This guide aims to provide clarity on how different receipts and documents issued by Shipmondo should be handled by your accounting.

Read more about balance.

There are two types of documents you'll receive and will need to post when you use balance payments:

When you add credit to your Shipmondo account, a payment receipt will be issued. You can retrieve it by clicking on your company name at the top right corner, and then under Payment > Receipts.
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An example of a payment receipt:

A payment receipt is not an invoice and does not contain a VAT/MVA specification. When you add credit, you're only moving funds from your bank account to your Shipmondo account.

A purchase takes place when you use those funds to pay for services/freight through Shipmondo.

You should start by creating a financial account that represents your Shipmondo balance in receivables, in the same way you have a bank account in the chart of accounts in your bookkeeping system, under cash and other assets.

When you add credit to your Shipmondo account with e.g. DKK 1,000.00, you need to make a credit entry on your bank account and a debit entry on your Shipmondo balance account with the same amount.

This way, you can document the money/funds transfer between the accounts and your refill receipt is the document for your accounting.

Your usage is monitored, and a statement is generated monthly. This statement serves as your monthly invoice and specification, detailing shipment IDs, freight products, VAT specifications, and other relevant information. A monthly invoice is provided on the 1st of each month for the previous month.

You can access your monthly invoice by clicking on your company name at the top right corner, and then navigating to Billing > Invoices.

An example of a monthly invoice / specification is shown below (the date would be the last date of the month):

The monthly invoice you receive from us, represents your expenses/shipping consumption.

When you receive it, you need to make a debit entry on your freight purchase account and a credit entry on your Shipmondo balance account with the amount from your invoice. This way you document that it was your Shipmondo balance account that was used for your purchases and not your bank account.
The amount that's still on your Shipmondo balance account is what you can continue using for your future payments. 

Use the monthly invoice as the document for your accounting.

When a shipment paid from your Shipmondo balance is canceled, the cancellation is documented on a consolidated monthly credit note. This note follows a similar issuance process as a monthly invoice and is provided on the 1st of each month for the previous month.

Here, shipment ID, freight product, VAT, etc., are itemized.

You can retrieve your monthly credit note by clicking on your company name at the top right corner, and then under Billing > Credit Notes.

The monthly credit note is what needs to be offset against your monthly expenses/shipping consumption.

In your accounting software, you should credit your freight purchase account, and as a contra account, debit the Shipmondo balance account to register that your Shipmondo balance has been increased by the amount stated on your monthly credit note.

The increase in your Shipmondo balance occurs continuously when you cancel your balance-paid shipments. It's just the accounting entry that you need to handle collectively based on your monthly credit note.