--- title: "Invoicing" canonical: "https://flagshiphelpcenter.myekos.com/space/EHC1/3193668168/Invoicing" format: markdown --- [BULK FUEL HELP] # Create Invoice Enter your fuel invoices in EKOS! EKOS provides and end-to-end solution for your fuel from purchase to payables. Buy fuel, record the invoice, and integrate your accounting system for payment. EKOS can connect the invoice to contracts and link to delivery entries to speed up user entry. ![image](media://dd16f805-ae1f-4d67-bba5-e1138d35afd5) Some of the key value points for standard users and invoice entry include: - The #1 we did is allow you to enter an invoice into EKOS. You can now complete the life cycle of the bulk fuel module from purchase to posting to payables. Users now go from ordering fuel to entering invoices to integrating to accounting systems. - Users can key in the invoice and EKOS will calculate weighted average and the set the price automatically at their fuel sites for them.  Transactions will be priced correctly based on inventory that is correctly valued. - Invoices and all the supporting details will be stored in EKOS with supporting documents and artifacts such as uploaded PDFs etc. - If they key in line items then EKOS can help them reconcile the invoice and keep their suppliers honest.  This will save them lots of money! - #2 We also created a new workflow management screen that helps users keep track of and manage the process. - The transparency is helpful, and the workflow stages help make sure nothing is forgotten. - #3 EKOS can link the invoice to the customers fuel contracts to help the user reconcile the invoice and link the invoice to delivery entries and able to reconcile the invoice against their ATGs (if applicable). To enter a Fuel Invoice, follow these steps: ### *STEP 1* Select an invoice type. There are two types of Invoices to choose from in EKOS: - Bulk Fuel Invoices: The EKOS Load # is automatically generated each time you order fuel in EKOS (using the Buy Now page). The Load # is displayed in the dispatch PDF that is sent to your supplier via email (or file). Ideally you will. Have your suppliers reference the EKOS Load # when they generate your fuel invoice. The result will be that EKOS can help you tie all the order, delivery and invoice information together which will provide the basis for a solid reconciliation or audit. - The format for the EKOS Load # is: [Customer ID]-[Date]-[count of order for the day]. Example: 2413-20220105-002 - This includes Gasoline, Diesel, Off-Road Diesel - Other Fuel Invoice: other types of fuel and fuel related > ℹ️ Bulk Fuel Invoices are typically for traditional fuel products such as Diesel, Gasoline, Off-road diesel, etc.; however, you can enter invoices for things such as generator fuel. These types of invoices are typically the result of an order that was sent from EKOS to the supplier. On these invoices EKOS would provide a Load# to help track all of the invoice components and link them together. Invoices that fall into this category typically have an inventory monitor in the tank. It could be an automatic tank gauge, a wireless tank gauge, or even a manual device. These invoices also are associated with a delivery process where the delivery would be entered into EKOS so you can track the variance, report on the weighted average cost, establish accruals, etc. ### *STEP 2* Search for the EKOS load # (only if you order fuel in EKOS). If you do not have an EKOS Load #, or you can’t find it then you can still enter the invoice, but EKOS will not be able to auto-populate data for you by linking order and delivery information that you have keyed in. Tip: Find the EKOS Load # and save time entering invoices. EKOS can automatically populate many of the invoice fields since order information and delivery information is tied to a Load #. If you ordered the Load in EKOs then it will automatically have an EKOS Load # so best practice is to dispatch orders in EKOS. > ℹ️ Other Invoices include categories such as Propane, DEF, Fuel Card, and Mobile refueling. Most of these types of invoices are not dispatched in EKOS where an order request is sent from EKOS to the supplier. ### *STEP 3* Enter the basic details of the invoice: - Customer PO #: optionally enter your own PO - Supplier Invoice #: enter the invoice number - Supplier: select current status of the contract - Carrier: select current status of the contract - Contract Name: Choose the contract if applicable - Delivery Date: the date the fuel was delivered to the site - Invoice Date: enter the invoice date - Due Date: date the invoice is due - Invoice Notes: select current status of the contract ### *STEP 4* Confirm or Enter the Fuel Drop and BOL Information. If the delivery was already recorded then EKOS will show it here. Otherwise, you can enter the delivery information now. You can also edit the delivery information that EKOS already has stored. Review or enter the following information: - Site - Product - BOL # - BOL Date - Gross - Net - Tank EKOS also provides the option to add a fuel drop at a second location AND the ability to add a second BOL to the site from this same screen. ### *STEP 5* If a user chooses to enter the line items of an invoice, EKOS provides a simple interface and will sub-total for the user. EKOS can accommodate adding multiple BOLs for an invoice. Key in line items and EKOS will help reconcile the invoice and keep suppliers honest, saving you lots of money! ![image](media://cd54673d-b9b1-4168-9cee-a771054a89d1) Enter line-item details or totals for your fuel invoices. EKOS gives you two options: - Option 1: Enter the line items for your invoice so you have the details stored in EKOS. This is the recommended path for many reasons but primarily to help you reconcile invoices and make sure you aren’t over billed. - Add fuel line items to your invoice - Add other fuel line items to your invoice - Add freight, ancillary, taxes, and adjustment line items - Option 2: If you don’t want to enter the line item details you can simply enter the Invoice Total (or sub-total if you have discounts). Click Save or Save and Set Price When you click the save and set price button, EKOS will do a few things for you: 1. If you have the tank setup for Weighted Average Cost, EKOS will calculate a new weighted average per unit for the tank. 2. EKOS will take the new Weighted Average per unit and set that as the price for the product entered and apply that price to the site. Therefore, all transactions on this date and going forward will be at the new price. If you are not using EKOS to calculate the Weighted Average for you, then EKOS will use the Price Per Unit that you have keyed in and set the price at your site to that number. If you only click the Save button, EKOS will not calculate Weighted Average, nor will it set the price at the site. It will only save the delivery. Save time entering line items with freight, tax, and ancillary: - Invoices can have a wide array of freight, tax, and ancillary items. EKOS neatly groups the line item types for the user and defaults the entry screen based on data it already has on the site to save the user time. - Once you finish adding all line items, EKOS provides the ability to apply discounts and if the invoice is for non-fuel then extra taxes can be applied. - EKOS will calculate all the elements of the invoice into a grand total and then will provide the user a price per unit - EKOS will also calculate the weighted average cost for any tank that has the weighted average inventory method setup. The weighted average will be applied to the site for that product and EKOS can automatically set the fuel price at the site if the user invokes that option. --- # Invoice View Page The invoice view page provides reconciliation at your fingertips. Users can see all the documents that have been uploaded as artifacts attached to the invoices. EKOS will also show the accounting team the PDF that was sent to the supplier when the fuel was ordered. All tools are designed to help users audit invoices. --- # Invoice Audit Feature Upgrade Some of the key value points for the invoice audit feature include: - Automatic Invoice reconciliation including the ability for EKOS to integrate with suppliers to retrieve digital fuel invoices (eliminating human data entry) and automatically calculate variances and reconcile the invoice before posting for payment. - Once the invoice variances are reconciled EKOS, can take posted invoices and automatically submit them to accounting systems (such as Oracle or SAP) ledger entry and payment. - It is possible for fuel invoices to come into EKOS and get fully reconciled and ready for posting with no human intervention.  With a button click once per day…EKOS can then push posted invoices to accounting systems for payment. - Advanced integrations with the leading systems in the industry. What you get extra when you choose the invoice audit feature upgrade: - DTN Invoice integration with automatic reconciliation - Workflow Manager with statuses - Dispute management for suppliers - Credit a rebill management - Accounting System integration for AP Invoices - Fully functional error checking and variance engine - Settings to control approval tolerances - Error events so you can control watch the engine will approve or reject - Write off Code and Reason Code management - Auto Generated Load number on all orders (can be your PO#) - Automatic Tank gauge vs. BOL variance - Professional desktop for performing audits and resolving issues.  EKOS will show you all data, variances, and scanned documents throughout the process.