simply paste a set of coordinates directly into one field and the system will automatically recognise the values and locate the corresponding address. This is a small change, but extremely practical – it significantly speeds up the daily work of forwarders and eliminates the need to manually split the data.

Changes to the visibility of invoice drafts in preparation for users with „Only user’s own data” and „Own data but shared client data base” visibility

The final new feature is a change to the presentation of draft invoices in preparation for users with restricted visibility of Only user’s own data and Own data but shared client data base.

Previously, even if such a user had access to the accounting module, they could not see the draft invoices automatically generated by the system (with the aforementioned data visibility settings) once the forwarding order was completed.

From now on, invoice drafts created automatically will inherit visibility from the source objects from which they were created. For example:

• if the user was assigned to a load, he will also see the sales invoice draft (provided he has rights to the accounting module),
• if he/she was assigned to an order, he/she will see the corresponding draft of the purchase invoice (also provided he/she has the corresponding rights).

This change improves consistency between the visibility of operational and accounting data and simplifies day-to-day work by providing greater transparency in access to documents. 

Important: if a user does not have access to the module with invoices, this change does not affect the scope of their visibility – they will still not see invoice drafts, even if they have access to the order or load.

If you would like to find out more about the export of attached invoice scans from purchasing documents and the new and improved features introduced, please contact us.

* Features available in all packages.