FREIGHTMATE HELP

Assuming all master files information is setup for customers, contractors, route, sender / . Receivers and pricing, the following steps are taken to enter a delivery, print invoices and update the ledgers. If the master files are not setup, look at he Freightmate detailed documentation to see what is involved.

 The frequency of each step is dependant on how the individual transport company operates and what the billing cycles are.

 -       Enter the delivery

-       Complete the delivery for invoicing

-       Generate fuel surcharges

-       Print the invoices

-       Cancel an invoice if incorrect

-       Un-complete the delivery to correct it for re-invoicing

-       Update invoices to debtors, revenue to vehicles and sub-contract payment.

Following details outline what to do in each step.

1. . Enter delivery

Once the consignment is ready for invoicing, the following steps are taken:

2.  Complete delivery

Before a consignment can be invoiced, it must be completed from an accounting point of view; this is done by selecting the consignments to be completed for invoicing in the “To Complete Deliveries” option in the deliveries menu. Select the consignments to complete and click on the OK button. You can optionally select all or print the list of consignment to complete. Once completed they disappear from the is screen and move to appear on the “To Un-complete Deliveries” option. Once completed they also start to appear in the list of customers to invoice in the “Invoice Deliveries” option in the ”Invoicing “ menu of Freightmate.

3.  Generate Fuel Surcharge Fees

 If fuel surcharge is to be added to an invoice, the fuel surcharge must be calculated after the consignments have been completed and before the invoice is printed.

 The Freightmate Generate Fuel Surcharge fees allow you to create a consignment note automatically for a percentage amount of what is about to be invoiced.  To begin using this option you will need to setup the percentage rate, general ledger and department codes for the customer who you want to generate a surcharge for.  You can do this in the Maintain Customers screen in either Freightmate, Fleetmate or Accountmate.  You can only generate fees for those customers that you print invoices for.  You will also need to setup a new route code called 'FEE' and a product called 'FUEL FEE'.  This will enable you to report on all of the fuel surcharge information.

 As the fee is only created on the total amount of the consignments that have been COMPLETED for that customer, you will need to make sure that you have completed all of the consignments that you need to for that invoice run.  Once this is done you can create the fees.

 Before you continue, please make sure that no one is completing or un-completing consignments when you do this.  If they are, the fees that are being created may not be correct.  You will need to enter a process date and a company code.  You can only process one Company, eg. Co A, B, etc., at a time.  Once this is done, select on the 'CREATE FEE' button.  A message will appear when the fees have been generated.  You have the ability to print a report of the fees that have been generated.  If you would like a copy of the report (always a good idea), you must print it before you exit the screen.  If you forget you can always get the data from a different report in the system (deliveries by freight, deliveries by date range).

 Fuel surcharge fees will only be generated for those customers who have been selected in the customer master file to have fees generated.  The fuel surcharge percentage is picked up from the customer master file and calculated on the total invoice amount.  A separate fuel surcharge consignment will be generated and attached to the invoice prior to printing.  After the fees have been generated, you are able to print a report listing the fees calculated.

4.  Invoice delivery (print invoices)

 Once the consignments have been completed and the fuel surcharge has been calculated (if applicable) the consignments are ready for invoicing. The invoice deliveries option is where this is done.  To print invoices, select the customer, or all customers, and then select print invoices.  The invoices that have been printed will no longer appear in this section, but if invoices need to be re-printed, they will appear in the reprint section of this page.  As an option, the ‘print/show GST detail lines on invoice’ checkbox can be selected if required.

5. Cancel invoice

 If an invoice is found to contain errors, the invoice can be cancelled as long as it has not been updated to the debtors.  An invoice cannot be cancelled once it has been update to debtors.   The consignments must be uncompleted before they can be edited or deleted.

 If fuel surcharge has been calculated on an invoice, the fuel surcharge consignment must be deleted prior to completing and re-invoicing.  As this fuel surcharge consignment note is calculated on the total completed consignments for a customer, this consignment note will need to be deleted if an invoice is cancelled.  After editing the deliveries for the cancelled invoice, the fuel surcharge fee will need to be re-created before the invoice is printed.   This will generate a new fuel surcharge consignment note.

6.  Un-complete delivery

 If a consignment has been completed and you need to alter it, or if you do not want it to be invoiced yet, they can be uncompleted ready for editing.  To uncomplete the consignment, select the consignment or block of consignments and select ok.  You have the ability to filter the consignments by route code, customer, delivery address and date range.  If consignments have been filtered, and the ‘select all’ button is selected, only the consignments in the browse window will be uncompleted

7.  Create manifest

 If a consignment is entered via the Dispatchmate function, the manifest is also generated at this time.

 If a consignment is entered via enter deliveries option, the manifest must be generated by selecting the auto-generate manifest button on the bottom right hand side of the screen.

8.  Complete manifest

 Manifests must be completed before they can be updated to contractors or vehicle revenue.

To complete a manifest, select the manifest or block of manifest and select ok.  You have the ability to select all of the manifests.  You have the ability to filter the manifests by the route code and date range.

9.  Update invoices to debtors

 Once invoices have been checked and sent to customers, they need to be updated to the debtors’ accounts, ready for receipting.

 The update to debtor’s option allows you to update invoices to debtors.  You can select the company to update the invoices to, and you have the ability to print the invoice list prior to updating.  To update invoices, select the invoice or invoices to update, enter the company to update to and select the update button.  Once the transactions have been updated, they will no longer appear in this list, and are ready for viewing in debtor’s accounts in Accountmate.  Once invoices have been updated to debtors, they cannot be brought back.

 10.  Update manifests to contractors

 When manifests relating to contractors have been completed, they will need to be updated to contractors ready for drawing payments to your contractors.

 You can select the company to update the manifests to, and you have the ability to print the manifest list prior to updating.  To update manifests, select the manifest or manifests to update, enter the company to update to and select the update button.  You can select individual manifests or all manifests.  Once the transactions have been updated, they will no longer appear in this list, an are ready for viewing in contractor’s accounts in Accountmate.  Once manifests have been updated to contractors, they cannot be brought back.

 11.  Update vehicle revenue to Fleetmate

When manifests relating to company vehicles, have been completed they will need to be updated to vehicle history for reporting revenue on company vehicles.  This can then be used for calculating profitability on each vehicle.

You can select the company to update the vehicle revenue to.  To update manifests to vehicle revenue, select the manifest or manifests to update, enter the company to update to and select the update button.  Vehicle revenue will be updated to the vehicle costing reports in the Fleetmate module.  You can select individual manifests or all manifests.  Once the transactions have been updated, they will no longer appear in this list, and are ready for viewing in Fleet History reports in Fleetmate.  Once manifests have been updated to Fleetmate, they cannot be brought back.