Billingo

Before invoicing, you can select the delivery period, the customer, the items to be invoiced, and the key parameters of the invoice.

Prerequisites

• a subscribed Deliveo API connection;
• an active Billingo account;
• an API key associated with the Billingo account;
• at least one valid invoice book in the Billingo system;
• 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 / Billingo’ menu item. Only users with the appropriate authorisation may install and use the add-on.

Setting up the Billingo connection

Before using the add-on for the first time, open the Settings menu in the top right-hand corner of the Billingo page.

Billingo API key

Copy the API key associated with your Billingo account. The API key enables Deliveo to connect to the Billingo system, retrieve the necessary invoicing data, and send the details of the invoice to be created. The API key must be treated as confidential information. If a key becomes accessible to an unauthorised person, revoke it in the Billingo system and then generate a new one.

Invoice Book

Select the Billingo invoice book in which you wish to create invoices generated from Deliveo. The list shows the invoice books available in your Billingo account.

Invoice line item settings

Item description on the invoice

Enter the description you want the delivery charge to appear as on the invoice.

For example:

Fuvardíj

Note under the line item

One of the shipmentSend to An identifier that groups together packages sent from a Sender to a Recipient by a Customer at the same time. In practice, this is understood to mean the entire shipment, even if it consists of several Packing Units.’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

The selected data will only be displayed if it is available for the shipmentSend to An identifier that groups together packages sent from a Sender to a Recipient by a Customer at the same time. In practice, this is understood to mean the entire shipment, even if it consists of several Packing Units. in question.

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. This setting results in a detailed invoice on which each consignment can be identified separately.

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 line item. The quantity on the invoice indicates how many consignments with the same charge have been combined.

One line item, quantity 1

The total 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 billing period

Open the Extras / Billingo menu item. In the Delivery period field, select the period for which you wish to invoice delivered items. The system will search for delivered 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 set up;
• have ‘Contractual’ as their payment method.

If a customer is not in the list, check their tax number and payment method in their master data.

Selecting shipmentSend to An identifier that groups together packages sent from a Sender to a Recipient by a Customer at the same time. In practice, this is understood to mean the entire shipment, even if it consists of several Packing Units.s

Once you have selected the period and the customer, the shipmentSend to An identifier that groups together packages sent from a Sender to a Recipient by a Customer at the same time. In practice, this is understood to mean the entire shipment, even if it consists of several Packing Units.s eligible for invoicing 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. Once selected, the system displays the number of selected items and the button to start invoicing.

Invoice parameters

The net total of the selected items and the invoice parameters are displayed below the dispatch list.

Billingo partner

Select the invoice recipient from the list of Billingo partners. The Billingo partner must match the billing details of the selected Deliveo customer.

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 Billingo settings.

Language

Select the invoice language.

Payment method

Select the payment method to be used on the invoice, for example, bank transfer.

Creating an invoice

To create the invoice, you must select or enter at least the following:

• delivery period;
• Deliveo customer;
• at least one consignment;
• Billingo partner;
• required invoice parameters.

To forward the selected shipmentSend to An identifier that groups together packages sent from a Sender to a Recipient by a Customer at the same time. In practice, this is understood to mean the entire shipment, even if it consists of several Packing Units.s, click the ‘Send to Billingo’ button. The text on the button shows the number of items selected for forwarding. Before generating the invoice, please check:

• the selected customer;
• the Billingo partner;
• the selected consignments;
• the total 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;
• the fulfilment date;
• the payment deadline;
• the currency;
• the language of the invoice;
• the payment method.

Sending the invoice may create an actual invoice in the Billingo system, so all details must be checked before proceeding.

Common errors

The customer does not appear

Check that the customer has:

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

ShipmentSend to An identifier that groups together packages sent from a Sender to a Recipient by a Customer at the same time. In practice, this is understood to mean the entire shipmentSend to An identifier that groups together packages sent from a Sender to a Recipient by a Customer at the same time. In practice, this is understood to mean the entire shipment, even if it consists of several Packing Units., even if it consists of several Packing Units.s are not displayed

Please check:

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

The Billingo partner is not displayed

Please check:

• the validity of the API key;
• the Billingo connection;
• whether the partner exists in the Billingo system.

Invoice book not displayed

Check:

• that the Billingo API key is correct;
• whether there is a valid invoice book in the Billingo account;
• that the API key has the necessary access rights.

Invalid or expired API key

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

The invoice amount is incorrect

Please check:

• the selected shipmentSend to An identifier that groups together packages sent from a Sender to a Recipient by a Customer at the same time. In practice, this is understood to mean the entire shipment, even if it consists of several Packing Units.s;
• the delivery charges for each consignment;
• the settings for grouping items;
• the displayed net total.

Invoicing cannot be initiated

Check that the following are selected:

• at least one parcel;
• a Deliveo customer;
• a Billingo partner.