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How to review AI-generated Incoming invoices and POD/CMR documents?

Incoming invoices created automatically from emails processed by the Cloudex TMS AI mailbox must be reviewed before they are confirmed.

During the review, check:

    the information read from the supplier invoice; whether the invoice is related to the correct Trip/Spedition; whether the invoice amounts are correct; whether POD/CMR documents are attached to the correct Client order.
    When to use

    Use this procedure when an Incoming invoice has been automatically created from an email received in your AI incoming-invoice-reading email.

    All invoices created by AI generatedthat still require user validation can be found under:

    Finances → Incoming invoices which are read from your AI incoming invoice email getting into→ Incoming invoices (in review)

    status

    How listto review an AI-generated Incoming invoice

    1. Open the invoice

    Go toto: Finances -→ Incoming invoices -→ Incoming invoices (in review)

    image.png

    You will see all incomingIncoming invoices created by AI that still need to be reviewedreviewed.
    Open the invoice you want to reviewreview.

    image.png

    2. InOpen incomingthe invoice attachments

    In the upper-right upper corner youof the Incoming invoice, click the Attachments icon.

    The attachments received with the original email will findbe Attachmentsdisplayed.

    icon

    Usually, whichthe willemail opencontains:

    all
    attachedthe attachmentssupplier's invoice PDF; one or more POD/CMR documents related to the shipments included in the invoice.
    3. Compare the AI-generated invoice (usuallywith therethe needoriginal invoice

    Select the original invoice attachment.

    Cloudex TMS allows you to bereview the information side by side:

      the Incoming invoice created by AI; the original invoice received from the supplier.

      Check that the information read by AI is correct.

      Pay particular attention to:

        supplier; invoice number and date; currency; invoice amounts and VAT; payment information; related Trip/Spedition.

        Correct any information if necessary.

        Important: AI helps automate invoice data entry, but the user is responsible for reviewing the information before confirming the invoice.

        image.png

        Review POD/CMR attachments

        After checking the invoice, review the POD/CMR documents received with the email.

        The invoice PDF andshould shipment POD/CMR related to invoice. 

        Choose Invoice attachment so it is possible to see in left part of screen generated invoice and in right screen part original received invoice from your supplier.

        pay attention that invoice isremain attached to the rightIncoming Trip/Spedition and sums are correctinvoice.

        image.pngPOD/CMR documents should normally be attached to the corresponding Client order.

        4. Check where the POD/CMR is attached

        In the attachment list, check whether the POD/CMR file is shown under:

        NextIncoming thinginvoice youor needClient order

        If the POD/CMR is already attached to check do is to validate POD and move them tothe correct Client orderorder, ifno action is required.

        If the POD/CMR is shown under Incoming invoice, Cloudex TMS or AI was not able to dodetermine it

        the

        Ifcorrect inClient Invoiceorder attachmentautomatically listand youthe seedocument that POD/CMR files are in Incoming invoice section it means they need tomust be moved manuallymanually.

        to

        This appropriatecan Clienthappen, orderfor example, when one carrier invoice contains costs for several shipments.

        image.png

        5. Move the POD/CMR to the correct Client order

        PromFind 3the POD/CMR attachment.

        Click the three-dot (...) menu choosenext Function:to the file and select: Move file to

        image.png

        Select the appropriate Client order.

        After moving the file, it will be displayed in the attachments list as a Client order attachment.

        Important: Make sure you select the correct Client order before moving the document, especially when the Trip/Spedition contains several shipments.

        image.png

        After you move POD/CMR to appropriate Client order in Invoice attachment list it will show as Client order attachment

        image.png

        6. Review and approve the POD/CMR

        ClickOpen onthe POD/CMR filedocument and check that it belongs to approvethe it.selected SoClient thatorder.

        Approve the POD/CMR if the document is correct.

        An approved POD/CMR can then be used in the Client order invoicing process and, when automatic invoice sending is ready for invoicing and invoiceconfigured, can be sent automaticallyincluded with approvedthe POD/CMRoutgoing invoice.

        image.png

        Confirm the Incoming invoice

        FinallyAfter you have:

          checked the invoice information; verified the related Trip/Spedition; checked the invoice amounts; moved POD/CMR documents to the correct Client orders where necessary; reviewed and approved the POD/CMR documents;

          change the Incoming invoice status fromfrom:

          In review to→ Confirmed
          Click Save.

          The AI-generated Incoming invoice has now been reviewed and Save the invoiceconfirmed.

          image.png

          https://help.cloudex.app/books/cloudex-tms/page/how-to-set-up-an-ai-mailbox-for-incoming-invoice-reading

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