How to import Invoices into MachShip – Machship

The MachShip system provides users with the ability to upload their carrier invoices and reconcile the freight charge against the quoted figure which MachShip has calculated from the uploaded rates.

How to navigate to the Import Carrier Invoices Page

The Import Carrier Invoices page can be accessed via Finance and Import Carrier Invoices.

How to Import a Carrier Invoices into MachShip

The Import process in MachShip is broken up into 2 distinct sections:

1. File Validation:

The File validation (or top) section is where you will select the file which needs to be imported and MachShip will validate that the information and the format are correct.

Select Add file/s and choose the required file.

The file/s will then appear with the file size and a status bar.

When you select to upload the file, MachShip will run a verification on all the data you are trying to enter. These errors will all then be listed.

Once a file has validated it will appear in the bottom section of the imports page as below:

2. File Import:

In order to import the carrier invoice csv, the user must first set the carrier you are importing the invoice against, in the carrier field.

This can be completed in a couple of ways:

A. In Bulk:

To bulk set a carrier and an import type against an invoice upload, utilise the carrier section above the uploaded files grid.

Type the carrier as below:

Once a carrier is selected you will be given access to all of the invoice import maps which are available for that carrier.

These will be presented as below:

Note: The Generic Invoice Importer is available for every carrier. The guide on how to set this is located here.

The custom invoice import maps can be set up through the workflows. The instructions on how to set these are located here.

Once you have set the Carrier and the Importer Type select:

i. Set for All - This will set the carrier for all invoices as the carrier selected.
ii. Set for Selected - This will set the carrier for all invoices which have been highlighted via the select-able tick on the left-hand side of the grid.

B. Set Individually:

To set individually, type the carrier name in the carrier field in the grid for that invoice.

Once set, select the import type from the drop-down:

Once complete the grid should appear as below:

To import, select the rows of the grid you wish to import via the tick on the left (or tick at the top to select all) and click the Import Selected Invoices button.

Once done, the Import Invoices modal will appear.

The invoice import needs to have a Date and a Number. If they can be set off the file they will be, but if not you can just set them and select Import Carrier Invoices.

Note: You do not need to set a company but you can if you wish. If you do set a company, it will assign that company to any unmatched consignments which are left as a result of the import.

Once complete hit the Import Carrier Invoices button and the system will import the invoice.

When successful you will see a green alert in the top right-hand corner:

The invoice will now appear under in the View Carrier Invoices section.

This can be reached by:

The invoice will appear similar to the below:

The grid will show the number of consignments which have reconciled, the number which is unreconciled and the number which has not or could not be matched to a consignment in MachShip.

In order to dig down into individual discrepancies on matched consignments please use the cog on the right and select view consignments.

The following article will provide more in-depth detail on how to reconcile consignments with discrepancies.

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