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Week Ending - Whenever a new batch is started for citrus billings, the user will be prompted for the Week Ending Date associated with the batch file. All entries in the citrus batch must contain the same Week Ending Date. This date may be changed once a batch is started by clicking on the Lock Button, changing the date, and then clicking on the UnLock Button. When the week ending date is changed, the system will automatically update all loads in the current citrus batch with the revised week ending date.
| 1. | Select the Add / Edit Citrus Bills options from the Trucking > Citrus Bills menu and then select the Add Button to create a new customer citrus bill from an entry in any of the three dispatch logs. |
| Weight Ticket – The No field is the order number or Weight Ticket Number. Unlike the freight bill system, the citrus billings are entered directly and do not exist on a dispatch log. The Weight Ticket number must be unique for each load and if a duplicate is encountered, you can work around it by adding a value after the decimal point to make it unique (.01, .02 etc.). |
| Date – The date field represents the date of the haul and acts as the transaction date for accounting purposes. This date controls which accounting periods get updated with the billing information. Note: The haul date must fall within the seven day period of the current week ending date. |
| Hand Tag – The hand tag code is used to identify the type of load being hauled and is very similar to a department code in that it identifies the general ledger accounts that are associated with the order for both the revenue side (receivables and income) and the expense side (payables and expense). Refer to the Hand Tag Master list for more detail on the hand tag code. Every order must be assigned a valid hand tag code.. |
| Hand Number – This is an optional field and refers to the driver's paperwork reference number associated with the citrus load. |
| Bill To – The Bill To information identifies the company that is being billed for this order. The Bill To Company is a Read Only field and cannot be changed since it needs to be the same for all citrus billings in the current batch. The default Bill To customer must be set up in the Trucking Properties. |
| Consignee – The consignee information identifies the company that is receiving the shipment. This field is also a read only field and cannot be changed since it needs to be the same for all citrus billings in the current batch. The default consignee customer must be set up in the trucking properties. |
| Shipper – These fields identify the shipper's name as well as the origination location where the shipment is to be picked up. The shipper's name does NOT have be entered into the Client Master List but if the shipper does exist in the client list, then the origination field will be filled in automatically based on the shipper's city and state. If the shipper does not exist in the client list, the name can be typed in manually in the space provided. |
| Driver – This field identifies the driver who hauled the load. The hand tag code is used to determine if the driver is a company driver (employee) or a sub hauler (vendor). If the driver is an employee, then a list of employee names will be presented in the drop down list, otherwise a list for vendor names will be presented. |
| Note: If the Driver is a company employee, a special settlement rate can be set up in the Employee Load Percentages file and this rate will override the settlement rate associated with the hand tag code. Refer to the Employee Control Fields option on the Trucking > Controls Menu for more information. |
| Proposed Pay Date – This is the proposed pay date for the driver's settlement amount. This date is calculated automatically based on the following formula: |
| Shipments made between the 1st and the 15th of the month: The driver's settlement will be paid on the 25th of the month. |
| Shipments made between the 16th and the end of the month: The driver's settlement will be paid on the 10th of the following month. |
| Weight – Enter the weight of the load. |
| Rate – Enter the billing rate per 1000 pounds. |
| Amount – The amount field is automatically calculated by using the following formula: Weight * Rate / 1000. |
| Field Load – Enter the field load amount, if any. |
| Standby? – If you need to enter standby time for this load, check the Standby? box and fill in the starting date and time as well as the ending date a time using the military format: 00:00 thru 24:00. When the Standyby? box is selected (checked), the following fields are enabled and are used for computing the additional charges for standby time if any: |
| Total Hrs: - The total standby hours are computed automatically using the starting time and ending time entered by the operator. |
| Adjusted Hrs: - The adjusted hours are also computed automatically by subtracting the Maximum Hours of Free Standby Time as set up in the Trucking Properties Screen from the Total Hrs. The adjusted hours represent the billable hours for standby time. |
| Rate: - The standby rate is automatically pulled from the Trucking Properties, but may be overridden if needed. |
| Amount: - The standby amount is computed automatically by multiplying the Adjusted Standby Hours by the Standby Rate. |
| Billing Total – This field represents the total amount that is being billed to the customer for this load and is calculated by adding the extended load amount plus the field load amount plus the standby charge (if any). |
| Driver Settlement Info – The settlement information shows the amount that will be paid to the driver for this billing. If the driver is a vendor, then a settlement invoice (payable) will be created automatically when the citrus batch is posted through the system. The gross amount of the settlement is computed automatically based on the driver's percentage but it may be changed if desired. If there is a standby charge on the load, then the driver will be paid for the wait time which is computed by multiplying the standby charge by the driver's percentage. If there is a PUC charge on the load, it will be deducted from the driver's gross settlement at the rate of the driver's load percentage. An unload charge is deducted from each driver settlement and is based on the billing rate of the load. The unload charges and cutoff rates are set up in the trucking properties. The Driver's net amount is computed as follows: |
| Net Amount = Gross Amount + Wait Time – PUC Charge – Unload Charge |
| Comments – This field is optional and any comments are only printed on the in house copy of the Citrus Bill Register. |
| 2. | Select the Save Button to record your entries or select the Cancel Button to erase your entries. Select the Edit Button to change any information on an existing citrus billing entry or select the Delete Button to completely remove an entry from the batch of citrus billings. |
| 3. | Select the Print Button to print the customer's copy of the billing register. This document serves as the receivable invoice for the customer. Be sure to print this register BEFORE posting the batch through the system. |
| 4. | Select the Post Button to record the citrus billings through the accounting system. During the posting process the customer invoices will be updated in the open accounts receivable aging schedule (openar.adt) as well as the sale journal (sales.adt). If any of the driver settlements involved Sub Haulers (vendors), then the open accounts payable aging schedule (openap.adt) will be updated along with the purchase journal (purchjnl.adt). The general ledger will be updated according to the various accounts associated with the hand tag codes from each citrus bailing item. Finally, the customer invoice information will be stored in the historical billing file (trkbills.adt) in summary for future reference (billing lookups, reports, etc.). |
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