Transport Additional Service Approvals

Transport Additional Service Approvals

Transport Additional Services Approvals

Use this article to review, approve, or reject Additional Services added to consignments before customer invoices are finalized.

OVERVIEW

Additional Services may require approval before customer invoices can be finalized. This ensures charges are valid and accurate before billing.

Use this when:

  • Additional Services have been added to consignments
  • You need to review charges before invoicing
  • You need to reject charges that should not be applied

BEFORE YOU BEGIN

Ensure the following prerequisites are met:

  • User role with access to Finance > Tools > Additional Service Approvals
  • Consignments have Additional Services added
  • Understanding of which charges should be approved or rejected

IMPORTANT

Unapproved Additional Services will prevent customer invoices from being finalized.


STEP-BY-STEP INSTRUCTIONS

Approve from the Additional Service Approvals Page

  1. Navigate to Finance > Tools > Additional Service Approvals
  2. Use the drop-down filter to view Unapproved Additional Services
  3. Click a consignment from the list on the left
  4. Review the Additional Service details displayed on the right
  5. Toggle the Approved button to Yes
  6. Click Update to save



To reject an Additional Service:

  1. Follow steps 1–3 above
  2. Toggle the Reject button to Yes
  3. Click Update to save

                                                                  

How to Approve an Additional Service

Approve from a Consignment

  1. Open the consignment with the Additional Service
  2. Go to the Admin tab
 
 

      3. In the Additional Services section, click View Approval Tools

  

      4. Toggle the Approved button to Yes
      5. Click Update to save
      
Once approved, the Additional Service will show as approved on both the Admin and Finance tabs.

  


NOTE

Rejecting vs. Deleting:

  • Reject: Permanently removes the charge, even if the consignment is re-priced
  • Delete (Admin tab): Temporarily removes the charge, but it may be re-added during re-pricing if conditions are met

The Reject toggle is only visible for unapproved charges.

Going back to the consignment you will notice now that the Additional Service has been approved in both the tabs i.e., Admin tab and Finance tab as shown below.

                                                                                                       `
                                                                                                       

CONFIGURE APPROVAL REQUIREMENTS

To enable or disable approval requirements for an Additional Service:

  1. Navigate to Finance > Configuration and Setup > Transport Additional Services
  2. Click the applicable service
  3. Toggle Requires Approval to Yes or No
  4. Save changes
                        

How it works:

  • Requires Approval = Yes: Automatically added charges require approval. Manually added charges are approved immediately.
  • Requires Approval = No: All charges are approved automatically.

Best practice: Enable approval requirements to ensure charges are reviewed before invoicing.

COMMON ISSUES & TROUBLESHOOTING

Issue: Additional Service keeps reappearing after deletion
Cause: The charge is set to automatically add based on a data filter
Resolution:

  • Use the Reject toggle instead of Delete
  • This prevents the charge from reappearing during re-pricing

Issue: Cannot see Reject toggle
Cause: The Additional Service is already approved
Resolution:

  • Reject is only available for unapproved charges
  • Unapprove the charge first if needed

    • Related Articles

    • Transport Additional Services

      Transport Additional Services Transvirtual allows users to setup Additional Charges which are extra costs attached to consignments for things like Hand Unloads, Tail Lifts, Out of Area, etc. To setup additional charge, go to Finance > Configuration ...

    • Transport Service Levels

      Transport Service Levels Service Levels plays crucial role in TransVirtual as they are used to determine what type of freight a consignment falls and therefore play a vital role in determining the pricing for each consignment. To know about how to ...

    • Transport Quotes

      Create and Manage Transport Quotes Use this article to create, search for, and convert transport quotes into consignments. OVERVIEW A transport quote provides customers with pricing for freight services before booking. You can create quotes manually, ...

    • 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. ...

    • Service Levels

      OVERVIEW If service levels are used (they are optional for some scenarios), they can play a crucial role in operations and pricing tasks. Common service levels can include options like General, Express, Urgent, Hotshot, etc. 1. This article outlines ...