Transport Levies

Transport Levies

Configure Transport Levies and Surcharges

SUMMARY / PURPOSE

Use this article to set up and manage transport levies and surcharges in Transvirtual.

This guide explains when to use each levy type and how they are applied to consignments or invoices.

OVERVIEW

Transport levies apply additional charges—such as fuel surcharges or administrative fees—on top of standard transport pricing.

Levies can be configured to:

  • Apply at consignment level (e.g. fuel levies)
  • Be customer-specific or agent-specific
  • Be merged with base levies for easier maintenance
  • Mirror agent fuel levies when shadow rate cards are used
  • Apply at invoice level rather than per consignment

BEFORE YOU BEGIN

Ensure the following prerequisites are met:

  • User has access to Finance > Configuration and Setup
  • Customer or agent records exist in the system
  • Rate cards are configured (if using shadow rates)

IMPORTANT

Levies will not apply to consignments that pre-date the levy's effective date.


STEP-BY-STEP INSTRUCTIONS

Access Transport Levies

Navigate to Finance > Configuration and Setup > Transport Levies.


 


Set Up a Basic Levy

Step 1: Create the levy

  1. Click New Rate Levy
  2. Select the applicable customer from the dropdown
  3. Click Create
  


The new levy appears in orange (inactive status).

  

Step 2: Configure levy details
  1. Click the newly added levy
  2. Update the following fields:
    • Internal Title -- name for internal reference
    • Levy Type -- select type (e.g. Fuel Levy, Invoice Level)
    • Effective Date -- date when levy starts applying
    • Rate -- enter as whole number for percentage, or decimal for rates under 1%
      • Example: 1% = 0.1 | 0.011% = 0.0011
    • Flat Rate -- enable for flat rate, disable for percentage


                                                                                                     

 3. Click Update

Note: Click the blue/white question mark icons for field explanations.

Step 3: Apply data filters (optional)

Use data filters to apply levies only in specific situations.

Example: Apply levy only when Service Level = Urgent

  1. Scroll to Data Filter section
  2. Select Field (e.g. Service Level)
  3. Select Logic (e.g. Equals)
  4. Select Value (e.g. Urgent)
  5. Click Add Rule
  

The levy now applies only to consignments matching this condition.

Step 4: Enable the levy

  1. Enable the levy to activate it
  2. Verify the levy appears in active status (no longer orange)

Set Up Agent Levies

Agent levies follow the same process as customer levies.

Navigate to Finance > Levies and Surcharges > Agents (RCTI) Levies/Surcharges.

Merge Two Levies Together

Use this method to combine a customer-specific levy with a base levy. This is useful when a customer pays a fixed levy plus a variable levy that fluctuates.

Example: 7% fixed levy + 7% variable levy = 14% total

Info
Click on question mark icon to know more about Add to Base Levy Function as shown below.
  

Step 1: Create both levies

  1. Create the customer-specific fuel levy (assign to customer)
  2. Create the base levy:
    • Set up as normal fuel levy
    • Click Customers Assigned to Rate Levy Card
    • Remove all customers using the red X

Step 2: Merge the levies

  1. Click the customer-specific levy
  2. In the Add to Base Levy field, select the base levy
  3. Click Update

Note: Both levies must be enabled before merging.

Step 3: Configure schedules

For the customer-specific levy:

  1. Create a new schedule
  2. Set the Start Date
  3. Set the Rate (e.g. 7%)
  4. Click Update

Default expiry date is 25 years from start date.

For the base levy:

  1. Create a new schedule
  2. Set the Start Date to match customer-specific levy
  3. Set the Rate (e.g. 7%)
  4. Click Update
  

 

Step 4: Verify the merged levy

Consignments created on or after the effective date will apply both levies.

Example: 7% + 7% = 14% total fuel levy


  

Benefit: Maintain only the base levy when fuel prices fluctuate, rather than updating every customer-specific levy.

Mirror Agent Fuel Levy to Customer

Use this method to pass the agent/carrier fuel levy directly to the customer.

Requirements:

  • Agent/carrier fuel levies are configured
  • No customer-specific fuel levies exist
  • Customer rate cards shadow agent rate cards
  • Consignments are priced using shadow rates (not customer detailed rates)

Note: This process will not work unless shadow rates are implemented.

For more information, see the Rate Card Setup article.

Apply Customer Levy Only When Using Detailed Rate Card

Use this method when you want the customer-specific levy to apply only when the customer's detailed rate card is used (not when a shadow rate card is used).

Step 1: Add data filter to customer levy

  1. Open the customer fuel levy
  2. Scroll to Data Filter section
  3. Select Field -- Rate Card Title
  4. Select Logic -- Equal
  5. Select Value -- [exact rate card title]
  6. Click Add Rule

 
Important: The rate card title must match exactly what is listed in the rate card.

Step 2: Verify behavior

When the customer's detailed rate card prices the consignment:

  • Customer-specific levy applies

When a shadow rate card prices the consignment:

  • Customer levy mirrors the agent levy linked to that rate card

Step 3: Disable default levy setting

Ensure no customer fuel levy is set as Default.


If a default levy exists, customers without an applicable levy will use the default instead of mirroring agent levies.

Set Up an Invoice Level Levy

Use this method to apply a charge to the invoice itself, rather than to each consignment.

Example use case: Account keeping fee for administrative work

Step 1: Create the levy

  1. Click New Rate Levy
  2. Assign to the applicable customer
  3. Click Create




Step 2: Configure as invoice level

  1. Click the newly added levy
  2. Update levy details:
    • Internal Title -- e.g. "Account Keeping Fee"
    • Levy Type -- select Invoice Level
    • Effective Date -- start date
    • Rate -- amount to charge
  3. Click Update
 

Levy Type Options:

  • Invoice Level -- charge added to overall invoice (not per consignment)
  • Invoice Daily Minimum -- system calculates how many different days exist on the invoice
  • Invoice Minimum -- sets minimum invoice amount; system increases invoice total if below this threshold

COMMON ISSUES & TROUBLESHOOTING

Issue: Levy is not applying to consignments

Cause: Levy is disabled, effective date has not started, or data filter conditions are not met

Resolution:

  • Enable the levy
  • Verify effective date is correct
  • Check data filter logic matches the consignment

Issue: Fuel levy percentage is incorrect

Cause: Rate entered incorrectly (percentage vs flat rate) or schedule dates overlap

Resolution:

  • Review levy rate format (whole number vs decimal)
  • Confirm schedules do not overlap
  • Verify flat rate toggle is set correctly

FAQS

Can I apply multiple levies to one customer?

Yes. Create separate levies and assign them to the same customer. Each levy applies independently unless merged.

What happens if a consignment pre-dates the levy effective date?

The levy will not apply. Levies only apply to consignments on or after the effective date.

Can I schedule future levy rate changes?

Yes. Create a new schedule with the future start date and rate. The previous schedule will automatically expire the day before the new schedule starts.


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