Számlázz.hu

Before the invoice is issued, you can select the delivery period, the customer, the items to be invoiced, and the key parameters of the invoice. The system displays a preview before the final invoice is generated.

Prerequisites

• a subscribed Deliveo API connection;
• an active Számlázz.hu account;
• the API key associated with the Számlázz.hu account;
• permission to install, configure and use the add-on.

Installation and access

The add-on can be installed on the DispatcherThe Dispatcher member of the Courier Service team. Manages customers and dispatches couriers. He/she uses the Deliveo dispatcherThe Dispatcher member of the Courier Service team. Manages customers and dispatches couriers. He/she uses the Deliveo dispatcher (admin) portal. (admin) portal. Portal under the ‘Add-ons’ menu item. Once installed, it can be accessed via the ‘Add-ons / Számlázz.hu’ menu item. Only users with the appropriate authorisation may install and use the add-on.

Setting up the Számlázz.hu connection

Before using the add-on for the first time, open the Számlázz.hu add-on’s Settings page.

Számlázz.hu API key

Copy the API key associated with your Számlázz.hu account. The API key enables Deliveo to connect to the Számlázz.hu system and transmit the details of the invoice to be issued. The API key must be treated as confidential information. If a key becomes accessible to an unauthorised person, revoke it in the Számlázz.hu system and then create a new one.

Invoice prefix

Specifying an invoice prefix is optional. Only prefixes that already exist in your Számlázz.hu account may be used. If you do not require a specific prefix, leave the field blank.

Invoice line item settings

Item description on the invoice

Specify the description under which the delivery charge should appear on the invoice. For example:

Fuvardíj

Note under the line item

One of the shipment’s identifiers can optionally be displayed below the invoice line item. The available options are:

• DeliveoIDUnique primary identifier for shipments in the Deliveo system.
• ESID
• Tracking code
• Reference number
• None

The selected data will only be displayed if it is available for the specific consignment.

Grouping of items

You can configure how the freightThe distance required to transport a group of parcels from point A to point B. For example, if the Customer orders a round trip, it consists of two legs. charges for the selected consignments are displayed on the invoice.

No grouping

Each selected consignment appears as a separate invoice line item.

Combining items with the same freightThe distance required to transport a group of parcels from point A to point B. For example, if the Customer orders a round trip, it consists of two legs. charge

Shipping charges with the same unit price are shown as a single invoice item. The quantity on the invoice indicates how many consignments with the same charge have been combined.

One line item, quantity 1

The total amount of the selected freightThe distance required to transport a group of parcels from point A to point B. For example, if the Customer orders a round trip, it consists of two legs. charges appears as a single invoice line item with a quantity of 1. You can save the settings by clicking the Save button.

Selecting the invoicing period

Open the Extras / Számlázz.hu menu item. In the Delivery period field, select the period for which you wish to invoice delivered items. The system will search for items suitable for invoicing based on this period.

Selecting a customer

In the ‘Customer’ field, select the Deliveo customer for whom you wish to create an invoice. The list will only show customers for whom:

• have a tax number specified;
• have ‘Contractual’ as their payment method.

The tax number may also appear next to the customer’s name, which helps you identify the correct invoicing partner. If a customer is not found in the list, check their tax number and payment method in their master data.

Selecting consignments

Once you have selected the period and the customer, the billable deliveries will be displayed. The list may contain the following details:

• DeliveoIDUnique primary identifier for shipments in the Deliveo system.
• ESID
• Tracking code
• Reference number
• Recipient’s name and address
• Date of delivery
• Postage

You can select the items to be invoiced using the tick boxes at the start of each row. The tick box in the header allows you to select or deselect all displayed items. Below the consignment list, the system displays the net total for the selected items.

Invoice parameters

Before issuing the invoice, you must enter or check the following details.

Payment due date

Enter the payment due date for the invoice.

Date of performance

Enter the fulfilment date shown on the invoice.

Currency

Select the currency of the invoice, for example:

• HUF
• EUR

The currencies actually available may depend on your Számlázz.hu account settings.

Language

Select the invoice language.

Payment method

Select the payment method to be used for the invoice, for example, bank transfer. To continue with invoicing, you must select at least one customer and one consignment.

Invoice preview

Based on the selected shipments and invoice parameters, the system generates a detailed preview. The following can be checked in the preview:

• the seller’s details;
• the buyer’s details;
• the tax number;
• the payment method;
• the fulfilment date;
• date of issue;
• payment deadline;
• description of the invoice items;
• the consignment reference number shown under the item;
• the quantity;
• the unit price;
• the net value;
• the VAT rate;
• the VAT amount;
• the gross value;
• the total amount of the invoice.

The preview is not yet a final invoice.

Issuing the invoice

Two actions are available in the preview window:

• Issue invoice
• Close

The ‘Issue Invoice’ button creates the final invoice in the Számlázz.hu system. The ‘Close’ button closes the preview and does not create an invoice. Before issuing the invoice, please check:

• the selected customer;
• the customer’s billing details;
• the selected consignments;
• the delivery charges;
• the net total;
• the date of fulfilment;
• the payment deadline;
• the currency;
• the language of the invoice;
• the method of payment;
• the VAT rate and the gross total.

Common mistakes

The customer is not listed

Check that the customer:

• a tax number has been provided;
• the payment method is set to ‘Contractual value’.

Shipments are not displayed

Please check:

• the selected delivery period;
• whether the item has been marked as delivered;
• whether the consignment belongs to the selected customer;
• whether a delivery charge has been recorded for the consignment.

Invoicing cannot be initiated

Check whether the following is selected:

• a customer;
• at least one consignment.

Invalid or expired API key

Create a new API key in the Számlázz.hu system, then copy it into the Settings page of the add-on and save the changes.

The invoice prefix provided cannot be used

Check that the prefix actually exists in your Számlázz.hu account. If no prefix is required, leave the field blank.

The invoice amount is incorrect

Please check:

• the selected consignments;
• the carriage charges for each consignment;
• the settings for grouping items;
• the displayed net total;
• the VAT and gross amount shown in the preview.

An incorrect consignment ID appears on the invoice

Check the ‘Note under item’ setting on the Settings page.

The available options are:

• DeliveoIDUnique primary identifier for shipments in the Deliveo system.
• ESID
• Tracking code
• Reference number
• None

Incorrect data is displayed in the preview

Do not click the ‘Issue Invoice’ button. Close the preview, correct the incorrect data in Deliveo or in the add-on’s settings, then generate a new preview.