Generate an Invoice for Techmate

Creating an invoice is the same process as creating a quote. Simply update the numbers on the Details tab of the Job to reflect the actuals and run the Job Type Creator. This queries Techmate for the prices charged, so if job parameters are changed at this point, the returned price may deviate from the quoted price to the customer. Additionally, the numbers could be impacted depending on whether your company was the Booking and/or Origin agent on the Job. 

Your Company’s Role on the Job 

When running the Job Type Creator, you may notice several Job Types available so that the user can select the role(s) your company played in the move, so that only this portion of charges is returned. This is generally the case for Van Lines, as each Job Type corresponds to a portion that your company can claim from the Van Line. Below is the corresponding portion in relation to each job type: 

Booking Agent

This is job type will consist of the booking commission due to your company if you were the booking agent. It also may consist of other charges such as Additional & 3^rd Party Services, PLPD & Advertising Funds.

Destination Agent

Selecting this Job Type if your company performed the destination services, including charges such as Destination Fees (135D), Unpacking commissions, SIT at Destination, Insurance, Shuttle at Destination, Extra Labour at destination, Extra stop at destination, etc. if applicable. 

Hauling Agent

The Hauling Agent Job Type and consists of commissions for the hauler such as Equipment Rental Power Unit, Equipment Rental Cargo Unit, Fuel Related Surcharge, Insurance Related Surcharge, Origin/Destination (135) fees, Packing & Container commissions, Extra Labour, Bulky Articles, etc.

Origin Agent 

The Origin Agent Job Type consists of services such as Origin Commission, Origin Fee (135O), SIT at Origin, Extra Labour at Origin, Shuttle at Origin, Convenience Pick-up, Advance Charges, Flat Screen TV charges, etc. 

Packing Services 

The Packing Job Type consists of Contains Commission, Packing Commission and Bulky Articles Commission. 

Credit Card Fees

The Credit Card Fees Job Type and should only be selected if the client is paying by credit card and therefore incurs credit card surcharge. 

When creating the invoice, the user is required to select one or more of the above job types corresponding to the roles performed by the company in order to calculate the correct commission due from the Van Line.  

Please note that although certain cost lines are repeated in different cost options (e.g. Destination Fee 135D may be in the Hauler Job Type as well as the Destination Agent Job Type), they will only appear once on the cost option when multiple job types with the same cost lines are selected. 

When an Invoicing Job Type is run, Moveware automatically generates a corresponding invoice which should be thoroughly checked before it is posted to the G/L. The Van Line provides a settlement sheet data file which can be imported into Moveware. The posted invoice and the settlement values can then be crossed off against each other (by matching the Move Registration Number) in the Van Line Clearing screen to receipt the posted invoice and zero out the balance. 

If you do end up selecting an incorrect job type creator, e.g. Booking Agent instead of Booking & Origin Agent, you’re most likely only missing an Origin commission line which you can add manually into the cost option once it is generated. The only lines that you cannot add manually are tariff items whose rates are obtained directly from Techmate. You would need to either cancel/delete the cost option and re-run it again or add the line as well as its rate (if known) manually. 
 

A typical invoicing Cost Option may look something like this: 

The top section up to the ‘Net Distributable LH’ item is only there for reference so that you can see how the Net Distributable Line Haul is calculated. This value is written to the Sell Figure of the green ‘Net Distributable LH’ parent line (as it is a parent line, it does not get counted into the total of the invoice). 
Things to note for this section: 

1. A cost line using the VLD calc type will populate its Est Qty with the Discounted Transport cost line’s Est Cost.

    

2. A cost line using the VLT calc type will populate its Est Qty with the Gross Transportation cost line’s Est Cost.
   
   

3. Comment or parent lines do not add to the total cost/sell prices of the Cost Option.

Let’s take a look at the other charges: 

The section below the Net Distributable LH parent line are either tariff items less brokerage discounts (if applicable) or charges that is a % based of the net distributable LH value. Certain lines are blank so that the user will need to manually enter a value such as the advance charges line.  The Option totals line is basically the total subcharge prior to the credit card fees. The credit card is applied on this charge plus any misc charges: 

An explanation on the charge lines to see how Moveware works out the final sell figure which is the figure due your company: 

Take for example the Origin Fee line above, it is a 4% (sell rate) figure of the Net Distributable LH charge in which case is 0.04 x 3110.66 = 124.43. The 0.4 is a rate set against the Origin Commission removal product for a generic job. If there is a national account involved, the sell rate would most likely be different. 

Take for example the Packing & Contains commissions above. The total paid by the customer for this service was 1415.06 which is written to the Est Cost & Sell of the Packing & Containers parent line. The PCC & PCP calc types against the containers commission and the packing commission cost lines tells the system how to calculate the final Est Qty figure that the sell rate is then applied against.

With all of these lines added up the total sell price is reflected at the top of the costing screen as the cost option Sell Total: 

This is also the total of the invoice produced which has the following configuration: 

 
The columns in the invoicing cost options are summarized below: