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:
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.
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.
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: