Import carrier invoices

Carrier invoices are what Forensik checks your freight costs against. Import them on the Carrier invoices page (/invoices) with Import invoice. You need a role that can reconcile (Master Admin or Editor).

What you can upload

• The carrier's invoice detail export as .csv, .xlsx or .xls, up to 10 MB. One row per invoice line, charges ex GST, with GST in its own column. Workbooks with macros or a password are not accepted.
• A PDF invoice from Toll IPEC, Hunter Express or Bluestar Global Logistics. These are read as the carrier sent them, with no column mapping.

Import a CSV or Excel file

1. Choose the Carrier and the file, then select Read file. If a workbook has several sheets, pick the sheet and the heading row.
2. Map columns. Tell Forensik which column holds each field. Invoice number and Invoice date (day first, for example 21/09/2026) are required. Connote and Reference are optional but they are how lines are matched to your consignments, so map them whenever the file has them. Add at least one charge column and enter the carrier's charge code for each, then choose the GST column.
3. Select Check file. If any charge code is new for this carrier, the Charge codes step asks what each one is: a standard type (Base freight, Fuel levy, Accessorial / surcharge, GST, Credit or Adjustment) and, for surcharges, which surcharge. Your answer is saved for future invoices from that carrier. Forensik may suggest an answer, but nothing is mapped until you import.
4. Confirm. You see the rows, invoices and credit notes found and any problems. Leave Save this mapping (for that carrier) and use it next time ticked so the next file maps itself. Then select Import.

The next time you choose that carrier, the list shows (saved mapping). If a new file's columns differ, Forensik tells you and you map it again; the new mapping replaces the old one.

Import a PDF invoice

Choose the file and either pick the carrier or leave Work it out from the PDF selected. Forensik reads the invoice, shows the lines it found, any charges billed on the invoice total, and the ex GST and GST printed on the invoice. The lines must add up to the totals printed on the invoice, or nothing is imported. Map any new charge codes on the same screen, then select Import.

Credit notes

An invoice whose lines total less than zero is saved as a credit note. If your file has an Original invoice (credit notes) column, map it so each credit links to the invoice it credits. A credit note for an invoice Forensik has not seen is still saved, with a warning, but without the link.

All or nothing

A file is imported whole or not at all. If any row has a problem, nothing is saved and the rows are listed so you can fix the file and upload it again. An invoice number already imported for the same carrier is refused, so the same invoice is never counted twice.

What happens next

Straight after the import, every new line is matched to its consignment and audited. The success message shows how many lines matched, how many did not, and how many exceptions were opened. See how invoice lines are matched and work the exception queue. If the import fails, invoice import errors explains each message.