Automatic Payables
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Overview
Automatic payables can be generated for company drivers, owner operators, sales reps, dispatchers and agents. Pay is generated on the related Order or Dispatch every time one of the defined pay conditions is met. Multiple pay lines can be entered to accomodate for different payment conditions for a given personnel or vendor.
The dollar amounts to be paid are defined by way of Payable Charge Types, while the conditions in which these payables should be applied are defined on the Automatic Payables tab of either a Personnel Record or a Vendor Record.
Definitions
| Column Name | Definition |
General | |
| DEL | Deletes the related line
Double-clicking in this column deletes the corresponding auto-rating line. This should only be used when automatic payables were added in error, or have never been used. To disable automatic payables that have been used, use the End Date column.
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| Start Checkbox | Indicates Start Date has been edited
Check this box to enable manual editing of the Start Date.
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| Start Date | Date this payable is effective
Setting the date in this column indicates that this automatic payable line should only be generated on jobs that occurred after the indicated date. The date on which a job is considered to have occurred is defined in the System Configuration under Payables → Default Bill Date...
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| End Checkbox | Indicates End Date has been edited
Check this box to enable manual editing of the End Date.
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| End Date | Date this payable is no longer effective
Setting the date in this column indicates that this automatic payable line should only be generated on jobs that occurred before the indicated date. The date on which a job is considered to have occurred is defined in the System Configuration under Payables → Default Bill Date...
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| Charge Type | Indicates the Payable Charge Type to be applied
Payable Charge Types are what truly drive automatic payables. These records are where rate per mile, percentage of revenue, etc are defined. Choose the appropriate payable charge type(s) to be applied for this personnel or vendor.
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| Units Checkbox | Disabled
Units are not editable in this form. To change the units for a payable charge, open the Payable Charge Type record itself.
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| Units | Indicates the unit multiplier for calculating pay
Units are pulled from the payable charge type, and can be defined for things like miles, hours, revenue, profit, etc. They are used to calculate pay by multiplying them against the unit rate. See Payable Charge Types for full details on their behaviour and configuration.
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| Unit Rate Checkbox | Indicates Unit Rate has been edited
Check this box to enable manual editing of the Unit Rate.
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| Units | Indicates the unit rate multiplier for calculating pay
Unit Rate is pulled from the payable charge type, and typically represents the dollar amount to be paid for each related unit. This can be modified from the default to reflect the pay amount specific for this personnel or vendor. See Payable Charge Types for full details on payable charge type behaviour and configuration.
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| Auto-Add If | Defines the circumstance in which this payable line should be generated
Choose the appropriate option in the dropdown for when this payable line should be generated. The difference between (On segment) versus (On Order) is the record to which the payable should be applied.
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| Equipment Type | Indicates the Equipment Type in use when this payable line should be generated
Enter the text string to match a part of the Equipment Type defined on the dispatch for when this payable line should be applied. This setting only applies to payables being generated on the dispatch.
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| Branch | Indicates the Branch in use when this payable line should be applied
Select the branch in use when this payable line should apply. This setting only applies to payables being generated on a dispatch, and looks at the dispatch branch.
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| Dispatch Type | Indicates the type of dispatch on which this payable should be generated
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Common Tasks
Adding Automatic Payables
- Navigate to the Automatic Payables tab on the desired record
- Select the appropriate charge type under the Type column
NOTE: The Payable Charge Type selected drives the dollar amount to be paid. Payable Charge Types can be configured to pay based upon miles, hours, revenue, and many other criteria.
- Change the Unit Rate if necessary by clicking the check box in the Unit Rate column and then modifying the unit rate dollar amount
- Choose the condition on which this personnel or vendor should be paid under the Auto-Add If column
Editing Automatic Payables
When pay terms change, existing automatic payable definitions should not be modified to reflect it. Instead, they should be configured to show an End Date to indicate the date on which they no longer apply.
The new pay terms should be defined on a new line of their own, with a Start Date set to indicate the date on which this payable should now be applied.
This serves to ensure the accuracy of past data within the system, and to ensure no payables are accidentally recalculated for dates in the past.
Removing Automatic Payables
Automatic payable lines that have been used to calculate pay should not be deleted. Instead, they should be configured to show an End Date to indicate the date on which they no longer apply.
This serves to ensure the accuracy of past data within the system, and to ensure no payables are accidentally recalculated for dates in the past.
Example
The following image shows a typical company driver configuration. Notice the pay of 0.40$ per mile effective until Oct. 31st, and new pay terms of 0.50$ per mile effective Nov 1st forward:
