Collections
Gather invoice rows into collections for easier management
Collections allow you to group invoice rows together for easier tracking and management of invoice discrepancies, disputes, reclaim errands, or investigations. By organizing related invoice rows into a collection, you can streamline the process of reviewing, approving, and resolving issues with transporters.
Key Features
- Group Related Invoice Rows: Organize multiple invoice rows from one or more invoices into a single collection
- Track Status: Monitor the lifecycle of a collection from draft to closed/archived
- Add Comments: Collaborate with team members by adding comments at both collection and invoice row levels
- Credit Tracking: Record credited amounts from transporters
- Summary Statistics: View aggregated data including totals, deviations, and involved transporters
Collection Statuses
Collections progress through different statuses depending on their lifecycle. These are the different statuses and their meanings:
| Status | Can Add Rows | Description |
|---|---|---|
| Draft | ✅ Yes | Collection is being prepared and not yet submitted |
| Open | ✅ Yes | Collection is active and being worked on |
| In Review | ✅ Yes | Collection is under review by stakeholders |
| Approved | ❌ No | Collection has been approved and accepted |
| Rejected | ❌ No | Collection has been rejected and requires revision |
| Closed | ❌ No | Collection is closed and no longer active |
| Archived | ❌ No | Collection is archived for historical reference |
Note that collections in the "Draft", "Open", and "In Review" statuses allow adding more invoice rows, while collections in the "Approved", "Rejected", "Closed", and "Archived" statuses do not permit further additions. If you want to add more invoice rows to a collection that is no longer open for additions, you will need to create a new collection or change the status of the collection first.
Use Cases
There are several scenarios where collections can be particularly useful, and we are continously finding new ways to use them. Here are some common use cases:
Transporter reclaims
Collect invoice rows that have been overbilled by the transporter and that you want to reclaim. After adding the rows to a collection, you can easily export these from the collection page in Scope.
Delayed billing
In some cases, the transporter may have had technical issues or other problems causing them to not invoice you enough according to your agreement. Often in these cases, the transporter will eventually identify such discrepancies and send you a delayed invoice.
By collecting the affected rows into a collection, you can keep track of which rows you expect to be billed for in the future and what amounts you expect to be billed. This way, you can avoid unpleasant surprises when the delayed invoice arrives.
Operational improvements
Track occurrences of added and penalty fees that come from operational mistakes over time. Some examples include unreadable barcodes, invalid postal codes and oversized shipments.
If you add invoice rows related to such mistakes into collections each month, it enables you to keep track of operational improvements over time.