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FREIGHTMATE HELP

INVOICING MENU

Generate Fuel Surcharge Fees

Setting Up To Use This Option

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.

 Before You Create The Fees

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.

 Creating The Fuel Surcharge 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.

 Mistakes

As the fees are just consignment notes, you have the ability to go and alter them or delete them if they are incorrect.  They are just treated like any other consignment note that has been entered into the system.

 Cancel Invoice

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.

 

Invoice Deliveries

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.

 

 

Reprint Invoices

There are 2 different ways to reprint an invoice.  An invoice can be reprinted from the second tab on the invoice deliveries option or can be re-printed from the ‘Reprint Invoices’ option on the Invoicing Menu.

 To re-print multiple invoices you can ‘multi-select the invoices in the re-print browse screen, you also have the ability to export to an ASCII file or to Excel.

 

Cancel Invoices

The cancel invoices section allows you to cancel invoices that have been printed but not updated to the debtors’ section of Accountmate.  You cannot cancel invoices once they have been updated to debtors.  To cancel invoices, select the invoice or invoices to cancel and select ok.  The consignments attached to that invoice will now appear in the uncomplete consignment option for alteration or re-invoicing.

  Cancel Invoice List

The ‘cancelled invoice list’ will list all cancelled invoices for the date range selected.  You can print the report or preview to screen.

 

 

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