From acceptance slip to invoice: e-Invoice and e-Waybill in groupage operations

In LTL groupage carrying, revenue originates from the tesellüm fişi (acceptance slip). Issued when freight is accepted from the customer, this slip carries details such as the sender, consignee, number of pieces, volumetric weight (desi) or weight, freight charge and payment method. Yet in many companies the slip is created on the operations side and the invoice separately on the accounting side. Entering the same information twice wastes time and is the main cause of errors such as mismatched amounts, company names or tax numbers.

Linking invoicing to the acceptance slip means being able to trace which slips each invoice is made up of. For prepaid shipments the invoice is issued to the sender, for consignee-paid shipments to the consignee, and for corporate customers with agreements several acceptance slips can be combined into a single invoice at the end of the period. Which scenario applies should be determined by the payment method on the slip and the agreement on the customer card, not left to the user to decide each time. The list of uninvoiced acceptance slips should also be checked regularly; every overlooked slip is lost revenue.

Choosing the document type is the second critical point. If the recipient is registered for e-Fatura (e-Invoice), the document must be issued as an e-Fatura; if not, as an e-Arşiv (e-Archive) invoice. Leaving this distinction to the user’s knowledge leads to incorrect documents, especially with new customers and with companies whose registration status changes. The right approach is to check the recipient’s tax number against the GİB (Revenue Administration) taxpayer list when the invoice is created and to set the document type automatically.

The same discipline is needed on the e-İrsaliye (e-Waybill) side. The dispatch note that accompanies the movement of goods must be issued electronically by companies within the scope of e-İrsaliye and be ready before transport begins. In groupage operations, the consolidated transport waybill (toplu taşıma irsaliyesi) used for inter-branch transport is an operational document showing which slips are carried by which vehicle on which line. Separating the roles of these two documents and producing both from the same data makes roadside checks and customer inquiries much easier.

Collections and customer accounts are the continuation of invoicing. The issued invoice must be posted correctly to the customer account, collected amounts to cash or bank, and consignee-paid collections to the cash register of the delivering branch. Tracking cheque, bank transfer and cash collections on the same account makes customer balances and open receivables reliable.

In Kargon™, invoicing is based on acceptance slips: invoices are created from issued slips, and every line can be traced back to its source. When an invoice is issued, the recipient’s status is checked against the GİB taxpayer list and the system automatically decides whether the document will be an e-Fatura or an e-Arşiv invoice. Acceptance slips are loaded onto vehicles with the consolidated transport waybill; collections taken during assignment and delivery go to the cash register, and invoices flow to customer, cash, bank and cheque accounts in a single process. On the Kargon™ side, dispatch notes and e-İrsaliye are produced from the operation record.

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