This guide explains how to record accounting documents from Shipmondo.
Types of documents
When using Shipmondo, you may receive the following three types of documents:
Top-up receipt
Each time your Shipmondo balance is topped up/refilled, either manually or automatically, a top-up receipt is generated.
These can be retrieved under Balance movements or via your account statement, found under the menu item Company Name > Billing.
Note: A top-up receipt is not an invoice and therefore does not include VAT.
Invoice and Credit note
Invoice: If you use balance payment, you will receive a monthly invoice covering your usage for the previous month. If you are on Shipmondo Essentials or Pro and have chosen monthly payment, this invoice will also include the charge for your subscription for the upcoming period.
Credit note: A credit note may be issued when, for example, a purchase is credited or compensation is paid for a shipment. The amount from a credit note is always refunded to your Shipmondo balance.
All issued invoices and credit notes can be found under the menu item Company Name > Billing > Invoices and Credit Notes.
Deposit receipt and Withdrawal receipts
Deposit receipt: When you make a purchase and pay with a payment card (instead of using your balance), an invoice and a corresponding deposit receipt are immediately issued.
Withdrawal receipt: A withdrawal receipt is created when a balance withdrawal occurs.
These receipts can be retrieved under Balance movements or via your account statement, found under the menu item Company Name > Billing.
How to record the documents
Setting up in the chart of accounts
Create a financial account in your accounting system that represents your Shipmondo balance, similar to how you have a financial account for your bank balance.
Recording based on your Shipmondo account atatement
The easiest way to record documents from Shipmondo is to use your account statement in Shipmondo as a starting point. Here, you get an overview of all documents:
Retrieve your account statement for the accounting period under Company Name > Billing, and record the documents as described below:
Top-ups
Debit: Shipmondo Balance
Credit: Bank Balance
(Transfer of funds between your bank account and Shipmondo balance)Withdrawals
Credit: Shipmondo Balance
Debit: Bank Balance
(Transfer of funds between Shipmondo balance and your bank account)Invoices paid with balance
Debit: Expense Account
Credit: Shipmondo balance
(Settlement of usage with funds from your Shipmondo balance)Invoices paid with payment card
Debit: Expense Account
Credit: Bank balance
Note: The corresponding deposit receipt does not need to be recorded.Credit notes
Debit: Shipmondo Balance
Credit: Expense Account
(Credit note is always refunded to Shipmondo balance)
Reconciling the balance
After recording all documents, your Shipmondo balance in the accounting system should match the Shipmondo balance as indicated under Company Name > Billing > Balance movements.