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7. Changes in the Invoicing application

The V.2002 changes include:

Invoice definitions added to the invoice header Viewing/hiding Tare and Gross weight fields in the invoice header Tracking changes with the Invoice Detail Audit Report Volume Optimization-related fields added to the invoice detail Mileage adjustment feature added Printing a freight reference number on invoices Viewing/editing freight details Ability to define the sort order of invoice details Default response to rerating message changed Overriding the system date when printing master bills Dating rebilled invoices with the current date or the original invoice date Displaying the rate ID or the rate item code in the invoice header Fixed Quantity and/or charges now shown in invoice detail Using Microsoft Access to print invoices Add-on interface to Pegasus Imaging available Re-rating a batch of invoices

Note: New invoice and master bill formats have been added in V.2002. Samples of these format are available in Appendix A.

TMW Systems, Inc. Rev. 3/2002 1document.doc TMWSuite V.2002 Release Notes

Changes in the Invoicing application

Invoice definition added to the invoice headerThe invoice definition is a non-editable field in the invoice header that identifies the invoice type. Invoice definitions are informational only. They are designed to help you differentiate between various types of invoices.

Linehaul invoices are the initial invoices for completed trips. Credit memos are used to reverse the charges on a transferred invoice that contained incorrect

charges. Rebills are used to correct the charges reversed by a credit memo. Supplemental invoices are used to bill for additional order-related charges that were not included

on line haul invoices. Miscellaneous invoices are used to bill a customer for a service that is not directly related to an

order. These stand-alone invoices can be used to bill for storage charges, trailer wash charges, or other service fees.

The definitions for these invoice types are system codes. The system assigns the appropriate definition based on the type of invoice you are creating.

When you create an invoice for a completed trip, the invoice definition defaults to Linehaul.

When you select the Credit Memo or Credit Memo w/Rebill options from the Edit menu, the system applies the Credit definition to the credit memo.

When you select the Credit Memo w/Rebill or the Rebill Credit Memo options from the Edit menu, the system applies the Rebill definition to the rebilled invoice.

2 Rev. 3/2002 TMW Systems, Inc.TMWSuite V.2002 Release Notes document.doc


When you select the Supplemental suboption from the File menu’s New option, the system applies the Supplemental definition to the supplemental invoice.

When you select the Misc Invoice suboption from the File menu’s New option, the system applies the Miscellaneous definition to the supplemental invoice.

In addition to these system code invoice definitions, V.2002 allows you to create your own definitions for subtypes of Supplemental and Miscellaneous invoices.

Setting up a new invoice definition

In System Administration, you can set up custom invoice definitions that fit the way your company does business.

The setup has two parts:

Adding your new invoice definition in the InvoiceDefinitions label. Creating a menu option for selecting the different kinds of Supplemental and/or Miscellaneous

invoices you will use.Note: The label option must exist before you can create the menu option.



Adding a new invoice definition

You will use the InvoiceDefinitions label to add your new invoice types. The following steps will guide you through setting up a new invoice definition.

1. Open the System Administration application.

Note: You may need to use an authorized login.

2. Click the Labels icon in the frame toolbar, or select Label File from the Edit menu. The Edit User-Definable Fields window is displayed.

3. In the Field Name box, select InvoiceDefinitions.

Note: System codes exist for Linehaul, Miscellaneous, Supplemental, Rebill, and Credit.

4. To add a new row, click the Insert icon in the sheet toolbar.

5. Make entries in these fields:

Description Type the name of the label option as you wish it to appear in drop- down lists and in the invoice header.

The label description field will hold 20 characters, but only 15 characters will appear on the invoice header. You may wish to limit the description to 15 characters

Abbr Enter a unique abbreusingtion to represent this row. This value will be stored in the database.

Note: When creating a supplemental invoice, this abbreusingtion is displayed in the invoice header to designate the kind of invoice to which the supplemental invoice applies.

Code Enter a unique number.



6. When you have completed your invoice definitions, click the Save icon.

7. To exit the window, click the Close icon in the sheet toolbar or select Close from the File menu.

Setting up the menu option for your new invoice type

You must set up the custom menu with an option for your new invoice definition so that it will be available to you in Invoicing.

1. Open the Custom Menu Definition window by clicking the Define Custom Menu icon in the frame toolbar or by selecting the Define Custom Menu option from the Edit menu.

2. Click on the Invoicing tab.



3. Select an unused or obsolete row for either a Supplemental or Miscellaneous invoice. There are ten rows of supplemental invoice types and ten rows of miscellaneous invoice types. You can have up to ten subtype definitions for each type.

4. When you select a row, the system puts the cursor in the Display Text field in the bottom portion of the window. Make entries in these fields:

Display Text Enter the name of the option as it will appear in the submenu for the New option under the File menu in Invoicing.

Description Enter a free-form text description of the menu option. After you save, this text is displayed in the Description column of this window.

Invoice Definition Select the desired invoice definition from the drop-down list. The list contains the label options you set up in the InvoiceDefinitions label. This text will appear as a non-editable field on the invoice header.

Note: A maximum of 15 characters of the label option fit in the allotted space on the invoice header.

As you make your entries, they are show in the display-only fields at the top of the window:

Position This field identifies the row selected for modification.

Menu Text Name of the option as it will display in the menu, as determined by your entry in the Display Text field.

Description The free-form text description you entered in the Description field.

Type The invoice type, Supplemental or Miscellaneous, for which you are adding a subtype menu option.



5. Click the Save icon in the sheet toolbar.

Using invoice definitions to create a subtype invoice

In the Invoicing application, you can create a new invoice with the desired invoice definition by selecting that menu option. Select the New option from the File menu. The system displays the submenu of invoice definitions. The default Supplemental Invoice and Misc Invoice options are listed first, followed by the subtype invoice definitions you created.

The type of new invoice you select determines the invoice definition displayed in the invoice header.

Note: If you click the Supplemental icon or the New Misc Invoice

icon in the sheet toolbar, the new invoice defaults to the corresponding standard invoice definition, not one of the user-defined types.


Invoice definition appears here

The subtype definitions you created are shown in the appropriate category.

In this example, Trailer Wash and Tarp Rental are subtypes of the Supplemental Invoice type.


Viewing/hiding Tare and Gross weight fields in the invoice headerIn V.2002, you can keep a record of the gross weight and the tare weight for an order. The feature is controlled by a new setting, WeightColumnsVisibleDefault=, in the [Invoice] section of the TTS50.INI file.

Setting Description

WeightColumnsVisibleDefault=

This setting allows you to view or hide tare and gross weights on the invoice header. The options are:

Yes Activates the Wght button, which is used to hide/show the Tare and Gross field.

NoDe-activates the Wght button, which makes the Tare and Gross fields permanently hidden.

WeightColumnsVisibleDefault=(Default)

The new fields are located on the invoice header section below the Bill To information. The fields function as electronic notes that keep a record of the tare weight and the gross weight.

Note: The user must manually enter the weights. The system does not pull the information from any other application, nor does the system forward the information to any other application. Both the gross weight and the tare weight are for display purposes only; this information will not be printed on any forms.


Tare Weight field

Gross Weight field

Wght Button


Tracking changes with the Invoice Detail Audit ReportTMWSuite version 2002 allows you to track quantity, rate, and charge changes in an invoice detail line. While this tracking feature is turned on, any changes in these fields will create a log entry. You can later view the log using the Invoice Detail Audit Report.

Invoice changes that will be logged include:

Creation, modification, or deletion on the invoice detail line. Changes to fields made by the rating engine (namely, they have a tariff number).

Warning: With the Invoice Detail Audit feature turned on, a new (but not yet saved)

invoice will be saved when you click the Compute icon. This auto-save-on-compute functionality ensures proper logging of the original rating and any changes that might be made afterwards.

The Invoice Detail Audit Report will list the details for each tracked change, including who made the change, when it was made, the amounts, the tariff ID, etc. You can restrict the report by order or invoice number.

Setting up the Invoice Detail Audit

The Invoice Detail Audit tracking feature is turned on/off by a GeneralInfo Table setting. By default, tracking is turned off. To turn tracking on:

1. In System Administration, click the General icon in the frame toolbar, or select the GeneralInfo Table option from the Edit menu. In the General Info Table, scroll to the InvoiceDetailAudit Key Name.

2. Place the cursor in the String1 column and type Y.

3. Click the Save button to retain your changes, and click the Close button to exit the General Info Table.



Creating an Invoice Detail Audit Report

If you wish to see a report of changes made to a specific order/invoice, you can create an Invoice Detail Audit Report. For the fields tracked, the report lists who made the change, when the change was made, the tariff number and description, and the amounts, etc.

Note: The changes logged for the report will only be those made while the GeneralInfo Table setting InvoiceDetailAudit was set to Y (yes). After the entry is set to N (no), changes are no longer tracked.

To create the Invoice Detail Report:

1. In Invoicing, select the Invoice Detail Audit Report option from the Reports menu.

2. Enter the order number or the invoice number that you wish to review, and click the Open button. The Invoice Detail Audit Report window is displayed.

The report fields include:

Invoice# The number of the invoice whose changes are being reported.

Order# The number of the order whose changes are being reported.

Ivd Number The system-assigned invoice detail identifier.

Audit User ID of the user who made the change.

Audit Date Date and time the change was made.



Status Identifies the status of the change. Options are:

CreatedThe rate, quantity, and charge were created when the invoice was first computed.

ModifiedThe rate, quantity, or charge were changed.

DeletedThe invoice detail line was deleted.

Charge Type Identifies the charge type used in billing.

Tar Number Identifies the ID number of the applied rate.

Tar Description Brief description of the applied rate (from the Description field in the rate header).

Ivd Quantity The after-change value in the Quantity field that was tracked.

Ivd Rate The after-change value in the Rate field that was tracked.

Ivd Charge The after-change value in the Charge field that was tracked.



Displaying Volume Optimization-related fieldsin the invoice detailTMWSuite’s add-on Volume Optimization feature, available in Order Entry, allows you to find the best sized straight truck or trailer for a given load.

Note: For detailed instructions on using the Volume Optimization feature in the Order Entry application, refer to the Using the Volume Optimization feature chapter in the Order Entry guide.

When using this feature, the user enters the ordered weight, the ordered count, and the cargo dimensions in the commodity detail portion of the Order Entry Folder. If the cargo can be stacked, the Stackable check box is selected.


The cargo’s weight, count, and dimensions are entered as part of the commodity information. Selecting the Stackable check box indicates the cargo can be stacked in the truck or trailer.


In previous versions of TMWSuite, this information was not displayed in the Edit Invoice Folder when an optimized order was being invoiced. The showsize= setting in the [Invoice] section of the TTS50.INI file allows you to display this information in the detail portion of the Edit Invoice Folder.

Setting Description and Values

showsize= This setting determines whether the ordered weight, ordered count, cargo dimensions, and the stackable flag for an optimized order are displayed in the invoice detail portion of the Edit Invoice Folder. The options are:

0The invoice detail will not display fields showing the ordered weight, ordered count, cargo dimensions; the stackable flag for an optimized order will not be displayed.

1The invoice detail will display fields showing the ordered weight, ordered count, cargo dimensions; the stackable flag for an optimized order will be displayed.

showsize=0 (default)

The optimization-related information is shown at the bottom of the invoice detail portion of the window.



Mileage adjustment feature addedA new setting, UseMileageAdjustment=, allows you to adjust the number of miles used to calculate line haul charges for an order. When this setting, added to the [Invoice] section of your TTS50.INI file, is set to Yes, the MileAdj field is displayed in the invoice header. The value you enter in this field is added to the total trip miles when the rate is applied.

Note: The number of miles shown on the invoice is not adjusted.

Setting Description

UseMileageAdjustment= This setting tells the system whether the MileAdj field should be displayed in the invoice header. The options are:

YesDisplay the MileAdj field in the invoice header.

NoDo not display the MileAdj field in the invoice header.

UseMileageAdjustment=No (default)

The Mileage Adjustment feature works only with rates that use a table of Distance (Route) charges. A sample rate is shown here:

In our sample, the Charge Type is Freight ($/Ton). It contains a table of distances and charges.



The system will adjust the mileage, based on your entry in the MileAdj field, before calculating the line haul charge.

This illustration of the Edit Invoice Folder shows the charges for order 1667 when no mileage adjustment is made.

The rate of $2.09 per ton is used. This is the appropriate charge when no mileage adjustment is made.



When you make an entry in the MileAdj field, the system uses the adjusted mileage in determining the correct rate and calculating the charge.

When 50 miles are added to the 159 actually traveled, the rate changes to $2.05 per ton.



Specifying a freight reference number to beprinted on invoicesIn previous versions of TMWSuite, you could not specify that a specific type of freight detail reference number would display, and be printed, on an order’s invoice.

In V.2002, a new GeneralInfo Table setting, FrgtReftoInv, allows you to specify that a particular type of reference number entered in the freight detail section of an order will be displayed and printed on the order’s invoice.

Notes:

1. You must, of course, have entered a freight reference number of the type specified in the FrgtReftoInv setting of the GeneralInfo Table for it to be printed. The system looks through all the reference numbers for a freight detail and copies the first one that matches your entry in the FrgtReftoInv setting of GeneralInfo Table from the order to the invoice.

2. If you leave the FrgtReftoInv setting at its default value of NONE, the system uses the stop reference number instead of the freight reference number.

Making your entry for the FrgtReftoInv setting ofthe GeneralInfo Table

You use the abbreusingtion of the reference number type you want to specify as your entry in the GeneralInfo Table.

1. In the System Administration application, click on the Label File icon or select the Label File option from the Edit menu.

2. Select the ReferenceNumbers entry in the Field Name drop-down list.



3. Make note of the characters entered in the Abbr column of the reference number type you want to specify. These characters will be your entry in the GeneralInfo Table.

4. Close the label file.

5. Click on the GeneralInfoTable icon, or select the GeneralInfo Table option from the Edit menu.

6. Use the scroll bar at the right of the window to bring the FrgReftoInv entry into view:

7. Type the characters recorded in the label entry’s Abbr column in the String1 column of the FrgtReftoInv entry.

8. Save your changes and exit the GeneralInfo Table window, and the System Administration application.


In this example, we have specified VIN.


Adding the reference number to an order

When recording the order, add a reference number of the specified type in the freight detail line.

Note: If you have multiple commodities, on multiple stops, you can record a reference number of the specified type for each commodity, and they will all be displayed and printed on the invoice.


A VIN reference number type is recorded


Viewing the reference number on the invoice

When the invoice for the order is created, the reference number is displayed.


The VIN reference type is displayed on the invoice


Viewing/editing freight detailsIn V.2002, the Invoicing application allows you to view and edit the commodity and reference number for an order’s freight detail.

Viewing freight detail information

Suppose you record reference numbers for each commodity in the freight detail portion of the Order Entry window.

When the order is displayed in Invoicing, those commodity reference numbers are not shown:


Commodity reference numbers shown in Order Entry

Stop reference numbers shown in Invoicing


Note: Commodity reference numbers are not shown in the invoice detail unless you are using the FrgtReftoInv General Info table setting. To use the setting, you must specify a particular reference number type to be displayed and printed on an order’s invoice. For more information on using this setting, refer to the section, “Specifying a freight reference number to be printed on invoices”, also in this chapter of the Version 2002 Release Notes.

To view the reference numbers from the Edit Invoice Folder, select View/Edit Freight Detail from the Edit menu. The system displays the Freight Detail View window, which shows the reference number recorded for each commodity.

Editing freight detail information

Using the Freight Detail View window, you can change the commodity and reference number information for a freight detail. The types of changes you can make include:

recording a different commodityFor example, suppose the wrong commodity was recorded when the order was entered. You can click in the Commodity drop-down list for the freight detail and select the correct commodity.

change the reference number type and/or the reference numberIf necessary, you can click in the Reference Number Type field and select a different reference number type from the drop-down list. You can click in the Reference Number field and change the reference number.


Commodity drop-down list

Reference Type drop-down list

Reference number field


record additional reference numbersClick on the Ref button to display the Reference Numbers for Freight record window. Add the necessary reference number(s).Note: If you record additional reference numbers, the Ref button in the Freight Detail View window is displayed in red, indicating there are multiple reference numbers.

delete reference numbersClick on the Ref button to display the Reference Numbers for Freight record window. Delete the unnecessary reference number(s).

The Freight Detail View window shown here contains two changes: the commodity has been changed from PLS (plastic or rubber articles) to PLSTCPIP (plastic pipe) and an additional reference number has been recorded.


Clicking the Ref button displays the Reference Numbers for Freight record window, which you can use to record multiple reference numbers. For information on recording multiple reference numbers, refer to the chapter, Entering multiple reference numbers for a header, stop, or commodity, in the Order Entry User Guide.

The Ref button displays in red when multiple reference numbers have been recorded.


The changes are shown in the detail section of the Edit Invoice Folder as soon as they are saved.

Original commodity recorded when the order was entered

Changed commodity after the freight detail was edited.



Defining the sort order of invoice details In V.2002, you can now determine the order in which accessorial charges will print on an invoice. This feature is activated with the OrderSecondaryRatesOnInv=Y setting, which is located in the [Invoice] section of the TTS50.INI file.

The example below shows a sample invoice before activating the new feature. The example shows three accessorial charges. The order in which the three accessorial charges were added to the invoice was determined arbitrarily by the system. The Line Haul charge is not visible because the system can only display three charges at one time.

Setting up the sort feature to display and print secondary charges as you prefer involves two steps:

Activating the feature in the TTS50.INI

Defining the desired sort order in the Rate Schedules application.


You can configure the sort order of these secondary charges in the Rate Schedules application.

This example shows the changed sort order of the secondary charges.


Making the TTS50.INI file entry

To activate the sort order for invoice details, you must add an entry in the [Invoice] section of your TTS50.INI file. This setting is useful for companies that prefer that accessorial charges print on the invoice in a predetermined sequence. When the feature is activated, the ability to sort accessorial charges is added to the Additional Charges Tied to Primary window in the Rate Schedules application.

Setting Description

OrderSecondaryRatesOnInv=

This setting allows the ability to sort accessorial charges in the Additional Charges Tied to Primary window.

YActivates the sorting feature.

N The feature is not activated. With this setting, the system functions as in previous versions.

OrderSecondaryRatesOnInv= N (default)

Defining the sort order in Rate Schedules

1. Open the Rate Schedules application and then open a primary line haul rate that has secondary rates attached to it.

2. From the Edit menu, select the Additional Charges option, and then select the View Additional Charges sub-option. The Additional Charges Tied to Primary window is displayed.

Note: The check box, Sequence Secondary charges in order on Invoices is only displayed if you have the setting, OrderSecondaryRatesOnInv=Y, in the [Invoice] section of your TTS50.INI file.


Selecting the checkbox adds the Seq column.


3. Place a checkmark in the Sequence Secondary charges in order on Invoices checkbox (located between the Detach button and the Close button). This will cause the system to add the Seq column to the left of the Rate # column.

Note: Now you can use the Seq column to sort the secondary rates into whatever order you choose.

4. Arrange the rates into sequence by:

a. Decide what the new sequence will be. If you are working with many rates, to avoid confusion, you may want to write down the new sequence you have chosen.

b. Click on the number in the Seq column of the first rate and assign a new Seq number for the position in the sequence you want that rate to have.

c. Repeat step b for each of the secondary rates attached to the primary rate.

d. Click on Close.

Note: In the example below you can see that Rate #465 was placed into the first position, #462 was placed into the second position, and #461 was placed into the third position. Now whenever an invoice uses rate #460 as a primary rate, the secondary charges will always be printed on the invoice in this sequence.



The three secondary rates printed on the invoice in the same sequence as they were sorted in the Additional Charges Tied to Primary window.


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Default response to rerating message changedIn previous versions of TMWSuite, when you rated an order that was prerated in Order Entry, the default response to the rerating message was No. This was the case whether you were rating an individual order or if you were using the Orders Ready to Prepare queue.

Note: The highlighted button in the dialog box indicates which is the default response. In the examples shown below, pressing <Enter> would accept the default response of No.

Note: Rerating an order pre-rated in Order Entry, required the OverridePreRatingInQueueProcessing=Yes setting in the [Invoice] section of your TTS50.INI file.


The No button is highlighted, indicating it is the default response.

Rerating message displayed in previous versions of TMWSuite when rating a group of orders in the Orders Ready to Prepare queue.

Message displayed in previous versions of TMWSuite when re-rating an individual order.


In TMWSuite Version 2002, the default for these rerating messages has been changed to Yes.

Rerating message displayed when rating an individual order.

Rerating message displayed when rating a group of orders in the Orders Ready to Prepare queue.

Note: If your system configuration does not allow prerated orders to be rerated, the default response to the messaged displayed when using the Orders Ready to Prepare queue is No, just as in previous versions of TMWSuite.


The Yes button is highlighted, indicating it is the default response.


Overriding the system date when printing master billsIn previous versions, the system would only print the current date on master bills. In V.2002, you can use the Print Invoices queue’s Date Invoices field to specify the date you want printed on master bills. This ability is available with most master bill formats; however, three master bill formats do not allow you to specify a date other than the current date. The formats that do not allow date substitution are:

d_mb_format03 d_mb_format10 d_mb_format12

To specify the date you want printed on your master bills, follow these steps:

1. In the Edit Invoice folder, make sure the master bill format you are using is not one of the three exceptions listed above.

Note: Check your selection in the Invoice Format Maintenance window. You use the Invoice Selection option from the Edit menu to display the window.

2. Select the Print Invoices option from the Process menu. The system displays the Print Invoices queue.

3. Enter the date you want printed on your master bills in the Date Invoices field.

4. Set any other restrictions necessary before retrieving the master bills to be printed.

5. To verify the specified date is used, select the Print Preview check box.

6. Click the Print button.


The system default is for the Date Invoices field to show the current date


7. In the Send Info to Printer dialog box, click the Preview button.

Note: To override the current date when printing invoices, you must have the OverlayBillDateInInvoiceQueuePrint=Yes setting in the [Invoice] section of your TTS50.INI file. With this setting present, you can specify a date in the Date Invoices field. This INI file setting is not required to override the date on a master bill.

Dating rebilled invoices with the current date or the original invoice dateVersion 2002 has added a new feature to the Invoice application that allows you to specify the date that will appear on your rebills. Previously, the system automatically assigned the current date to a rebill. Now, you can choose whether the system will apply the current date or the original invoice date. This is accomplished though a new TTS50.INI setting located in the [Invoice] section.

Setting Description

DateRebillOnInvoiceBillDate = This setting determines whether the current date or the original invoice date will be printed on the rebill. The settings are:

YESSets the Billing date on the rebill to the same date as the invoice.

NOSets the billing date on the rebill to today’s date.

DateRebillOnInvoiceBillDate =NO (default)


The specified date prints as the billing date


Displaying the rate ID or the rate item code inthe invoice headerThe ShowTarNumIDItem= setting, added to the [Invoice] section of the TTS50.INI file, allows you to configure how the system identifies the applied rate in the invoice header. The Edit Billing Rate Schedule Folder contains three fields used to identify rates.

You can configure the system to show

the Rate # and the Rate ID the Rate # and the Rate Item the Rate ID and the Rate Item

in the Edit Invoice Folder.

Setting Description and Values

ShowTarNumIDItem= This setting determines whether the rate ID or the rate item code is shown with the rate number in the invoice header for a rated order. The options are:

nidShow the rate number and ID.

nitShow the rate number and item code.Note: In this description, item code refers to the field identified as Rate Item in the rate header.

iditShow the rate ID and item code.Note: In this description, item code refers to the field identified as Rate Item in the rate header.

ShowTarNumIDItem=nid (default)


The Rate ID is user-assignedThe Rate # is assigned by the system

The Rate Item is user-assigned


When using the default setting, ShowTarNumIDItem=nid, the invoice header shows the Rate # and the Rate ID.

The same combination of rate identification fields shows for accessorial rates in the detail section of the Edit Invoice Folder.



When using the setting, ShowTarNumIDItem=nit, the invoice header shows the Rate # and the Rate Item.

When using the setting, ShowTarNumIDItem=idit, the invoice header shows the Rate ID and the Rate Item.



Fixed Quantity and/or charges now shown in invoice detailIn previous versions, you could fix the quantity and/or the charges on an order in Order Entry. When the order was displayed in the Edit Invoice folder, there was no way of knowing that the quantity had been fixed.

Note: Fixing the charge quantity and fixing the charges on an order are not the same thing.

Fixing the charge quantity on an order prevents it from being overridden by the actual quantity when the order is saved. The charge quantity can be fixed for Invoicing, or both Invoicing and Settlements.

Fixing the charges on a pre-rated order forces the system to retain the line haul and accessorial charges during the invoicing process. The order cannot be re-rated using the Invoices Ready to Prepare queue or the Compute function in the Edit Invoice Folder. When the charges have been fixed, the Fixed Chrg check box in the Invoice header is selected.

For more information on fixing quantities and/or charges on an order, refer to the Order Entry user guide.

In V.2002, the FixQty field and the Fix check box have been added to the invoice detail portion of the Edit Invoice folder. Although they are shown in both Rate by Total and Rate by Detail mode, their behavior is not the same in each mode.

For example, in Rate by Total mode, the Fixed Chrg check box in the invoice header is also selected when the invoice detail’s Fix check box is selected. Deselecting either deselects the other.


The FixQty field shows if the quantity has been fixed for Invoicing, or for both Invoicing and Settlements.

The Fix check box in the invoice detail is selected when the charge has been fixed.


Note: If the quantity for an order has not been fixed, the field is blank. If the quantity has been fixed for both Invoicing and Settlements, the field shows the Inv&Stl option.

If the order was rated in Rate by Detail mode, each commodity detail has its own FixQty field and Fix check box.

Note: In keeping with the logic of the Rate by Total and Rate by Detail modes, the Fixed Chrg check box is not displayed in the invoice header for an order rated in Rate by Detail mode.



Using Microsoft Access to print invoicesTMWSuite Version 2002 includes a new add-on feature that allows you to use Microsoft Access to print invoices. Called Access Invoices, this add-on is provided as a “starting place” for you to use in designing your own Access reports for printing invoices.

Notes:

1. You must be licensed to use this add-on feature. Contact your TMW sales representative for more information.

2. The design of Access Invoices assumes you have moderate experience using Microsoft Access. It employs basic Access functionality such as defining queries and formatting reports. TMW does not provide training in Microsoft Access functionality. If you are interested in using Access Invoices, you may want to attend a class in Access, offered by Microsoft or a software training facility in your area.

Access Invoices contains a macro that displays a form you use to retrieve invoices having a Ready To Print status. You can set restriction criteria in the form, much as you would when using the Print Invoices queue in the Invoicing application. When printing invoices from Access, you can have their status updated to Printed.



Setting up your system to use Access Invoices

You can open Access Invoices by clicking on the psinvoices.mdb file in My Computer or Windows Explorer. It may be more convenient to use if you add it as a TMWSuite Custom menu item.

1. Open the System Administration application.

2. Do one of the following to access the Custom Menu Definition window:

Click on the Define Custom Menu icon in the frame toolbar Select the Define Custom Menu option from the Edit menu.

3. The system automatically highlights the first row in the upper half of the window. (If you previously set up other menu options, highlight the first empty row.) To add Access Invoices as a custom menu option, make entries in these fields:

Position This field is display only. It identifies the row that is highlighted.

Display Text Name of the option as it is to display in the menu. In the example shown above, we have entered ACCESS INVOICES.

Description Free form text that describes what the menu option is for.

Menu Action Type Select Run Program.

Program Use the Browse button to locate your MSACCESS.exe.

Note: The path to this executable is usually:

Program Files\Microsoft Office\Office folder



File to Open Use the Browse button to locate your psinvoice.mdb file.

Note: In our example, we have saved this file in the same directory as our TMWSuite executables.

Do not make entries in the remaining fields.

4. Click on the Save icon in the sheet toolbar.

The menu option you added is now available from the Custom menu in all base TMWSuite applications.



Logging on to Access Invoices

Once you have added Access Invoices as a Custom menu option, you can run it from any base TMWSuite application. Selecting the option launches Microsoft Access and displays the TMWSuite Connection information dialog box.

Make entries in each of the fields.

User Enter your TMWSuite user ID.

Password Enter your TMWSuite password.

Server Enter the name of the server on which your TMWSuite database resides.

Database Enter the name of your TMWSuite database.

Click the Save button.

Note: If you need to change user information, highlight the text in the field and type over it. Do this in each field, then save the new user information.



Using the Print Invoices retrieval form

Once you have successfully logged on, the Invoices Ready to Print form is displayed.

Initially, all invoices with a Ready To Print status are displayed, and each is selected for printing. Two buttons allow you to control which invoices are selected for printing:

The Select All button allows you to mark each invoice in the list for printing all at once. The Toggle button allows you to quickly change the selection status of each invoice in the list.

Note: When you click the Toggle button, the list of invoices is scrolled to the bottom. The display changes from the first group of invoices that fit in the display to the last group of invoices that fit in it. You must use the vertical scroll bar to return to viewing invoices at the top of the list.

To set criteria so that only certain invoices are displayed, make entries in one or more of these fields:

Ship Date To restrict the list to invoices for which the first pickup occurred during a particular date range, enter the beginning ship date in the first field and the ending ship date in the second field.

Delivery Date To restrict the list to invoices for which the final delivery occurred during a particular date range, enter the beginning delivery date in the first field and the ending delivery date in the second field.

Shipper To restrict the list to invoices for which the first pickup occurred at a particular company (the Shipper company), enter


The check mark in the Print check box indicates an invoice is selected for printing


the company’s ID.

Order By To restrict the list to invoices placed by a particular company (the Order By company), enter the company’s ID.

Consignee To restrict the list to invoices for which the last drop off occurred at a particular company (the Consignee company), enter the company’s ID.

Bill To To restrict the list to invoices for a particular Bill To company, enter the company’s ID.

Click the Refresh button to view only the invoices that match your restrictions. The bottom of the Invoice Ready to Print form shows the number of invoice retrieved, and which one is currently selected.

You have the option of updating the invoices’ status in your TMWSuite database. To change the status of invoice you print from Ready To Print to Printed, select the Update TMWSuite Status check box in the top center of the form.


The arrowhead indicates the currently selected invoice

In our example, the second invoice of the five retrieved is the one that is selected.


When you have selected those invoices in the list that you want to print, click the Print button.

Access displays the first invoice in the sample format provided with the Access Invoices add-on.

The sample format is designed to print on an 8.5” x 11” sheet of paper. Use the vertical scroll bar to view the bottom half of the invoice.

To view each invoice selected for printing, use the forward/backward arrow buttons at the bottom of the preview window.

To complete the printing process, click the Print icon in the Access toolbar.

To exit the preview window, click the Close icon in the Access toolbar.


Use the arrow buttons to scroll forward/backward the preview of each invoice selected for printing.


The Invoice to Print form is no longer displayed. If you need to select another group of invoices for printing, double-click the autoexec macro.



Viewing the sample queries and forms provided with Access Invoices

You can use the queries and forms that come with Access Invoices to use as guidelines before you start designing your own queries and forms.

To view the queries included with Access Invoices, click on Queries in the Objects list.

Three queries are displayed. They are shown here in Design view, so that you can see how tables may need to be linked to extract the information requested by the query.

The Invoice1SubQuery uses only the referenceunit table. The results of this query are used for the printed invoices.



The Invoices Ready to Print query uses only the WORDMERGE and the InvoiceHeader tables.

The Invoices With Det RTP query uses multiple tables.



Click on Reports in the Object list.

Two reports are listed. The Reference No report lists the results of the Invoice1SubQuery. This is a subreport that is run within the invoice, to print/display the reference numbers.



The illustration below shows the design view of the sample invoice format defined in the Invoice1 report.



Development Documentation for TMWSuite’sMicrosoft Access invoice program

Program flow:

Initialization



Invoices Ready to Print window:



RecordsetsPrimary select for invoice selection window:

QryInvoices Ready to PrintSelect * from orderheader where status = ‘RTP’

SELECT [WORDMERGE].[PrintInvoice], [dbo_InvoiceHeader].[ivh_invoicenumber],[dbo_InvoiceHeader].[ord_number], [dbo_InvoiceHeader].[ivh_shipdate], [dbo_InvoiceHeader].[ivh_billto], [dbo_InvoiceHeader].[ivh_shipper], [dbo_InvoiceHeader].[ivh_consignee], [dbo_InvoiceHeader].[ivh_originpoint], [dbo_InvoiceHeader].[ivh_destpoint], [dbo_InvoiceHeader].[ivh_totalcharge], [dbo_InvoiceHeader].[ivh_terms], [dbo_InvoiceHeader].[ivh_invoicestatus], [dbo_InvoiceHeader].[ivh_revtype1], [dbo_InvoiceHeader].[ivh_revtype2], [dbo_InvoiceHeader].[ivh_revtype3], [dbo_InvoiceHeader].[ivh_revtype4], [dbo_InvoiceHeader].[ivh_user_id1]FROM dbo_InvoiceHeader INNER JOIN WORDMERGE ON [dbo_InvoiceHeader].

[ivh_invoicenumber]=[WORDMERGE].[ivh_invoicenumber];

Report Query:

Please see query: QryInvoicesWithDetRtp --- Basically, it’s as follows:

Select * from InvoiceheaderSelect * from InvoiceDetailsSelect * from orderheader

WHERE (((dbo_invoicedetail.cht_itemcode)<>"DEL") AND ((WORDMERGE.PrintInvoice)="-1")AND ((dbo_invoiceheader.ivh_invoicestatus)="PRN"))ORDER BY dbo_invoiceheader.ivh_driver, dbo_invoiceheader.ivh_deliverydate, dbo_invoiceheader.ivh_hdrnumber, dbo_invoicedetail.ivd_sequence;



Interface to Pegasus Imaging addedTMWSuite now offers an add-on feature that allows you to save your invoices and/or master bills as images (in the form of ASCII flat files) for processing by Pegasus Imaging. Images are produced as part of the normal invoice printing process.

Note: This add-on features require licensing. If you do not have the license for invoice imaging, you will not be able to use it. Contact TMW Sales for more information.

Image files are created only when the invoices and/or master bills have their status updated from Ready to Print to Printed. Whether the invoice is printed individually, or it is printed using the Print Invoices queue, answering NO when prompted to update the status prevents creation of the image. The invoices and/or master bills will be printed on the local printer.

Notes:

1. When you have Print with Preview as your default for the Print Invoices queue, the system will not ask you if you want to update the status of Ready To Print invoices and/or master bills to Printed. You must deselect the check box to have the system offer the opportunity to change the status to Printed.

2. If you are using invoice imaging, you should not have Print with Preview as your default for the Print Invoices queue. You can turn it off by using the invoicepreview=N setting in the [Invoice] section of your TTS50.INI file.

Invoices and master bills may be printed or imaged at the same time. When invoices and master bills are displayed in the Print Invoices queue’s retrieval list, the non-image format invoices/master bills will print to the printer, and the image format invoices/master bills will be written to their respective flat files.

Setting up your system to create invoice image files

The setup process involves two steps:

adding an entry to the [Invoice] section of your TTS50.INI file selecting the image format in the Invoice Format Maintenance window.



Using the TTS50.INI file to specify where image files are stored

A new TTS50.INI file setting, ImageDirectory=, indicates the directory in which image files will be stored. The setting is in the [Invoice] section.

Setting Description

ImageDirectory= This setting determines the path to where invoice image files should be stored. Your entry must end with a backslash, for example:

ImageDirectory=d:\PS\images\

If this setting is missing, the error message, “Cannot save invoice in image format. A valid path was not found in the INI file.” is displayed.

The naming convention for image files uses the date/time the file is created as part of its name. Whether the image file is for an invoice or a master bill is also included in the file name. For example, for invoices, the image records will be written to a file with the name PSInvoiceImage_DDHHMMSS. The date/time information is broken down as:

DD is the day, such as August 10 HH the hour MM the minute SS the second.

When an image file remains in the directory and another is created exactly a month later so that they have the same DDHHMMSS value, the system increments the numeric suffix by one (1) until the file name is unique.

Image files for master bills will be written to files named PSMasterbillImage_DDHHMMSS.

Note: TMWSuite clients using the interface to create invoice image files are responsible for archiving the files and deleting them after processing. TMWSuite offers no utility for this maintenance procedure.



Selecting the image formatIf invoices and/or master bills are to be passed to an imaging system, you must select the image format(s) in the Invoice Format Maintenance window.

Notes:

1. At this time, only one image format is available for invoices, and one for master bills. These image formats are based on existing invoice and master bill formats: d_inv_format12 and d_mb_format12. For illustrations of these formats, refer to the appropriate appendices to the Invoicing guide.

2. If your company would like to use other invoice/master bill formats for imaging, you would need to file a Service Request. Making other formats available requires work by both TMW and Pegasus.

1. In the Invoicing application, select Invoice Selection from the Edit menu. The system displays the Invoice Format Maintenance window.

Note: Even when using invoice imaging, you may need to print invoices with On Hold, On Hold for Audit, Printed, or Transferred status. You should select a print format for those times when you want to print an invoice.


The Image Format field has been added to the window.


2. Click in the Image Format field to display the drop-down list and select the d_inv_image12 option for an invoice image or the d_mb_image13 option for a master bill.

Notes: 1. All other aspects of setting up the invoice or master bill image format remain the same as

for a printed format. For complete instructions on setting up invoice and master bill formats, refer to the Setting up billing formats chapter in the Invoicing guide.

2. When a Bill To’s company profile states it is to receive EDI 210’s, and if that company matches an invoice selection setup that is to be output as an image file, the EDI requirement takes precedence.

3. Save your selections before closing the Invoice Format Maintenance window.



Re-rating invoices Suppose a rate used for a particular customer has been changed or it has expired after orders were invoiced. You have a new rate established and need to re-rate those invoices. In previous versions, TMWSuite provided the Orders Ready to Prepare queue for rating all orders being invoiced, but there was no way to re-rate a queue of selected invoices. You had to open each invoice individually, and re-rate the order. This was a time-consuming process if you had more than just a few invoices to re-rate. In V.2002.02.02.0011, a new command, Rate Invoices, has been added to the Invoicing application’s Process menu. You use this command to retrieve a group of invoices and re-rate them. You can preview the changes re-rating will make before you actually update the invoices.

Note: You cannot re-rate invoices that have been transferred to your accounting system.

Retrieving invoices for re-rating

The Rate Invoices command displays the Batch Rating window, which allows you to retrieve a queue, or list, of invoices to be re-rated.

The selection criteria available ensure that you retrieve only those invoices that must be re-rated. To limit the list of invoices, enter the necessary restrictions.

Rate Mode TMWSuite provides two ways to rate orders, Rate by Total and Rate by Detail. Rating by total means that the charge for an order is based on a



total for all stops. The same rating method, such as weight or mileage, applies to all stops. Rating by detail means that the charge for each freight detail on an order is determined separately from the others, i.e., each commodity on an order has its own unique rate.

Select the appropriate radio button, Total or Detail, for the rating method used for the invoices you want to retrieve.

Note: By default, the Total radio button is selected when you first open the Batch Rating window, or when you click the Reset button.

Rate Status An invoice is considered rated if it has a line haul charge that is greater than zero. That charge may be the result of auto-rating, i.e., the system has compared the order with established rates and selected one that is applicable. The line haul charge may also be the result of manual rating, i.e., a user has manually entered the charge, in which case, no rate is associated with the order.

Select the appropriate radio button to specify the rating status of the invoices you want to retrieve.

Not RatedLimit the retrieval to invoices that match the rest of the criteria and for which no line haul charge existsNote: If this option is selected, the tariff fields (Tariff #, Tariff ID, Tariff Item) are not available.

RatedLimit the retrieval to invoices that match the rest of the criteria and for which a line haul charge existsNote: If this option is selected but you leave the tariff fields (Tariff #, Tariff ID, Tariff Item) blank, all rated invoices matching the rest of the criteria will be retrieved, whether they were rated manually or using auto-rating.

AllRetrieve invoices that match the rest of the selection criteria and ignore their rating statusNotes: 1. If this option is selected but you leave the tariff fields (Tariff #,

Tariff ID, Tariff Item) blank, all invoices, both rated and unrated, will be retrieved.

2. By default, the All radio button is selected when you first open the Batch Rating window, or when you click the Reset button.

Bill To To retrieve invoices for a specific customer, enter the required company ID.

Note: If necessary, type the first letter of the ID and then select it from the drop-down list.

Bill Date Two text boxes are provided for you to enter a date range for the billing



date on the invoices you want to retrieve. The bill date on an invoice may be helpful in selecting invoices processed within a certain period. The bill date is the date the invoice was created or the date on which it was printed, if your system is set up to use the date override.

Enter the beginning date/time of the range in the first field; enter the ending date/time of the range in the second field.

Note: For more information on using the date override, refer to the chapter, “TTS50.INI file settings that affect Invoicing” in the Invoicing Guide.

Ship Date Two text boxes are provided for you to enter a date range for the ship date on the invoices you want to retrieve. The ship date is the date the pickup was made at the shipper’s location.

Enter the beginning date/time of the range in the first field; enter the ending date/time of the range in the second field.

Inv or MB Status Use the drop-down list to select the status of the invoices and/or master bills for which you want to search. The options are:

On hold or ready to printRetrieve invoices that match the rest of the selection criteria and have a status of On Hold or Ready to Print.

On hold, Ready to Print, and printedRetrieve invoices that match the rest of the selection criteria and have a status of On Hold, Ready to Print, or Printed.Note: If a printed invoice is re-rated by this process, its status will be set back to Ready to Print. Invoices that have already been prepared to send to the customer may be put back and prepared a second time.

On hold for AuditRetrieve invoices that match the rest of the selection criteria and have a status of On Hold for Audit.

Tariff # This field is available only when the Rated or the All radio button is selected.

You can search for invoices for which the system has used a specific primary rate to calculate charges.

Use the text box to enter the Rate # of the rate by which orders have been rated. For example, if you need to re-rate invoices for which charges were calculated using a now expired rate, you would enter that rate’s system-assigned numeric ID in the text box.



The Rate # is assigned by the system

Note: If you specify the Tariff #, the Tariff ID and Item are not needed; the system makes their fields unavailable.

Tariff ID This field is available only when the Rated or the All radio button is selected.

You can search for invoices for which the system has used a specific primary rate to calculate charges.

Use the text box to enter the Rate ID of the rate by which orders have been rated. For example, if you need to re-rate invoices for which charges were calculated using a now expired rate, you would enter that rate’s user-assigned ID in the text box.

The Rate ID is user-assigned

Note: If you specify the Tariff ID, be sure to enter it exactly as it was recorded in the Edit Billing Rate Folder. You may also enter the Tariff Item if desired. The Tariff # is not needed; the system makes its field unavailable.

Tariff Item This field is available only when the Rated or the All radio button is selected.

You can search for invoices for which the system has used a specific primary rate to calculate the line haul charge.

Use the text box to enter the Rate Item of the rate by which orders have been rated. For example, if you need to re-rate invoices for which charges were calculated using a now expired rate, you would enter that rate’s user-assigned description in the text box.

The Rate Item is user-assigned

Note: If you specify the Tariff Item, be sure to enter it exactly as it was recorded in the Edit Billing Rate Folder. You may also enter the Tariff ID if desired. The Tariff # is not needed; the system makes its field unavailable.

RevType1 This restriction corresponds to the RevType 1 field in the invoice header.



Use the drop-down list to limit the retrieval to invoices that match all other criteria and that have this value in the invoice header RevType1 field.

Note: The name and options for this field are user-defined, using the Revenue Type 1 label in the System Administration application.

RevType2 This restriction corresponds to the RevType2 field in the invoice header.



RevType3 This restriction corresponds to the RevType3 field in the invoice header.



RevType4 This restriction corresponds to the RevType 4 field in the invoice header.



When all desired restrictions have been set, click the Retrieve button, located in the lower left corner of the window. The bottom half of the window displays a list of all invoices matching your restrictions.



Data for the invoices is displayed in the following columns:

Order # The system-assigned ID given to the order the first time it was saved.

Invoice # The system-assigned ID given to the invoice.

Inv Status The status of the invoice.

MB # The system-assigned ID given to the master bill.

MB Status The status of the master bill.

Total Charge The total charges on the invoice or master bill.

Bill Date The date the invoice or master bill was created, or the date the invoice or master bill was printed if you are using the date override set up.

Bill To The ID of the company responsible for payment of the invoice or master bill.

Name The name of the company responsible for payment of the invoice or master bill.

Bill To Loc The city/state location of the company responsible for payment of the invoice or master bill.

Shipdate The date the pickup was made at the shipper’s location.

Rateby The rating method by which the invoice was rated, i.e., by total or by detail.

Tar Number The system-assigned ID of the rate used to calculate the charges on the invoice.

Note: Only one rate is displayed for each invoice. Since the system could use multiple rates to calculate charges for an order rated by detail, this field is not displayed when you select Detail as the Rate Mode.

Tariff ID The user-assigned ID of the rate used to calculate the charges on the invoice.


Tariff Item The user-assigned description of the rate used to calculate the charges on the invoice.


RevType1 The value in the RevType 1 field in the invoice header.










Line Haul The line haul charge on the invoice.

Accessorial Charges The total accessorial charges, both secondary and line item, on the invoice.

To change the selection criteria for a new search, click the Reset button. All the fields will return to their default settings.

Re-rating the list of invoices

There are two options for processing invoices in the Batch Rating window:

Preview OnlyRe-rates the orders and displays the changes in the Batch/Error Log. The invoices are not actually changed. You can use this option to review the changes re-rating would make before you decide to actually make them.

Process and UpdateRe-rates the orders and updates the invoices.

Either option will temporarily minimize the Edit Invoice Folder. The message area at the bottom of the window displays information about how the queue processing is progressing.

As with all other queue processing, a batch log listing errors and successes is generated.



Notes regarding each order are listed. These notes indicate whether the order was re-rated successfully. They will show the revised charges resulting from a different rate being applied to an order.



The last entry in the log lists total charges, as well as the total dollar amount that makes up the difference between the original total and the revised total.

You can either print a hardcopy of the log or save it to a file. It is recommended that you do one of these things so that you have a list of the invoices that were re-rated. The list is useful to have when you audit the invoices for accuracy and completeness.

Note: To view/record the batch ID the system has assigned to the log records of invoices processed in this queue, use the horizontal scroll bar at the bottom of the window to display the Batch# column.

Reviewing updated invoices

The re-rated invoices are placed in the queue. If you wish to review the invoices individually, you can close the Batch Rating window and use the queue to retrieve the invoices.

Note: The retrieved invoices are placed in the queue, whether you re-rate them or not. If you review the invoices in the queue before re-rating them, you will be displaying the original invoices. If you decide to re-rate them, you must retrieve them again.

To display the queue in a minimized form, click the Show Queue icon in the sheet toolbar or select the Queue command from the Options menu. With the queue displayed, you can display an invoice in the Edit Invoice folder by clicking on it in the queue.Notes:1. Both the icon and the command can be used to hide/show the queue.2. You can keep the queue window in view as you progress through the remaining invoices, or

you can resize it, if desired. You can also move it by clicking on the window’s title bar and dragging it to a different spot.

To display the invoices one at a time, whether the queue is shown or hidden, use the Next or

Previous icons in the sheet toolbar. You can also use the Next in Queue or Previous in Queue commands from the Edit menu to display the invoices.



Notes


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