Last updated: 2024-06-12

Applies from: 2023.12-01.336 and later

Supplier bill adjustments

When you invoice hauliers and subcontractors, they are paid according to the resource price of the orders they have carried out. If you want to add or deduct money from a settlement, for example if you rent terminal space from the haulier, or if the haulier rents terminal space from you, you can add or deduct money from the settlement for that rent. The sum of the surcharges and deductions is added to or deducted from the amount to be paid to the rider. Such adjustments can be made in three ways:

The settlement adjustments can be exported to Excel (see Exporting predefined bill surcharges to Excel).

Types of settlement adjustments

In order to make any settlement adjustments at all, there must be adjustment types. In the adjustment type, you set the VAT rate, account assignment and name of the settlement adjustments. You can either have one adjustment type for each item for which you want to make a mark-up, for example "Terminal hire", "Workwear" and "Fuel", or you can create one type for each VAT rate.

How to create an adjustment type:

  1. Click on Economy > Supplier bills > Bill addition types.

  2. Fill in the form and any specific account code you want to use for the adjustments.

    • Surcharges are recorded as transport costs as they are extra money received by the haulier/subcontractor.

    • Deductions are recorded as transport sales as they are compensation for goods/services you have provided.

More information on the individual fields, such as report tags, can be found in ( Bill addition types (window).

Scheduled settlement surcharges

Scheduled settlement surcharges are set up for a particular haulier/subcontractor in the Predefined bill surcharges window.

The mark-up is created according to the schedule and then added to the settlement the next time the haulier/subcontractor is settled. If you settle once a month, schedule the surcharge to be created once a month. If you settle once a week, schedule the surcharge to be created once a week. This way, it is automatically added to each settlement.

If a scheduled mark-up is not settled once, it is saved and settled the next time that resource is settled. You can see the adjustments that have been created but not yet applied to any settlement by selecting Not credited in the search box and clicking on Search.

How to schedule a settlement adjustment:

  1. Click on Economy > Supplier bills > Predefined bill surcharges.

  2. Fill in the form and tick Scheduled.

    Note:

    It is not compulsory to select a resource when scheduling a settlement mark-up, but if you do not do so, the mark-up will be created each time according to the schedule, but then never posted to any settlement.

  3. Click on Schedule and configure the schedule. For more information and examples, see Creating schedule templates. This article relates to scheduled orders, but also applies to predefined bill surcharges.

More information on the individual fields can be found in ( Predefined bill surcharges (window).

Example

The courier company settles its hauliers on the 25th of each month. One of the hauliers rents terminal space which is payable monthly. The courier therefore sets up a scheduled settlement mark-up that is created on the 20th of each month. The deduction is added automatically when the rider is settled on the 25th.

In July, the courier company had to settle up on the 19th because everyone was going on holiday. The deduction for the rent had not been created at that time and was therefore not included in that deduction. The deduction for July, created on 20 July, is saved until the next time the resource is settled, on 25 August. This also creates a deduction for the August rent on 20 August, which means that there will be two deduction items for the rent on the 25 August statement.

Single predefined settlement mark-ups

It is also possible to enter one-off settlement adjustments as they arise, so you don't have to remember to make them manually when you settle. The adjustment is entered in the same way in Predefined bill surcharges, with the difference that you do not schedule the adjustment. The surcharge is therefore created only once.

How to add a single adjustment in advance:

  1. Click on Economy > Supplier bills > Predefined bill surcharges.

  2. Fill in the form but make sure not to tick Scheduled.

More information on the individual fields can be found in ( Predefined bill surcharges (window).

Example

The courier company has sold special work clothes to one of its drivers on 12 June. As there are two weeks until the rider is to be settled on 25 June, they enter the deduction for the clothes as a single predefined settlement mark-up directly on 12 June, so they don't have to remember that the deduction should be made when the settlement is created. The deduction is only made the next time the traveller is settled as it is not scheduled. The deduction is not automatically created in June.

Settlement adjustments directly on the settlement

Once you have created a settlement period, you can make manual adjustments as long as you have not closed the period and sent the settlements to the hauliers/subcontractors. Right-click on a settlement in the bottom pane of the Credit notes window, select Edit and fill in the form.

This window also displays the predefined settlement surcharges that have been applied to the settlement. You can delete or change them by selecting them from the list on the left.

More information on the individual fields, such as report tags, can be found in ( Supplier Bill Addition (window).

Example

One of Budfirma's hauliers buys fuel from Budfirman. It should be deducted from the deductions. As the amount varies from month to month, the deduction is not scheduled but made directly on the statement when it is created.

Currency of settlement adjustments

You can make settlement adjustments in currencies other than your default currency and the one set for the haulier/subcontractor. The amount can be displayed on the statement in all three currencies, and they are also displayed in the Supplier Bill Addition window (see Supplier Bill Addition (window)). For scheduled settlement adjustments, select the currency in the Predefined bill surcharges window. For manual settlement adjustments, select the currency in the window Supplier Bill Addition.

Make sure you have an exchange rate that converts the amount from the default currency to the currency you choose on the settlement adjustment (see Currencies). The exchange rate must be valid on the date the settlement period is created. If there is no valid exchange rate, the amount of the adjustment will be "0.00" on the statement.

Example

 The courier company has the following settings in Opter:

The courier company sets up a scheduled deduction of EUR 200, as it is related to third parties. They then need to have an exchange rate between EUR and SEK for the amount to be correct in DKK as the currency is converted EUR > SEK > DKK. The deduction will then be EUR 200 > SEK 2 200 > DKK 1 452.

If they had not entered an exchange rate between EUR and SEK, or if the exchange rate was added after the settlement period was created, the deduction would have been 0 DKK on the settlement.

The amount is displayed in all three currencies in the Supplier Bill Addition window.

View the adjustments on the statement

When creating a settlement period, you can see which adjustments will be applied by right-clicking on a settlement in the bottom pane and selecting Edit. There you can also remove and add adjustments.

To see how they appear on the statement sent to the haulier/subcontractor, click on Preview. If you want to edit the template in any way, click on Edit report.

Report tags

The tags for settlement adjustments are in the BillAdditions list. Information on the report tags for individual fields can be found in ( Bill addition types (window), ( Predefined bill surcharges (window) and ( Supplier Bill Addition (window).

Copy code
Example
    <dataitem source="object" command="BillAdditions">

      <dataitemheader fontbold="true">
        <item name="Name" x="10" y="5" fontsize="10" width="100" />
        <item name="Description" x="10" y="12" width="60" />
      </dataitemheader>

      <data name="BAT_Name" x="30" y="1" width="40" />
      <data name="BAT_Descr" x="70" y="1" width="79" />

    </dataitem>

See also

Bill addition types (window)

Predefined bill surcharges (window)

Supplier Bill Addition (window)

Exporting predefined bill surcharges to Excel