1. COS 2 Help
  2. Invoicing

Purchase Invoice Checking Tool

To have a control of incoming invoices from certain airlines and brokers etc, you can use the Invoice Checking Tool. All AWBs displayed on this list are in the state of pricing “Checked” but NOT yet in the AWB Status “Closed”.

The invoice received tick, the invoice nbr. as well as any Remarks stored here, will be shown in the Pricing Overview, which you access over the functions button on the Booking Mask. This infos can also be shown on the Flex-Report.

Purchase Documents Tool / account an Invoice

Action History / Generate Billing-Datafile for Dynamics365

In order to transfer the billing-data from COS to the financial system Dynamics 365, you need to generate respective data-file (CSV) containing relevant accounting-information. This file will be imported into Dynamics365.

You can select multiple accounting-documents in the Action History and generate one single data-file with all the selected accounting documents.

Please note:

If you select multiple documents to be generated into one data-file, you can only do that selecting the same kind of accounting-documents. Currently there are 3 kinds of accounting-documents:

That means, you can NOT generate a data-file containing both SRA and CSR accounting-data.

Action History / Search & Reprint of Accounting Docs.

All Accounting documents which were generated out of “Final Billing Runs“, such as CASS-File, SRA (Sales Report Agent) along with respective Invoice Coversheet (Recap) if applicable as well as CSR (Cargo Sales Report Carrier) are all stored in the so called Action History function. In here you can search and reprint any of those generated documents.

You have various filter-fields at your disposal to search for certain Accounting Docs. For example the AWB-nbr filter-field can sometimes be quite useful. Filtering an AWB nbr, COS will list you all respective Acconting Documents on which that particular AWB was involved in (billed on) including any/all DCMs (corrections) which have been done for that AWB.

Corrections / Correct Selling/Buying in AWB Status “Closed”

Note:

Currently, when changing an agent in a DCM, you need to generate the SRA- and/or CASS-File for both agents at the same time. That means, you cannot use the filter-field in the filtermask of the CASS- and/or SRA-Billing-Run.

Corrections / Correct Selling- or Buying in AWB Status “Invoiced Selling- or Buying”

Corrections / Correct Selling in AWB Status “Invoiced Buying”

In case you need to change something in the pricing on the Selling–Side of an AWB which has only/already be closed on the Buying side (i.e. which is in AWB-Status “Invoiced Buying), you do NOT need to make a “DCM” at all.

You can simply untick the pricing “Checked” tick-field and modify the respective pricing field on the Selling side upon your discretion.

Just make sure to set the “Checked” tick again once your finished and launch the Save process as the end.

Corrections / Correct Buying in AWB Status “Invoiced Selling”

In case you need to change something in the pricing on the Buying –Side of an AWB which has only be closed on the Selling side (i.e. which is in AWB-Status “Invoiced Selling), you do NOT need to make a “DCM” at all.

You can simply untick the pricing “Checked” tick-field and modify the respective pricing field on the buying side upon your discretion.

Just make sure to set the “Checked” tick again once your finished and launch the Save process as the end.

 

CSR-Billing-Run using Vendor-Groups

If you have Airlines, which you buy from the same company, such as for example an intermediary partner like a Broker, subcontracting GSA-partner or for intercompany-billing-purpose, you have the option to combine these Airline-vendors into so called “Vendor-Groups”. Assigning individual Airline-vendors to such a Vendor-Group, gives you the advantage to perform a closing-run of a Cargo Sales Report for multiple Airlines in one go using the respective filter-criteria “Vendor Groups”.

Please note:

a) CSR Excel-/PDF-Output of Check-Run and/or Final-Run

You have the option to specify which CSR-template (Flex Report templates) shall be used for each Vendor-Group. That template will be used by the system for the Excel- and PDF-Output when generating a CSR-Check-Run and/or a CSR-Final-Run.

b) CSR Export-Files for Dynamics 365

Launching a CSR Final Run when using the Vendor-Group-filter-option, the system will still generate separate accounting-data-files for each airline individually. These files can be downloaded in the Invoicing Action History.

Currency Handling – Add/update Rate of Exchange