1tmws.tmwsystems.com/learningcenter/TMWS/docs/Release... · Web viewYou must close the Edit Invoice Folder before the will be removed from the directory. 2. Only s that are created

(Preliminary: Features are subject to change)

7. Changes to the Invoicing application

The V.2006 changes to the Invoicing application include:

Using enhanced invoice print options to print invoices........................................................................................7.2Displaying one of the TrlType1–4 fields in the Edit Invoice Folder..................................................................7.28Making a trip billable after departure from the last stop....................................................................................7.29Changes to Canadian tax setup and maintenance...............................................................................................7.30Having the invoice status set to RTP when you re-open a master bill...............................................................7.46Using Dist(RoundTrip*Adj) as a charge type Unit Basis...................................................................................7.49Looking up invoices based on a master order in the Batch Rating window.......................................................7.53Defaulting a user’s RevType1 value in Invoicing retrieval windows.................................................................7.54Viewing stop details in the Order Stops window................................................................................................7.55Displaying the master order number...................................................................................................................7.56Keyboard shortcut added for Compute function.................................................................................................7.57Displaying a confirmation message in the Invoices On Hold queue..................................................................7.57Auto rating an order when it is opened in Invoicing..........................................................................................7.59Updating the Bill Date when the invoice status is set to Ready To Print...........................................................7.61Counting sequential events at the same location as one stop in Order Entry, Dispatch, and Invoicing.............7.62Assignment history available in Invoicing.........................................................................................................7.65Specifying how many days after the order’s delivery date the Invoices On Hold queue will override a paper work requirement................................................................................................................................................7.66Enhancements made to the Orders Ready to Prepare queue...............................................................................7.73

TMW Systems, Inc. Last Compiled: 4/6/2007 1document.doc TMWSuite V.2006 Release Notes

Changes to the Invoicing application (Preliminary: Features are subject to change)

Using enhanced invoice print options to print invoicesFirst available in General Availability Release 2006 R2 (build 2006.05_10.0216).

To issue an invoice in previous versions of TMWSuite, you first had to create the invoice through the Invoicing application, print it to the default printer, and then send the invoice via fax or U.S. postal service. If set up to use EDI, you could also send the invoice via EDI 210 output. You could not fax information directly from the system unless sending it through the TMW Imaging system.

Now, when you update an invoice or master bill to a Printed status, you can send it directly to a specific client from within TMWSuite without intermediate printing or using Imaging. Using the enhanced invoice print options accessible in the Bill To company profile, you can specify that invoices (both freight and master bills) be e-mailed, faxed, printed on a printer other than the system default, or a combination of these. Because the setup is in the Bill To company profile, you can have different settings for each of your clients.

Warning: The enhanced invoice print feature was designed to be used primarily when printing invoices directly from the Print Invoices queue, without having the Print Preview option selected.

You may print from the Edit Invoice Folder using the enhanced invoice print settings, however, when you print on a one-by-one basis, a hard copy will be always be sent to the default printer.

This document shows the results of printing invoices using enhanced invoice print options from both the Print Invoices queue (recommended) and Edit Invoice Folder.

You must do the following before you can use enhanced invoice printing:

Install software required to use the enhanced invoice print options. Set up the EnhancedInvoicePrint= General Info Table and TTS50.ini file settings to

configure and use enhanced invoice print options. Use the Invoice Output Selection window in the Bill To company profile to set up enhanced

invoice printing on a client-by-client basis.

Note: If any Imaging product is turned on through the InvoiceImagingActivated=Y setting in the [Invoice] section of the TTS50.ini file, the enhanced invoice print options set up in the Invoice Output Selection window for Bill To companies are not used when printing in Invoicing. The default Imaging print functionality is used.

2 Last Compiled: 4/6/2007 TMW Systems, Inc.TMWSuite V.2006 Release Notes document.doc


Installing software for enhanced invoice printing options

The enhanced invoice print options are free through TMWSuite. However, to create PDFs for e-mail and send faxes, you must install additional third-party applications.

The following TMW installation files are available in the Clients Only FTP area of the TMW Systems website.

Enhanced Invoice Printing.msiThis file installs the PowerBuilder 9 Client Runtime DLL files, registers them, and sets up the PowerBuilder directory for other installation files. Note: This file must be run before configuring any other TMW or third-party installation files.

drivers.zipThe zip file allows you to set up the printer postscript driver files which are required to format PDF files correctly so you can send invoices using the enhanced invoice print e-mail option.

comprint.dllThis is a TMW-specific enhanced invoice print DLL file that allows you to print using a printer other than the system default printer.

The following software applications must be acquired through third-party vendors:

GhostScriptThis application is required to create PDF files, which are included in e-mails sent through the enhanced invoice print e-mail functionality. The software is free but must be acquired through Artifex Software, Inc. Refer to www.ghostscript.com for the latest GhostScript Windows installation files.

Symantec WinFax PRO This application is required for integrated fax functionality and must be purchased through Symantec Corporation. Refer to www.symantec.com/winfax for the most recent information on this product.

Complete the steps in the following sections to install the applicable enhanced invoice print files.

Note: The installation must be completed by a user who has network system administrator rights.


http://www.symantec.com/winfax

http://www.ghostscript.com/


Installing PowerBuilder files

PowerBuilder installation files are required to run all enhanced invoice print options properly in TMWSuite. The Enhanced Invoice Printing.msi file installs the PowerBuilder 9 Client Runtime DLL files, registers them, and sets up the PowerBuilder directory for other TMW and third-party installation files.

Notes:

1. The Microsoft Windows installer package file (Enhanced Invoice Printing.msi), created by TMW, is a storage file containing the behind-the-scenes system instructions and necessary data required to install the PowerBuilder files.

2. The Enhanced Invoice Printing.msi file must be run before configuring any other TMW or third-party installation files.

1. Select a location on your hard drive to download the setup files from the FTP site.

Note: Installation files are usually placed on the C:\ drive.

2. Double-click the Enhanced Invoice Printing.msi file to start the installation process.

This file is located in the C:\ drive folder in which you placed the TMW installation files.

3. Click Next in the Welcome to the PowerBuilder Client Runtime Setup Wizard window.

4. The Select Installation Folder window displays. Click Next to install the PowerBuilder 9 Client Runtime DLL files to the default directory C:\Program Files\Sybase\Shared\PowerBuilder9.

Note: The PowerBuilder directory will be used to store other TMW and third-party printer installation files.

5. Continue to click Next until the Installation Complete window displays.

6. Click Close to exit.



Installing files to use the e-mail option

If you choose to use the enhanced invoice print e-mail option, the system creates each invoice and master bill as a PDF file. The PDF is then attached to an e-mail and sent to a specified recipient when you print in Invoicing.

To maintain structure for the files that will be used for the e-mail option, printer drivers and postscript files must be located in the subdirectory of the directory in which the PowerBuilder runtime DLL files are stored.

Installing printer drivers

Printer drivers are required to format PDF files correctly.

1. Create a folder in the C:\Program Files\Sybase\Shared\PowerBuilder9 directory named “Drivers.”

Note: If you are using WinZip or any other third-party extraction application, you will not need to create the folders in the PowerBuilder directory. The necessary folders will be created during the extraction process.

2. Extract the PowerBuilder9 printer drivers from the drivers.zip file and place them in the C:\Program Files\Sybase\Shared\PowerBuilder9\Drivers directory.

The drivers.zip file is located in the C:\ drive folder in which you placed the TMW installation files.



Installing the GhostScript application to create PDF files for e-mail

To produce PDF files through the enhanced invoice print feature, you must install the GhostScript application. Ghost Script is freeware that can be obtained from the Internet. The latest installation executable and instructions can be found at www.ghostscript.com.

Before you install the GhostScript software, you must first set up the folder in which the application files will reside.

1. Create a folder in the C:\Program Files\Sybase\Shared\PowerBuilder9 directory named “GS.”

Notes: 1. This folder will contain the postscript files which will be installed during the GhostScript

installation.2. If you are using WinZip or any other third-party extraction application, you will not need

to create the folder in the PowerBuilder directory. The necessary folder will be created during the extraction process.

2. Complete the installation of the GPL GhostScript 8.15 application.

Notes:1. The software must be installed on the same machine(s) from which the freight or master

bills are printed.2. Verify the installation directory is set as C:\program files\sybase\shared\powerbuilder\gs.


http://www.ghostscript.com/


Verifying the GhostScript installation

After you have installed the GhostScript files, verify that the GhostScript directory, which contains the GhostScript DLL file, appears in the user’s system path environment variable.

1. Double-click the System icon in the Windows Control Panel to open the System Properties window.

2. Click the Advanced tab in the System Properties window.



3. Click the Environment Variables button at the bottom of the Advanced tab to view the variables for the user.

4. Double-click on the Path variable row in the User variables for user section.

The C:\program files\sybase\shared\powerbuilder\GS\gs8.15\bin directory displays as the last listing in the Variable value field.

Note: If the correct directory location does not display, you may need to manually add or edit the information.



Verifying Sybase Datawindow PS as a printer option

Your system must have a postscript printer profile to configure PDF files properly. The Sybase DataWindow PS postscript printer option is automatically added to the Printers and Faxes window the first time you print in Invoicing using the enhanced invoice print e-mail option.

After you have printed through the Invoicing application, verify that this option now appears in the Printer and Faxes window.

Registering the printer DLL file to use a user-defined printer

To use a printer other than the system default each time you print invoices for a designated Bill To, you must register the printer comprint.dll file.

1. Create a folder in the C:\Program Files\TMW Systems, Inc\ directory named “Enhanced Invoice Print.”

2. Copy the comprint.dll, a TMW-specific Enhanced Invoice Print DLL file, from the C:\ drive installation folder to C:\Program Files\TMW Systems, Inc\Enhanced Invoice Print folder.

3. Register the comprint.dll file.

Note: This must be done by a user with system administrator rights in the Regsvr32 application.

You can register the file one of two ways.

A. Click on the Start button in the Windows Status bar.

B. Select the Run option from the pop-up menu.

C. In the Open field, enter regsvr32[space].

D. Drag the comprint.dll file from an Explorer window to the Open field.The text in the Open field will display as:regsvr32 “C:\Program Files\TMW Systems, Inc\Enhanced Invoice Print\comprint.dll”



E. Click OK.

Or

A. Open a DOS window and navigate to the directory containing the comprint.dll file. The recommended directory is C:\Program Files\TMW Systems, Inc\Enhanced Invoice Print.

B. Type regsvr32 comprint.dll in the DOS window.

Either method will display a RegSvr32 message stating that the registration succeeded.

Configuring files to use the fax option

The Fax Invoice option in the enhanced invoice print setup allows you to print and send invoices and master bills as fax sheets to the Bill To company.

Installing the WinFax PRO application

To produce fax files through the enhanced invoice print feature, you must install the WinFaxPRO application. WinFax PRO software is a third-party application and must be purchased from Symantec Corporation. Refer to www.symantec.com/winfax for instructions on how to install and use this product.

Notes:

1. The software must be installed on the same machine(s) from which the freight or master bills are printed.

2. The WinFax PRO Controller must be started and its icon displayed in the Windows taskbar prior to faxing an invoice. Attempting to fax without this process started results in unreliable fax operation.


http://www.symantec.com/winfax


The WinFax printer options are automatically added to the Printers and Faxes window when you install WinFax PRO.

Preparing a fax cover sheet

When using the fax option, you have the choice to use a fax cover sheet. Before setting up the enhanced invoice fax option, prepare a fax cover sheet file.

The fax cover sheet file may created in any word processing application; however, the file type must be a Fax Cover Page (*.cvp) file.



Making the required entry in the General Info Table

The EnhancedInvoicePrint General Info Table setting determines if the Invoice Output Selection window is accessible through the Bill To company profile. This window allows you to set up the e-mail, PDF, print, and fax options for the invoice output.

Note: The TTS50.ini setting of the same name, EnhancedInvoicePrint=, does not affect the invoice option setup. The INI setting determines whether the system will use the invoice options enabled by the General Info Table setting.

Key name Function

EnhancedInvoicePrint

This setting determines whether the Output button displays in the Billing section of the Company File Maintenance window. The button is used to access the Invoice Output Selection window, where you can specify whether a Bill To company’s freight and master bills are to be physically printed, e-mailed, or faxed to a client.

Make your entry in the String1 field. The options are:

YThe Output button displays in the Billing section of the Company File Maintenance window. Note: The Output button displays for all companies; however, the settings you make in the Invoice Output Selection window are only applicable to Bill To companies.

NThe Output button does not display in the Billing section of the Company File Maintenance window. (default)



Making entries in the TTS50.ini file

The EnhancedInvoicePrint= setting in the [Invoice] section of TTS50.ini file must be set to Y to use enhanced invoice print options, such as fax, e-mail, or a specified printer, in the Invoicing application.

[Invoice]

Setting Description

EnhancedInvoicePrint=

This setting determines whether the system will use the enhanced invoice print options specified for a Bill To company when its freight and/or master bills are set to a Printed status.

YESThe system will use the enhanced invoice print options specified for the Bill To company. The enhanced invoice print options include e-mail, fax, and user-defined printer. Notes: 1. The EnhancedInvoicePrint=Y General Info Table setting

must be set to Y to provide access to the Invoice Output Selection window where a Bill To company’s enhanced invoice print options are set.

2. To print an invoice through the specified output, freight and/or master bills must be updated to the Printed status.

NOThe system will ignore a Bill To company’s enhanced invoice print settings.

EnhancedInvoicePrint=N (default)

ComObjectName= This setting identifies the comprint.dll file used to handle printing a Bill To’s invoices and/or master bills to a printer other than the system default printer. The user-defined printer is specified in the Print Invoices section of the Invoice Output Selection window on the Bill To’s company profile.

Notes:

1. The default for this setting is blank. You must enter the value as PB90.n_enhinvprint.

2. The file must be registered on all machine(s) used to print invoices and master bills.

3. Registration must be completed by a user with network system administrator rights. Refer to the Registering the printer DLL file to use a user-defined printer section for further information.

ComObjectName= (default)



Setting up enhanced invoice print options for a Bill To company

Enhanced invoice print options for the Bill To company are set up in the Invoice Output Selection window. In File Maintenance, access the profile of the Bill To company for which you want to set up enhanced invoice print options.

Notes:

1. The Output button displays only when EnhancedInvoicePrint= is set to Y in the General Info Table file.

2. The Invoice field must be set to Freight Bill, Master Bill, or Both Bills. If the No Output option is selected, invoices will not be printed or sent via e-mail or fax.



Click the Output button to open the Invoice Output Selection window.

If entries are made in this window, the Output button displays as red in the company profile to alert you that enhanced invoice print options have been configured.

Note: When using enhanced invoice print options, the system uses the e-mail and fax information set up in the Invoice Output window. It does not use information set up in the Company Email Edit window.

The following sections define the enhanced invoice print options that can be set up per Bill To company.



Setting up the e-mail option

If a file path is specified in the Temp Directory field in the Invoice Output Selection window, and the Email Invoice option is selected, the system creates PDF files of all invoices and stores them in the temporary directory. When the system sends the e-mail, a PDF of the invoice is included as a file attachment.

Creating invoices as temporary PDF files

To produce PDFs, specify the path of your TMWSuite executables in the Temp Directory field. This path identifies where the system will store PDF copies of the invoice. If necessary, click the Browse button to search for the correct folder.

You may choose to retrieve the PDF files at a later date and manually save them to an archive location, such as a CD.

Notes:

1. You must use GhostScript software to produce PDFs that are compatible with TMWSuite.

2. Any type of PDF reader may be used to read the invoices.

Removing PDF files from the temporary directory

Select the Delete Files after Print checkbox in the Temp Directory section to automatically remove a PDF from the directory after the file has been sent with the e-mail.

Notes:

1. You must close the Edit Invoice Folder before the PDF file will be removed from the directory.

2. Only PDF files that are created while the check box is selected will be deleted.



Recording e-mail information

Through the Invoice Output Selection window, you can set up invoices to be sent as PDF attachments to e-mails.

Notes:

1. For each freight or master bill printed, an individual e-mail is sent to the intended recipient(s) with an attached PDF of the invoice.

2. Invoices that are formatted in a single page setup but extend to multiple pages to display all content will print in one PDF document. However, invoices which are formatted to print on multiple pages, such as Master Bill format 17 (which contains summary (A) and detail (B) sections), will print in multiple PDF files.

To send invoices and master bills via e-mail, do the following:

1. Select the Email Invoice check box.

2. Enter the correct information in the following fields.

Address 1 Enter the e-mail address of the intended recipient.

Note: You may include multiple recipients per Address field. Use a semi-colon (;) to separate each e-mail address. You may also use group addresses that have been set up in your e-mail application, i.e., Microsoft Outlook. For more information on setting up a group address, refer to your e-mail software documentation.

Address 2 If you did not have room to add all desired e-mail addresses in the Address 1 field, enter additional e-mail addresses if necessary.



Subject Enter the text that will appear in the subject line of the e-mail.

Notes:

1. Use “%%1” to include the invoice number along with text. For example, “Invoice %%1 has been sent to you from Cleveland Trucking.”

2. If you leave this field blank, the default subject line displays as the invoice number. For example “Invoice 3047A.pdf.”

Warning: When printing master bills, the master bill takes the number of the first freight bill listed and uses it as the name of the master bill file. For example, if Invoice 123A, 124A, and 125A, are listed on the master bill, the file name of the master bill will display as Invoice 123A.pdf.

Text Enter the text that will appear in the body of the e-mail message.

3. After completing the e-mail setup, click Save.

Setting up the user-defined printer option

Through the Invoice Output Selection window, you can set up the system to send invoices and master bills to a printer other than the system default printer.

1. Select the Print Invoice check box.

2. Click the ellipsis button to open the Select Printer window.



3. Select the printer to which you want to send invoices.

Note: The selection includes all printers that are available in the Windows Printers and Faxes window.

4. Click OK.

Warning: If you have the Print Invoice option selected and print through the Send Information to Printer window, whether through the Edit Invoice Folder or Print Preview window, invoices will be printed to both the user-defined printer and to the default printer.

To avoid printing hard copies to the default printer, use the Print Invoices queue without selecting the Print Preview option.

Setting up the fax option

Through the Invoice Output Selection window, you set up the system to print invoices to a fax machine.

Notes:

1. You must have WinFax PRO installed to produce faxes from the Invoicing application.

2. For each freight or master bill printed, an individual fax is sent to the intended recipient.

3. Invoices that are formatted in a single page setup but extend to multiple pages, to display all content, will print in a single fax communication. However, invoices which are formatted to print on multiple pages, such as Master Bill format 17 (which contains summary (A) and detail (B) sections), will print in multiple fax communications.

1. Select the Fax Invoice check box.



2. Enter the correct information in the following fields.

Printer Click the ellipsis button to the right of the Printer field to open the Select Printer window.

Select the WinFax printer option and then click OK.

Fax Number Enter the nine-digit fax number.

Subject Enter the default text that will appear in the subject line of the fax.

Recipient Enter the contact name.

Cover File Click the ellipsis button to the right of the Cover File field to open the Fax Cover Sheet window. Browse to the document you want use as a fax cover sheet and click Open.

Note: A cover page is not required; however, it is considered business etiquette to include a cover sheet when sending a fax.



Using enhanced invoice print options in Invoicing

The enhanced invoice print options set up for a Bill To company will apply to any invoice (freight or master bill) printed for that Bill To.

To print an invoice using the enhanced invoice print options, EnhancedInvoicePrint= must be set to Y in the [Invoice] section of the TTS50.ini file.

Notes:

1. All options selected in the Invoice Output Selection window of the Bill To company profile will be applied when invoices are printed individually or from the Print Invoices queue.

2. When the Edit Invoice Folder is opened, enhanced invoice print options are cached in the system. If you make any changes to the settings in the Invoice Output Selection window in the Bill To company profile, you must close and reopen the Edit Invoice Folder to have them take effect.

3. To apply the enhanced invoice print options, invoices must be updated from a Ready to Print to a Printed status. The options are not applied to invoices with On Hold or On Hold for Audit statuses.

4. If you select No in the message that asks you if you want to update invoices to a Printed status, and then continue to print the invoice, the invoices will print to the default printer and the status of each freight and master bill will remain at Ready to Print.



Printing to a printer other than the system default

If you have selected a printer in the Print Invoice option of the Invoice Output Selection window of the Bill To company, the system prints the invoice to the specified printer.

Note: You must have ComObjectName=PB90.n_enhinvprint set in the [Invoice] section of the TTS50.ini file to use the Print Invoice option.

If you are using the Edit Invoice Folder, the Invoice Printed message displays to notify you that the invoice has been printed.

If you are using the Print Invoices queue, a line in the Batch Error Log confirms that the invoice has been printed.

Warning: If you have the Print Invoice option selected and print through the Send Information to Printer window, whether through the Edit Invoice Folder or Print Preview window, invoices will be printed to both the user-defined printer and to the default printer.

To avoid printing hard copies to the default printer, use the Print Invoices queue without selecting the Print Preview option.



Using the fax option

If you have selected the Fax Invoice option in the Invoice Output Selection window of the Bill To company profile, the system sends each invoice or master bill as a fax from Invoicing.

Warning: The WinFax PRO Controller must be started and its icon displayed in the Windows taskbar prior to faxing an invoice. Attempting to fax without this process started results in unreliable fax operation.

Using the WinFax PRO Send window

The WinFax PRO Send window displays when you click Print.

Sections A or B of the window provide space to enter fax recipient information. Section C allows you to view the cover sheet and invoice pages that will be faxed. For details on how to use the WinFax PRO Send window, see the documentation that Symantec Corporation provides for the WinFax PRO application.


A

C

B


Viewing faxed invoice messages

If you are using the Edit Invoice Folder, the Invoice Printed message displays to notify you that the invoice has been printed.

If you are using the Print Invoices queue, a line in the Batch Error Log confirms that the invoice has been faxed.

Updating an undeliverable fax

If the fax is undeliverable, i.e., a wrong fax number was used, paper is not available in the fax machine, etc., the fax system does not alert you that the fax was undeliverable. The fax software is a third-party application and cannot communicate with TMWSuite to relay this information.

Once you have identified that the fax was undeliverable, whether through a fax application alert, or verbal notification from the recipient, you will need to manually update the status of the invoice from Printed back to Ready to Print and attempt to fax again.

For instructions on checking fax statuses and using fax alerts, refer to the WinFax PRO software documentation.



Using the e-mail option

If you have a path designated in the Temp Directory field to store PDF files of invoices and the Email Invoice option selected in the Invoice Output Selection window, the system sends invoices and master bills through e-mail messages.

When invoices are sent through e-mail, a PDF of the invoice is created, attached to the e-mail, and sent to the recipients specified in the Address fields of the Email Invoice section in the Invoice Output Selection window.

Note: If you have the Both Bills invoice option selected in the Invoice field of the Bill To company profile, a separate e-mail will be sent for each freight and master bill to all recipients listed in the Email Invoice section.

If you are using the Edit Invoice Folder, the Invoice Saved to PDF message displays to notify you that a PDF file has been created and stored in the temporary directory.

When you click OK, the Invoice Emailed message displays to notify you that an e-mail message has been sent to the specified e-mail addresses with a PDF attachment of the invoice.



If you are using the Print Invoices queue, the Batch Error Log confirms that the invoice has been created as a PDF and sent through e-mail.

Notes:

1. Your e-mail application’s Sent Items folder contains all e-mail that is sent through the Invoicing application.

2. Your e-mail application may display security messages when trying to send e-mail through TMWSuite. Consult your system administrator for information on using or turning off the messages.

Updating an undeliverable e-mail

It is recommended that you check your e-mail application Inbox folder after printing for any undeliverable messages. If an e-mail is undeliverable, i.e., a wrong e-mail address was used, the recipient’s e-mail server is down, etc., you will receive an undeliverable e-mail message in your e-mail application’s Inbox folder.

Once you have identified that the e-mail was undeliverable, you will need to complete the following steps to resend the e-mail.

1. Manually update the status of the invoice from Printed back to Ready to Print.

2. Verify the reason for the undeliverable message.

A If the e-mail recipient address is incorrect, change the address in the Email invoice section of the Bill To company’s Invoice Output Selection window and save the changes.

B. If the recipient’s e-mail server is not working properly, verify with the recipient that this is the problem.

3. If necessary, close and reopen the Edit Invoice Folder and then reprint the invoice to resend the e-mail.

Note: You may not need to resend an e-mail for a recipient address whose e-mail server is down. The recipient should give you instructions on whether to resend or not.



Printing invoices for multiple Bill To's through the Print Invoices queue

When you print through the Print Invoices queue, you have the option to print invoices (freight and master bills) for multiple Bill To companies. The enhanced invoice print options that are set for each Bill To company will be applied for all invoices and master bills printed for that Bill To.

Invoices that are printed with enhanced invoice print options are noted with a blue icon in the Batch/Error Log window. In the following screen capture of a sample Batch/Error Log window, these results are displayed:

Bill To MUYCOL has the Print Invoice enhanced invoice print option set to a user-defined printer for freight bills. It is also set to print EDI 210s. Result: Invoice 2884A is printed to the default printer and EDI 210 data is produced.

Bill To REAREA has the Email Invoice enhanced invoice print option set. Result: Invoice 2905A is saved as a PDF and sent as an e-mail.

Bill To CARCLE does not have any enhanced invoice print options set and is set to print only master bills. Result: A master bill for this company is printed to the default printer.

Notes: Master bills display the Bill To ID in the Batch/Error Log window. Freight bills display the invoice number.



Displaying one of the TrlType1–4 fields in the Edit Invoice FolderFirst available in General Availability Release 2006 R3 (build 2006.05_10.0265).

You can now have one of the TrlType1–4 fields display in the Edit Invoice Folder window as a read-only field. Order information entered in the TrlType1–4 fields in Order Entry or Dispatch will display in the designated field .

The TrlTypeVisible= setting in the [Invoice] section of the TTS50.ini file allows you to determine which of these four fields will display in the Edit Invoice Folder window.

[Invoice]

Setting

TrlTypeVisible= This settings determines whether one of the TrlType1–4 fields displays in the Edit Invoice Folder header as a read-only field.

0None of the TrlType1–4 fields display.

1The TrlType1 field displays.




TrlTypeVisible=0 (default)



Making a trip billable after departure from the last stopFirst available in General Availability Release 2006 R2 (build 2006.05_10.0216).

A new option for the When= setting in the [Invoice] section of the TTS50.ini file provides increased flexibility for determining when an order can be billed. When you set When=DEPCMP, an order can be invoiced only after departure from the last billable stop on the order has been actualized, as indicated in the stop’s Dep Status field in the Dispatch Trip Folder Stop Detail grid.

[Invoice]

Setting Description

When= This setting determines when an order becomes available for invoicing. The options are:

STD(Started) The order can be billed after the first billable stop is actualized.

CMP(Completed) The order can be billed after all billable stops are actualized.

DEPCMP(Departure completed) The order can be billed after departure from the last billable stop is actualized.

PUPSCMP(Pickups completed) The order can be billed after the last pickup on the order is actualized.

TRIPSTD(Trip segment started) The order can be billed after actualizing the first stop on the trip segment that includes the first stop of the order.Notes: 1. It does not matter if the first stop is billable or non-billable. 2. The TRIPSTD option is particularly helpful when working with split trips

having consolidated orders. TRIPCMP

(Trip segment completed) The order can be billed after actualizing the last stop on the trip segment that includes the last stop of the order.Notes: 1. It does not matter if the last stop is billable or non-billable. 2. The TRIPCMP option is particularly helpful when working with split trips

having consolidated orders.

When=CMP (default)



Changes to Canadian tax setup and maintenanceFirst available in GA Release 2006 R9 (build 2006.05_10.0735).

On 7/1/06, the GST (federal Goods and Services tax) rate will change from 7% to 6%. In previous builds, there was no way to set effective dates to accommodate tax rate changes. As of 2006.05_10.735, fields for effective date ranges are available on the Tax Maintenance screen.

Comparison of old and new versionsof the Tax Maintenance screen

The Tax Maintenance screen can be accessed via the Tax Rate Maintenance command under the Edit menu in System Administration. In builds prior to 2006.05_10.735, the screen looked like this:

This screen has two sections. Tax types (Federal and Provincial) are defined in the top section. In the bottom section, you can specify the GST and PST rates for individual provinces.



This illustration shows how the Tax Maintenance screen looks in 2006.05_10.735 and greater. As in the previous version, the screen is divided into two sections: tax types are listed at the top, and tax rates are listed below.

Descriptions of the tax types columns are listed here:

Type The IDs for two hard-coded tax types are listed:

1 Represents GST. 2 Represents PST.

Note: QST and HST will be available as tax types in a later version.

Description Two hard-coded entries are listed:

For GST, Federal (within country) is shown. For PST, Provincial (in country, delivered to Province) is shown.



GL# The display-only entries shown here reflect the General Ledger numbers recorded in the charge types for GST and PST.

Note: In the old version of the screen, the system requires entry of GL numbers for each separate province. However, those entries are not functional, since they are not used by any accounting interfaces. Instead, only the GL numbers on the GST and PST charge types are used. Therefore, in the new version of the screen, the GLAccount columns have been removed from the bottom section of the screen.

Descriptions of the tax rate columns are listed here:

Province/State Province for which the tax entry applies.

Note: If a tax was set up for a province in a build prior to 2006.05_10.735, that entry is retained.

Tax Type Two selections exist: GST and PST.

Note: If a tax type for a province was set up in a build prior to 2006.05_10.735, that entry is retained.

Effective Date Date that the tax first went into effect. The default is 01/01/50.

Expiration Date Last date for which the tax will be applied. The default is 12/31/49.

Tax Rate % Tax rate percentage.

Notes:

1. If a tax rate for a province was set up in a build prior to 2006.05_10.735, that entry is retained.

2. Currently, fractional percentages are not valid. This will be changed in a later version.

Specifying the date to be used as the tax application date

Because TMW’s Canadian clients may have differing approaches regarding how to handle a tax rate change, the system allows you to select one of these dates as the tax application date:

Booked By date Ship date Delivery date Bill date



You specify the date by means of this INI setting:

[Invoice]

Setting Description

TaxDate= This setting is functional in builds 2006.05_10.735 and greater. It is applicable when there is a Canadian tax rate change. It identifies the date used as the tax application date.

BookDateUse the date saved in the Booked By field in the header of an order.Notes: 1. Once a Booked By date is saved for an order, there is no way to change it

via the Invoicing application’s user interface.2. A miscellaneous invoice is not associated with an order, so it will not have

a Booked By date. Therefore, the system will use the bill date.

ShipDateUse the date of the first pickup stop for an order.Note: By default, the system assigns the current date/time as the ship date for a miscellaneous invoice. If needed, change the date in the Ship Date field on the invoice header.

DeliverDateUse the date of the last delivery stop for an order.Note: By default, the system assigns the current date/time as the delivery date for a miscellaneous invoice. If needed, change the date in the Delivery Date field on the invoice header.

BillDateUse the bill date on the invoice header. By default, the system assigns the current date/time.Note: The tax rate for a supplemental invoice is not determined by the original invoice. It is determined by the bill date of the supplemental invoice itself.

Notes:1. If you choose ship date, delivery date, or bill date as the tax application date,

subsequent manual changes to the bill date (either before or after you save for the first time) will not cause a change in tax rate. For details on how to handle changes to an invoice’s tax percentage, see the section Making after-the-fact changes to an invoice’s tax date later in this section.

2. Rebills and credit memos are not affected by this setting. The tax percentage from the original invoice is always applied.

TaxDate=DeliverDate (default)



Entering effective dates for a tax ratethat was set up in a previous build

If a tax percentage was set up for a province in a build prior to 2006.05_10.735, that entry is retained. However, to accommodate the 7/1/06 reduction in GST, you must record effective dates for the percentages in effect before 7/1/06, and as of 7/1/06. To enter tax rate effective dates, follow these steps:

1. In a province’s GST tax line, make these entries:

Effective Date The default is 01/01/50. If desired, enter the date that the tax rate first went into effect.

Expiration Date The default is 12/31/49. Enter 06/30/06.

Tax Rate % The tax rate percentage shown reflects the GST entry you made previously. The GST rate on or before 6/30/06 is 7%.

2. Place the cursor in any field for the tax line for which you made entries in Step 1. Click the Copy button at the bottom of the screen. The system automatically creates another GST line immediately under the first one. For example:

If you:

Entered an expiration date of 06/30/06 in the previous line before you clicked Copy, the Effective Date field for the new line defaults to 07/01/06.

Left 12/31/49 as the effective date in the previous tax line when you clicked Copy, the system sets a default date of 12/31/49 in the Effective Date field for the new tax line. Be sure to replace it with a date earlier than 12/31/49.

Note: The system will not let you overlap effective date ranges for a tax, and it will not let you leave a gap between effective date ranges.

3. The Expiration Date for the new tax line defaults to 12/31/49. Since it is not yet known when the rate will change again, leave this as is.

4. Enter 6% in the Tax Rate % field.



5. Click Save. Note the following:

The entries in the Province/State and Tax Type fields are now display-only. For the new tax line, note that the province name and tax type are not shown. This is because the system associates the new line with the province and tax type identified in the line you copied.

If you did not enter data for provinces in alphabetical order, the tax lines are resorted alphabetically by province name.

Note: When you clicked Copy, if you left 12/31/49 as the Expiration Date entry for the original tax line, the Effective Date field for the new tax line defaults to 12/31/49. The system will prompt you to modify the date(s) if you attempt to save without entering valid date(s). The same prompt will be shown if you try to save when there is a gap between the expiration date of the original tax line and the effective date of the new tax line.

Entering a province’s PST and/or GST rate for the first time

If you have never recorded tax rate(s) for a province, follow these steps:

1. To enter a GST rate, click the Add button at the bottom of the window. The system adds a new tax line. If tax rate(s) for other province(s) exist, the line is placed under the last one. For example:



In the province’s GST line, make these entries:

Effective Date The default is 01/01/50. If desired, enter the date that the tax rate first went into effect.

Expiration Date The default is 12/31/49. Enter 06/30/06.

Tax Rate % Enter 7%.

Your entries should look similar to this:

2. To address the 7/1/06 reduction in the GST rate:

A. Place the cursor in any field for the tax line for which you made entries in Step 1. Click the Copy button at the bottom of the screen. The system automatically creates another GST line immediately under the first one. For example:

If you:

Entered an expiration date of 06/30/06 in the previous line before you clicked Copy, the Effective Date field for the new line defaults to 07/01/06.

Left 12/31/49 as the effective date in the previous tax line when you clicked Copy, the system sets a default date of 12/31/49 in the Effective Date field for the new tax line. Be sure to replace it with a date earlier than 12/31/49.

B. The Expiration Date for the new tax line defaults to 12/31/49. Since it is not yet known when the rate will change again, leave this as is.

C. Enter 6% in the Tax Rate % field.

3. To add a PST rate for the same province:

A. Place the cursor in any field for the newly added tax line. Then click the Copy button at the bottom of the screen. The system automatically creates another tax line immediately under the first one.

By default, GST is assumed as the tax type. However, you can select PST manually in the Tax Type field, even though the field does not appear editable. For example:



B. Make the appropriate entries in the fields for the PST line. Be sure that a date earlier than 12/31/49 is entered in the Effective Date field for the tax line.

4. Click Save. Your entries will look similar to the following:

Because you used the Copy button instead of the Add button to create new tax lines, the system associates the new tax lines with the same province specified on the tax line you copied. Note that the Province/State and Tax Type fields for all lines are now display only.

Note: When you clicked Copy, if you left 12/31/49 as the Expiration Date entry for the original tax line, the Effective Date field for the new tax line defaults to 12/31/49. The system will prompt you to modify the date(s) if you attempt to save without entering valid date(s). The same prompt will be shown if you try to save when there is a gap between the expiration date of the original tax line and the effective date of the new tax line.

Deleting tax rates for provinces

To delete tax rate(s), do one of the following and click Save:

To delete a single tax rate line, click anywhere in the line and then click the Delete button at the bottom of the window.

To delete all tax lines of the same tax type for all provinces, click the Delete button next to the tax type at the top of the screen.

A confirmation message is shown:

Click Yes to continue with the deletion.



How GST rates are applied in Invoicing

A GST line is shown automatically when you look up an order on the Edit Invoice Folder if the trip begins and ends within the same country and there is a GST rate in the tax tables for the Province in which the trip ends. As in previous versions, if an order has not yet been rated, the GST line shows the applicable percentage, but no tax is calculated. For example:



When the order is rated, the GST rate is used to determine the tax amount for the order. For example:

As of build 2006.05_10.735, the percentage shown for an initial invoice (i.e., the “A” invoice) or a supplemental invoice is determined by the tax application date specified in the TaxDate= setting in the [Invoice] section of your TTS50.ini file. Date type options are:

Booked By date Ship date Delivery date (default) Bill date

The system uses the chosen date type to determine which tax rate to apply.

For example, suppose you have configured the system to use the bill date as the tax application date. The system checks the invoice’s bill date against the GST effective dates in the tax rate table. Assuming you have recorded rates and effective dates as described in the steps provided earlier in this document, one of the following occurs:

If the bill date is on or before 6/30/06, a rate of 7% is applied. If the bill date is on or after 7/1/06, a rate of 6% is applied.



Note: Credit memos and rebills are not affected by the TaxDate= setting. They always reflect the tax rate that was applied for the original invoice.

Making after-the-fact changes to an invoice’stax date

If the tax application date does not need to be changed for an order, invoicing proceeds as usual. However, there may be times when manual adjustment of the tax application date is needed. The following subsections describe how such a change can be made to ensure that the correct tax rate is applied.

Note: The tax application date for an invoice is defined as the one that matches the date type specified in the TaxRate= INI setting in the [Invoice] section of your TTS50.ini file.

Changing the tax rate due to a manual change in the tax application date

When you manually change the tax application date for an invoice, it may mean that you also have to change the tax rate. Update of the rate is needed if the changed date falls into a different tax effective date range than the original date.

If your TaxRate= INI setting is set to ShipDate, DeliverDate, or BillDate, subsequent manual changes to that date on an invoice (either before or after you save for the first time) will not cause a change in tax rate.

Note: The Booked By date cannot be changed in the Invoicing application. Therefore, the BookDate option is excluded from this explanation regarding manual updates of the tax application date in Invoicing.

If you manually change the date, you can click the Compute icon to re-rate the invoice after you change the date. (This assumes that you can successfully auto calculate charges using billing rate(s) that exist in the Rate Schedules application.). You can do this regardless of whether the ship date, delivery date, or bill date is used for the tax application date.

Changing bill dates and tax rates automatically

If your TaxRate= INI setting is set to BillDate, you can mass update the bill dates and tax rates of multiple invoices in a queue window. Options for automatic update exist in the Batch Rating window, accessed via the Rate Invoices command under the Edit menu in Invoicing.

The Batch Rating window was available in previous builds. Its primary function is—and remains— to allow automatic re-rating of multiple existing invoices in a single batch. Retrieval of invoices works the same as it always has: Use the restriction fields in the Selection area of the window to limit the listing of invoices to be processed.



However, in build 2006.05_10.735, the Options section has been added. Its function is to process tax-related changes. It provides two new fields: Change Bill Date To and Recompute Tax Only.

.

The following subsections describe how to use the new fields to auto update bill dates and tax rates.

Using the Batch Rating window to assign a new bill date andadjust taxes without re-rating

Previously, the Batch Rating window was applicable only if you wanted to update charges for invoices that were calculated based on rates in the Rate Schedules application. This functionality remains. However, it is possible to update taxes for invoices even if you do not want them to go through the rating process.

To update the bill date and tax calculations without re-rating invoices, follow these steps:

1. Set restrictions as needed in the Selection area of the window and click Retrieve.

2. Record the desired bill date in the Change Bill Date To field.

3. Select the Recompute Tax Only check box.

4. Click Process and Update.



When processing is complete, all invoices will have the bill date you assigned, and taxes will have been recalculated using the tax rate appropriate for that bill date.

Warning: If your TaxRate= INI setting is set to BillDate and you have invoices that have been rated manually, you must use the Recompute Tax Only option to update the bill date and recalculate taxes for those invoices. If you do not select this box, the system will attempt to re-rate them. Since rating will fail, the tax calculations will remain unchanged. However, the bill date will be updated. This will cause the invoice to show a bill date that does not correspond to the correct tax rate.

Using the Batch Rating window to assign a new bill date, re-rate invoices, and adjust taxes

When you use the Batch Rating window to re-rate invoices, the recalculation process automatically updates tax amounts if needed. To update the bill date, as well as re-rate and recalculate taxes for multiple invoices, follow these steps:

1. Set restrictions as needed in the Selection area of the window and click Retrieve.

2. Record the desired bill date in the Change Bill Date To field.

Warning: Do not select the Recompute Tax Only check box. If you select it, the bill date and tax amounts will be updated, but the invoices will not be re-rated.

3. Click Process and Update.

When processing is complete, the following will have occurred for all invoices that rated successfully:

Their bill dates are changed to the bill date you assigned. Charges are updated. Taxes are recalculated using the tax rate appropriate for the new bill date.

Warning: When the system is not able to auto rate an invoice, the bill date will be updated, but the charges and taxes will not be recalculated. This will cause the invoice to show a bill date that does not correspond to the correct tax rate.

A note about processing invoices in the Print Invoices queue

Some TMW customers opt to use the Print Invoices queue to reset the bill date on invoices at the time they are printed. If a change in bill date is initiated in this manner, it will not cause recalculation of taxes.

If the desired bill date falls into a tax effective date range that is different from the original date, you must use the Batch Rating window to update both the bill date and tax amounts.



How tax application dates are set forsupplemental and miscellaneous invoices

These tables show how the tax application dates are set for supplemental and miscellaneous invoices.

Supplemental invoices

TaxRate= INI option How the tax application date is set

ShipDate Uses the ship date recorded for the supplemental invoice, which defaults to the ship date of the original invoice.

DeliverDate Uses the delivery date recorded for the supplemental invoice, which defaults to the delivery date of the original invoice.

BookDate Uses the Booked By date recorded on the order header.

Note: This date cannot be changed in the Invoicing application.

BillDate By default, the system assigns the invoice’s initial save date as the bill date. The tax rate is based on the bill date of the supplemental invoice itself, not on the date that the original invoice was billed. For example, suppose GST for the “A” invoice for an order is billed on 6/30/06 at the 7% rate. Any supplemental invoice created on or after 7/1/06 for the same order will be billed using a tax rate of 6%.

The bill date and tax rate can be updated automatically in the Batch Rating window, accessed via the Rate Invoices command under the Edit menu in Invoicing.

Miscellaneous invoices


ShipDate By default, the system assigns the invoice’s initial save date as the ship date. This is used as the tax application date unless manually changed.

DeliverDate By default, the system assigns the invoice’s initial save date as the delivery date. This is used as the tax application date unless manually changed.



Miscellaneous invoices


BookDate Because a miscellaneous invoice is not assigned to an order, there is no way to record the Booked By date. Therefore, the bill date is used as the tax application date.

Notes:

1. This date cannot be changed in the Invoicing application.

2. The bill date and tax rate cannot be updated automatically in the Batch Rating window, accessed via the Rate Invoices command under the Edit menu in Invoicing. That window’s tax update feature is functional only when TaxType=BillDate.

BillDate By default, the system assigns the invoice’s initial save date as the bill date. The bill date and tax rate can be updated automatically in the Batch Rating window, accessed via the Rate Invoices command under the Edit menu in Invoicing.



How the tax rate is set for credit memos and rebills

The original invoice’s tax rate is always used as the tax rate for a credit memo and rebill. This is true regardless of how the TaxRate= INI setting is set.

Change in default behavior for application of PST

In previous builds, PST for a province is applied only if the trip begins and ends in that province. This default behavior has been changed. As of 2006.05_10.735, application of PST for a province is based only on whether cargo is delivered in that province and picked up in the same country. It does not matter what the origin province is. The PSTMustBeWithinProvince= INI setting allows you to revert to the way PST was applied before this enhancement was added.

[Invoice]

Setting Description

PSTMustBeWithinProvince=

This setting is functional in builds 2006.05_10.735 and greater. It determines whether both the origin and destination for an order must occur in the same province in order for the system to apply the PST rate established for that province on the Tax Maintenance window in System Administration. Options are:

YPST is charged only if the first and last billable stops occur in the same province. The destination province determines the PST rate.Note: This is how PST was determined in builds prior to 2006.05_10.735.

NThe destination province determines the PST rate. It does not matter what the origin province is.

PSTMustBeWithinProvince=N (default)



Having the invoice status set to RTP when youre-open a master billFirst available in General Availability Release 2006 R4 (build 2006.05_10.0295).

In previous versions, if a Bill To company was to have both invoices and master bills printed, when you used the Re-Open Master Bill command, the status of the individual invoices would display as Inv or MB Printed.

The Re-Open Master Bill window displayed the status of the invoices as PRO.

When you opened one of the invoices in the Edit Invoice Folder, the status was displayed as Inv or MB Printed.



In V.2006, you can set up the system so that when you reopen a master bill, the system changes the status of the individual invoices back to Ready to Print.

With the system configured for the new functionality, the Re-Open Master Bill window shows the status of the invoices as RTP.

When you open one of the invoices in the Edit Invoice Folder, the status is displayed as Ready To Print.



You have the option of using the new functionality or having the system work as it did in previous versions. The RTPInvStatusOnReopenMB= INI setting determines whether invoices from a re-opened master bill will have a status of Ready To Print.

[Invoice]

Setting Description

RTPInvStatusOnReopenMB=

This setting determines whether the status of the invoices on a re-opened master bill will retain the default Inv or MB Printed status or have their status set to Ready To Print. The options are:

YWhen invoices are disassociated from a master bill using the Re-Open Master Bill command, the system will set their status to Ready To Print.

NWhen invoices are disassociated from a master bill using the Re-Open Master Bill command, they will retain the default status of Inv or MB Printed.

RTPInvStatusOnReopenMB=N (default)



Using Dist(RoundTrip*Adj) as a charge type Unit BasisFirst available in General Availability Release 2006 R2 (build 2006.05_10.0240).

Starting in V.2006, the new Dist(RoundTrip*Adj) charge type Unit Basis allows you to create invoice details based on a trip’s round trip miles. When this unit basis is selected, the system calculates the charge quantity of round trip miles as:

[(total billable miles) + (origin to destination miles)] x (optional adjustment factor) = round trip mileage.

This unit basis can be used on charge types for primary and secondary billing rates.

Setting the optional adjustment factor

In previous versions, the existing AdjustedMileBillingFactor= setting supplied the factor used to multiply round trip miles for the lookup value when Distance (RoundTrip*Adj) was used as the basis for a row or column in a billing rate table.

Now, the setting also supplies the adjustment factor to be used to determine the charge quantity when Dist(RoundTrip*Adj) is used as the Unit Basis for a charge type.

[Invoice]Setting Description

AdjustedMileBillingFactor=

This setting supplies the adjustment factor that will be used to multiply round trip miles for the following purposes:

Determine the lookup value when Distance (RoundTrip * Adj) is used as a row- or column-basis in a billing rate table.

Determine the charge quantity when Dist(RoundTrip*Adj) is selected as the Unit Basis for a charge type.Note: Both primary and accessorial charge types can have a Unit Basis of Dist(RoundTrip*Adj).

Notes: 1. If true round trip miles are desired, leave the default (1) in place.2. This setting is applicable when prerating order in Order Entry and the Dispatch

Trip Folder, as well as when rating orders in Invoicing.

AdjustedMileBillingFactor=1 (default)



Setting up charge types with Dist(RoundTrip*Adj) astheir Unit Basis

You can specify Dist(RoundTrip*Adj) as the Unit Basis on charge types used for primary and secondary rates.

Note: Charge types are added in the Edit/Enter Charge Types window, accessed in either the Invoicing or Rate Schedules applications. For complete instructions on creating charge types, refer to the “Setting up charge types” chapter in the Billing Rates or Invoicing guides.

Samples of Shipment- and Accessorial-basis charge types are shown here:

Charge type for use with primary billing rates.

Charge type for use with secondary billing rates.

When you select Dist(RoundTrip*Adj) in the Unit Basis field, the system will use the calculated round trip miles as the charge quantity when rating an order.



Understanding how the charge quantity is determined

When your charge type has Dist(RoundTrip*Adj) as its Unit Basis, the system adds the total billable miles on the order with the origin to destination miles. It then multiples that sum by the factor you entered for the AdjustedMileBillingFactor= INI setting.

For our example, we specified 1.1 as the adjustment factor. We created primary rate #744 and secondary rate #745, using the charge types shown on the previous page. The system applied these rates to order #4741.

Viewed in the Order Entry Folder, you can see that the billable miles and O/D miles for the order are each 153.



When the trip is rated in Invoicing, the system adds the two together and multiplies the sum by our adjustment factor:

(153 + 153) x 1.1, or 306 x 1.1 = 336.6

Notice that the invoice detail for the line haul charges shows a quantity of 336.6 miles, as does the invoice detail for the secondary fuel surcharge.



Looking up invoices based on a master order in theBatch Rating windowFirst available in General Availability Release 2006 R9 (build 2006.05_10.0674).

The Batch Rating window, accessed using the Rate Invoices command from the Process menu, allows you to retrieve a group of invoices or orders for re-rating. You can specify a master order number in the lookup criteria section of the window, limiting the list of retrieved invoices or orders to those based on that master order.

To limit the invoices/orders retrieved in the Batch Rating window to those based on a particular master order, the Master Ord # field has been added to the lookup criteria section of the window.

In our example, only invoices for orders based on master order carclemo are retrieved for re-rating. To verify that the retrieved orders are based on the specified master order, we looked up the first order shown in the retrieval list in Order Entry:



Defaulting a user’s RevType1 value in Invoicingretrieval windowsFirst available in General Availability Release 2006 R9 (build 2006.05_10.0674).

When retrieving invoices in the various Invoicing queue windows, you can set a restriction based on the RevType1 field in the invoice header. If desired, you can set up the system to have the RevType1 value associated with a user’s login be used as the default value for this restriction field. This functionality is controlled by a new setting in the [Invoice] section of the TTS50.ini file.

[Invoice]

Setting Description

SetInvRevType1DefaultFrom=

This setting determines whether the system will use the value recorded in the RevType1 field of the user’s profile as the default value in these Invoicing retrieval windows:

Print Invoices Restrict Invoices On Hold Restrict Invoices On Hold for Audit Restrict Orders Ready to Invoice Batch Rating windowNote: User profiles are created/edited in the System Administration application’s Edit User Profiles window. For more information on recording a RevType1 value in a user’s profile, see the “Establishing user profiles” chapter in the System Administration guide.

The default is to leave this setting blank.

However, to use the RevType1 value from the user’s profile, make an entry of L1.

SetInvRevType1DefaultFrom= (default)



Viewing stop details in the Order Stops windowFirst available in General Availability Release 2006 R6 (build 2006.05_10.0482)

In previous versions, detailed information on the stops on an order was not available in the Edit Invoice Folder.

Starting in V.2006, you can set up the system to show stop detail information in the Order Stops window. The window is accessed by double-clicking the Order field. Viewable details include:

Pickup/Delivery event codes. Company data. Earliest pickup and latest delivery dates. Arrival date and arrival status. Departure date and departure status.

This functionality is enabled by a new setting in the TTS50.ini file.


ShowOrderStopsOnInvoiceHeader=

This setting determines whether the Order Stops window will appear when you double-click the Order field in the header section of the Edit Invoice Folder. The Order Stops window displays pickup/delivery events, company data, arrival date/status, departure date/status, and earliest/latest dates. The options are:

YDouble-clicking the Order field in the Invoicing application displays the Order Stops window.

NThe Order Stops window is not available in the Invoicing application.

ShowOrderStopsOnInvoiceHeader=N (default)



Displaying the master order number First available in General Availability Release 2006 R5 (build 2006.05_10.0380)

If the order currently displayed in the Edit Invoice Folder was created as a copy of another order or a master order, the original order’s ID can be viewed in the Master Order # field.

The display of the read-only Master Order # field is controlled by a new INI setting.

[Invoice]

Setting Description

DisplayMasterOrderOnInvoiceHdr=

This setting determines whether the read-only Master Order # field appears in the header of the Edit Invoice Folder. The options are:

YDisplay the Master Order# field. If the order currently displayed in the Edit Invoice Folder is a copy of a master order or any other order, the field will display the ID of the original order.

NDo not display the Master Order# field.

Notes: 1. The Master Order # field and Trailer Type field occupy the same location in

the Edit Invoice Folder. Display of the Trailer Type field is controlled by the TrlTypeVisible= setting in the [Invoice] section of the TTS50.ini file. If DisplayMasterOrderOnInvoiceHdr=Y and the TrlTypeVisible= setting has a value of 1 - 4, the Master Order # field overrides the Trailer Type field.

2. If your system administrator has customized the Edit Invoice Folder window layout using Screen Designer, it is possible for the Master Order # field to be hidden by another field assigned to the same location. Resetting the window to its factory default layout will make the Master Order # field viewable. Your system administrator may need to modify the custom window layout to display the Master Order # field. DisplayMasterOrderOnInvoiceHdr=N (default)



Keyboard shortcut added for Compute functionFirst available in General Availability Release 2006 R10 (build 2006.05_10.0817)

In the Invoicing application, you can now use the CTRL+G keyboard shortcut to compute the charges on an invoice. You no longer need to access the Compute Charge command from the Edit menu.

Displaying a confirmation message inthe Invoices On Hold queue First available in General Availability Release 2006 R11 (build 2006.05_10.0896).

In previous versions, when you used the Invoices On Hold queue to update the status of invoices from On Hold to Ready To Print, once you clicked the Release button the status update process began immediately.

In V.2006, you can set up the system to display the following confirmation message when you click the Release button.



This functionality is controlled by a new INI setting.

[Invoice]

Setting Description

ConfirmReleaseRTPQueue=

When you use the Invoices On Hold queue to update the status for a batch of invoices from On Hold to Ready To Print, this setting determines whether a confirmation message displays when you click the Release button in the Invoices on Hold queue window. The options are:

YDisplay the confirmation message.

NDo not display the confirmation message.

ConfirmReleaseRTPQueue=N (default)



Auto rating an order when it is opened in InvoicingFirst available in General Availability Release 2006 R6 (build 2006.05_10.0482)

The system can be set up to automatically execute the Compute function when an order is opened in the Invoicing application. This feature assures that the most current rates are applied to the invoice, without requiring billing personnel to manually re-compute the order. All standard rating functionality applies to this feature.

This functionality is enabled by a new setting in the TTS50.ini file.

[Invoice]

Setting Description

RateOrderOnOpen= This setting determines whether an order will be rated automatically when it is opened in the Invoicing application. The options are:

YAuto rate an order when the order is opened in Invoicing.

NDo not auto rate an order when the order is opened in Invoicing.

Notes:1. If the order was not pre-rated in Order Entry or Dispatch, and the Fix Rate, Fix

Chgs LH, and Fix Chgs All check boxes were all cleared, the order will be rated automatically when it is opened in Invoicing.

2. Pre-rating an order in Order Entry or Dispatch with the Fix Rate, Fix Chgs LH, or Fix Chgs All check box selected will affect recalculation when the order is opened in Invoicing:

If none of these check boxes was selected, the system will recompute and overwrite the charges on a pre-rated order automatically. A confirmation message will be displayed before the operation is finalized.

If the Fix Chgs All check box was selected, neither line haul charges nor accessorial charges will be recalculated. The status of the Fix Rate check box is ignored.

If the Fix Chgs LH check box was selected, the line haul charges will not be recalculated, but any accessorial charges will be recalculated and applied to the invoice total. The status of the Fix Rate check box is ignored.

If the Fix Rate check box alone was selected, the original rate(s) used to pre-rate the order will be kept. The line haul charge is not recalculated, but any accessorial charges will be recalculated and applied to the invoice total. A message is displayed, advising that the primary charges will not be changed.

3. For queue processing, set OverridePreRatingInQueue Processing=YES so that invoices will be re-rated in the queue as well. This setting is located in the [Invoice] section of the TTS50.ini file.

RateOrderOnOpen=N (default)



Factors that affect automatic calculation

The Fix Rate, Fix Chgs LH, and Fix Chgs All check boxes in the order header can affect the recalculation of orders in Invoicing. Normally, these check boxes are used in Order Entry or Dispatch to lock in a rate or charges that have been applied manually in those applications.

The following are the most common examples of how pre-rating and the Fix Rate, Fix Chgs LH, and Fix Chgs All check boxes affect this feature:

The order has not been pre-rated in Order Entry or Dispatch, and the Fix Rate, Fix Chgs LH, and Fix Chgs All check boxes are all cleared: The order will be rated automatically when it is opened in Invoicing.

The order was pre-rated in Order Entry or Dispatch, and the Fix Rate, Fix Chgs LH, and Fix Chgs All check boxes are all cleared: The system will attempt to re-rate the order automatically when it is opened in Invoicing. If an applicable rate is found, the system displays a confirmation message similar to this example:

If you click Yes, the system will recalculate and overwrite the existing charges.

The Fix Chgs All check box is selected: Selecting this check box prevents both the line haul charges and accessorial charges from being recalculated when the order is opened in Invoicing. Note: The status of the Fix Rate check box is ignored.

The Fix Chgs LH check box is selected: Selecting this check box prevents the line haul charges from being recalculated when the order is opened in Invoicing. Any accessorial charges will be recalculated and applied to the invoice total.Note: The status of the Fix Rate check box is ignored.



The Fix Rate check box is selected.Selecting just this check box prevents the rate from being updated when the order is opened in Invoicing, so the line haul charge is not recalculated. Any accessorial charges will be recalculated and applied to the invoice total. A message similar to this example appears:

Updating the Bill Date when the invoice status is set to Ready To Print First available in General Availability Release 2006 R13 (build 2006.05_10.1071

By default, when an invoice is saved for the first time, the system’s current date is recorded for the Invoice’s Bill Date.

In V.2006, you can set up the system to automatically update the Bill Date when an invoice’s status is changed to Ready To Print and saved. Updating the status manually or in the Invoices On Hold queue will cause the system to update the Bill Date.

Key Name Function

SetInvoiceBillDateOnRelease

This setting determines whether changing an invoice’s status to Ready To Print will cause the system to reset the invoice’s Bill Date to the current system date.

NDo not reset the invoice’s Bill Date. (default)Note:

YDo reset the invoice’s Bill Date when its status is changed to Ready To Print and saved.



Counting sequential events at the same location as one stop in Order Entry, Dispatch, and Invoicing First available in General Availability Release 2006 R9 (build 2006.05_10.0735).

Sometimes you may have sequential stops at the same location. By default, the system counts each sequential event at the same location as a stop. For example, when an order includes a Live Load (LLD) and a Live Unload (LUL) event at the same location, each event is considered a separate stop.

If you invoice your customers for stop charges, having multiple stops at the same location could cause you to generate incorrect stop charges.

In previous versions, you could set up the Settlements application to count sequential events at the same location as one stop. However, that functionality was not available for billing purposes.

In V.2006, the IgnoreDuplicateStops= setting has been added to the [Invoice] section of the TTS50.ini file. This setting allows you to set up the system so that Order Entry, Dispatch, and Invoicing will count sequential events at the same location as one stop.

Setting up the system to ignore duplicate stops

To set up the system to ignore duplicate stops, you must have the IgnoreDuplicateStops=Y setting in the [Invoice] section of your TTS50.ini file. This new setting works with three existing settings.

Two of the settings are found in the [Invoice] section of the INI file.

StopOffEvents=Used to identify all billable event codes that should be counted when billing for stop charges.

FreeStopOffsPerOrder=Used to specify the number of billable stops on an order that are not counted for stop charges.

The third setting is found in the [Misc] section of the TTS50.ini file:

StopChargesNewMode=Used to specify whether secondary rates for stop charges must be set up as tables. When the value is Y, you can create a $/stop charge type to be used in your rate instead of creating a table of stop charges.




IgnoreDuplicateStops

When sequential stops occur at the same location, this setting controls how the system counts the stops when calculating stop charges. The options are:

YThe system counts sequential stops at the same location as one stop. Note: To use this option, you must have StopChargesNewMode=Y in the [Misc] section of the TTS50.ini file.

NThe system counts each sequential stop at the same location as an individual stop.

Notes: 1. This setting is applicable in Order Entry, the Dispatch Trip Folder, and

Invoicing .2. The [Settlement] section of the TTS50.ini file also contains an IgnoreDuplicateStops= setting. That setting controls how the system counts stops when calculating stop pay.

IgnoreDuplicateStops=N (default)

Understanding how the system handles duplicate stops

We have the following options set in our TTS50.ini file:

IgnoreDuplicateStops=N FreeStopOffsPerOrder=2 StopOffEvents=DUL,LUL,DRL,DLD,LLD,HPL,PUL,PLD StopChargesNewMode=Y

By these entries, we’ve set up the system to allow two free stops. It will subtract the free stops from the total stops before creating an invoice detail for stop charges.



To illustrate how the system handles sequential stops, we created order #4063, which consists of four stops: Live Load (LLD) at MENMEN Live Load (LLD) at CLECLE Live Unload (LUL) at CLECLE Live Unload (LUL) at KJCCOL.

If we pre-rate the order in Order Entry or the Dispatch Trip Folder, because we have IgnoreDuplicateStops=N in our TTS50, the system:

Counts all four stops. Subtracts the two free stops. Calculates a stop charge for two stops:



If we have the setting as IgnoreDuplicateStops=Y, the system:

Ignores the duplicate stop at CLECLE Subtracts the two free stops. Calculates a stop charge for one stop.

The accessorial invoice detail for one stop is shown below:

Assignment history available in InvoicingFirst available in General Availability Release 2006 R6 (build 2006.05_10.0400).

The Assignment History window is now available in the Invoicing application. It is accessed using the Assignment History command from the View menu.

If the window is accessed while an invoice is displayed in the Edit Invoice Folder, the system automatically displays the history for the resource assigned to the invoiced order.



Specifying how many days after the order’s delivery date the Invoices On Hold queue will override a paper work requirement First available in General Availability Release 2006 R11 (build 2006.05_10.0896).

The paperwork tracking feature is used to record the receipt of paperwork, such as purchase orders or bills of lading. By default, if paperwork is required, an invoice cannot be saved with a Ready to Print status unless all paperwork for the invoice is checked in.

By default, if you use the Invoices On Hold queue to changes the status of invoices from On Hold to Ready to Print, the system skips orders that do not have all required paperwork checked in. When the queue processing is complete, the Batch/Error Log window displays a message like the one shown below for invoices that are missing required paperwork.

Settings in the [Invoice] section of the TTS50.ini file can be used to set up the required paper work override feature. When in place, it allows you to process an invoice before its paperwork is checked in. In previous versions, if you had the PaperworkOverride=Y setting in the [Invoice] section of your TTS50.ini file, the system overrode the paperwork requirements for all invoices processed in the Invoices On Hold queue.

In V.2006, the paper work requirements override available in the Invoices On Hold queue has been modified in two ways:

Now, you can set up the queue so that it will not override paper work requirements for a user-specified number of days after the order’s delivery date. If an invoice is run through the queue before that time, its status will not be changed to Ready To Print.

When paperwork requirement are overridden in the queue, you can have the system automatically create a service exception against the driver for failing to provide the required paperwork.

Note: For more information about the paperwork override feature, see the Using the paperwork tracking feature guide.



Specifying the number of days paper work requirementswill be enforced in the Invoices On Hold queue

When you have the PaperworkOverride=Y setting in the [Invoice] section of you TTS50.ini file, the Invoices On Hold queue will override all paper work requirements.

The DeliveryAgeToOverrideInvoicePaperwork= setting modifies that action. When you enter a value other than 0 (zero) for this setting, the queue will enforce paperwork requirements for that number of days after the order’s delivery date. Once the specified number of days has passed, even invoices that are missing paper work will be processed in the queue.


DeliveryAgeToOverrideInvoicePaperwork

This setting specifies the number of days after an order’s delivery date the system will prevent the Invoices On Hold queue from overriding paperwork requirements. To activate the feature, record a whole number other than 0 (zero). When set to 0 (zero) this setting is ignored.

Notes:

1. This setting requires that you also have the PaperworkOverride=Y setting in the [Invoice] section of you TTS50.ini file.

2. When you enter a whole number other than 0 (zero) as the value for this setting, the Override Filter check box displays in the Invoices on Hold window. Selecting the check box will limit the list of retrieved invoices to those that have a Y value in the Paperwork Override column.

DeliveryAgeToOverrideInvoicePaperwork=0 (default)



Setting up the system to generate a service exception when paper work has been overridden in the Invoices On Hold queue

A new General Info Table setting determines whether the system will create a Service Exception for the assigned driver when the paper work requirement for an invoice has been overridden in the Invoices On Hold queue.

Key Name Function

PaperWorkOverrideExceptionType

This setting determines whether the system will create a Service Exception for a driver when a paperwork requirement is overridden to process an invoice in the Invoices On Hold queue.

Notes:

1. This setting is only used when the DeliveryAgeToOverrideInvoicePaperwork= INI setting is set to a whole number greater than 0 (zero).

2. This setting will cause the system to create a Service Exception only when a paperwork override is applied by processing an invoice in the Invoices On Hold queue. Service Exceptions will not be created when you manually set an invoice to Ready to Print in the Edit Invoice folder.

You must make entries in the String1, String2, and String3 fields:

In the String1 field, the options are: N

Do not create a Service Exception. (default)

The Abbr field value for a ReasonLate label optionWhen you record the Abbr field value for a ReasonLate label option in the String1 field, it will display as the ExcCode field value in the Service Exception report. Note: If your entry in the String1 field is does not match a value recorded in the ReasonLate label, the first six characters entered will display in the Service Exception report’s ExcCode field.

In the String2 field, record the description that will display in the Service Exception report’s Exception Desc field. Your entry is free-form text, and can be up to 255 characters.

In the String3 field, record the Abbr field value for an ActionCode label option. Your entry will display in the Service Exception report’s ActionCode field. Notes: If your entry in the String3 field does not match a value recorded in the ActionCode label, the first six characters you enter in the String3 field will display in the Service Exception report’s ActionCode field.



Understanding the values in the Invoices On Hold window’s Paperwork and Paperwork Override columns

When you have the system set up to override paper work requirements, the Invoices On Hold window includes the Paperwork and Paperwork Override columns. The following example will help you understand the values you may see in these columns for invoices retrieved for processing in the queue window.

For this example, we have the following entries for applicable settings in the [Invoice] section of the TTS50.ini file:

PaperworkOverride=Y ShowPaperworkOverride=Y DeliveryAgeToOverrideInvoicePaperwork=30

We also have these options set in the General Info Table:

PaperWorkOverrideExceptionType: In the String1 field:

LATEPRNote: This is the abbreviation for Late Paperwork, which is a user-defined option in the ReasonLate label in our database.

In the String2 field:Override paperwork to create invoice.Note: This is a user-defined free form text entry.

In the String3 field:DCONNote: This is the abbreviation for Driver Counseled, which is a user-defined option in the ActionCode label in our database.

For this example, three orders were created, dispatched, and invoiced. The invoices were saved with the status of On Hold.

The first order has a delivery date of 9/01/06. Paperwork has not been checked in for this order, however the 30 days specified in the DeliveryAgeToOverrideInvoicePaperwork=30 INI setting has passed.



The second order has a delivery date of 9/08/06. All paperwork for the order has been checked in.

The third order has a delivery date of 9/15/06. Paperwork has not been checked in for this order.

We retrieved the three orders in the Invoices On Hold queue. Scrolling to the far right of the window, we can see the entries in the Paperwork and Paperwork Override columns.

If we select the Override Filter check box, the retrieval list will show only those invoices that are eligible for having their paper work requirement overridden, i.e., those that have a Y value in the Paperwork Override column.



The following table explains the entries in the Paperwork and Paperwork Override columns.

Paperwork The entry in this column indicates whether the required paperwork has been received. The options are:

YesAll required paperwork has been received.

NoNot all required paperwork has been received.

N/ANot all required paperwork has been received. However, the time limit specified by the DeliveryAgeToOverrideInvoicePaperwork= INI setting has passed.

Paperwork Override The entry in this column indicates whether the paperwork override feature will cause the Invoices On Hold queue to process the invoice. The options are:

NThe paperwork override feature is not needed, because all required paperwork has been received. The invoice will be processed.

(Blank)The paperwork override feature will not be used because all required paperwork has not been received and the time limit specified by the DeliveryAgeToOverrideInvoicePaperwork= INI setting is still in effect. The invoice will not be processed.

YThe paperwork override feature will be used because the time limit specified by the DeliveryAgeToOverrideInvoicePaperwork= INI setting has passed. The invoice will be processed.

After the three orders are run through the Invoices On Hold queue, the Batch/Error Log is displayed showing these results.



Understanding how the system creates a Service Exception

As discussed earlier, when the system is properly configured, it will automatically generate a Service Exception for the assigned driver if the order’s paper work requirement is overridden by processing in the Invoices On Hold queue. For our example, we set up the PaperWorkOverrideExceptionType General Info Table setting to create a Service Exception for a driver when a paperwork requirement is overridden to process an invoice in the Invoices On Hold queue. The following illustration shows the service exception in the Service Exception Report window. The data in the ExpCode, ActionCode and Exception Desc columns is based on the entries recorded in the PaperWorkOverrideExceptionType General Info Table setting.

Notes:

1. For more information about Service Exception reports, see the Dispatch – Trip Folder guide.

2. Be aware that when the system is set up to generate a Service Exception automatically, it will do so every time an invoice is processed in the Invoices On Hold queue and its paperwork is overridden. This means, if an invoice is processed in the Invoices On Hold queue, then for some reason, its status is set back to On Hold, if it is then processed in the queue again (and the paperwork is still not checked in), a second Service Exception will be created against the driver.



Enhancements made to the Orders Readyto Prepare queueFirst available in General Availability Release 2006 R13 (build 2006.05_10.1071).

In Invoicing, if you prefer not to rate each order separately, you can use the Orders Ready to Prepare queue to look up a group of orders for processing.

The following enhancements have been made to the Orders Ready to Prepare queue window:

You can specify the status of the orders retrieved in the queue. New columns have been added. You can specify the reference number type displayed in the retrieval window.

Using order status as a filter

The Restrict Orders Ready to Invoice window is used to apply filters to the orders that will be retrieved for processing in the Orders Ready to Prepare queue.

The Order Status field has been added to the restriction window to allow you to specify the status of the orders that will be retrieved. The options displayed in the field’s drop-down list are the dispatch status options defined in the DispStatus label.

The system’s default functionality is to only allow completed orders to be retrieved in the Ready to Invoice window. However, if your system is set up to allow billing for started trips, you can use the Order Status field to retrieve trips that have a Started status.



New columns added

Three new columns have been added to the Orders Ready to Prepare retrieval window:

Ord. Status Drv Id Reference Number

These fields are for informational purposes only.

Specifying the reference number type displayed

The Reference Number column in the Orders Ready to Prepare queue window can display only one reference number per order. The reference number must be recorded in the order header to be displayed in the queue window. Using the InvProcessOrdRefType General Info Table setting, you can specify the type of reference number that will be displayed, e.g., Bill of Lading or Customer Order ID.

Key name Function

InvProcessOrdRefType

This setting specifies the reference number type that will display in the Orders Ready to Prepare window’s Reference Number column. A reference number of the specified type must be recorded in the order header to display in the queue window.

Note: Reference numbers of the specified type recorded for a stop or commodity will not display in the queue window.

The options come from the ReferenceNumber label.

In the String1 field, enter the Abbr field value of the label option you want to use.

The default entry is BL#.



Orders matching any restrictions set in the Restrict Orders Ready to Invoice window are retrieved. Reference numbers of the specified type display in the Reference Number column.

The first reference number value of the specified type recorded in the order header is displayed in the Reference Number column.

Reference numbers that are not of the specified type, or are recorded on a stop or commodity, will not display in the Reference Number column.



Notes


Documents

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