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Declaration Management System (DMS) 4 Export Declaration

Export Invoice Management

The
Export Invoice Management
 screen is used for creating and managing invoices. Invoices can either be created within ONESOURCE DMS 4 Export or come from an external system, depending on how the system was configured during implementation.
The search bar shows the list of available invoices. The invoice status is located between hyphens to the right of the invoice number. See below for a list of shorthand statuses:
Shorthand invoice status
Meaning
P
Processed
V
Void
U
Unprocessed
F
Finalized

Creating a New Invoice

To create a new invoice, click
New
 to open the Create
New
 pop-up.
From this pop-up, you can create a new invoice from scratch or use an available template. Complete all necessary fields, and then click
Save
.
Fields
Description
New
Creates a new invoice in the system. Relevant information will need to be entered on the invoice before any further action can be taken.
From Template
Creates a new invoice in the system based on the previous templates saved in the export system.
Export Country
This drop-down displays a list of countries that can be selected as the destination for the exported goods.
Import Country
This drop-down displays a list of countries that can be selected as the source for the imported goods.
OrderNumShip
Enter the Ship Order Number.
Clicking
Save
 will close the Create
New
 pop-up and redirect you to the
Export Invoice Management
 screen.
This screen allows to edit the fields in the different tabs. An example of making modifications would be adding items, parties, or documentation to an invoice. Make any necessary changes, click
Save
, and then click
Validate
.
Once the invoice is saved and validated, the invoice is considered processed and the
Systems Messages
 tab will automatically open. This tab displays all errors, actions, and/or notifications regarding the selected invoice. For instance, if a
Hold Message
 appears, you may need to resolve and correct some of the invoice information before the invoice can be completed.
If the invoice has no validation errors or all validation errors in other tabs have been resolved, yo may proceed with processing the invoice. To process the invoice, click
Process Shipment
. Once
Process Shipment
 is clicked, the invoice can be attached to a Simplified Declaration in the
DMS 4 Export Declaration
 screen.

Voiding an Invoice

In some cases, an invoice may contain incorrect data and need to be voided.
To void an invoice, click
Void
.
Clicking
Void
 will open the
Void
 pop-up. Provide a void reason and explanation. Click Submit to save the void information and close the pop-up.
After the invoice is voided, the
Reactivate
 button appears on the screen. Clicking this button will change a “void” invoice into an “unprocessed” invoice. The invoice will then appear as
Unprocessed
 in the
Find Shipment
 drop-down.

Finalizing an Invoice

To authorize an invoice, click
Finalize
. This button only becomes available after an invoice is fully processed. Permissions to use the
Finalize
 button are client-specific and may be adapted to the needs of the business.

This article applies to:

  • PRODUCT: ONESOURCE Global Trade

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