Transport Additional Service Approvals
Transport Additional Service Approvals
Once an Additional Service has been added to a consignment it may need to be approved before customer invoices can be finalized.
The best way to approve Additional Services is using the Additional Service Approvals page, to do so go to, Finance > Tools > Additional Service Approvals. This gives you a list of all Additional Services approval (Approved/Unapproved and Reject).
1. To approve an Additional Service from the Approvals page, go to the additional service approvals page and you will see a screen similar as shown below.
2. As you can see the list of Un-Approved Additional Services using the drop-down as shown above.
3. Click on a consignment from the results on the left the details of the selected additional service will appear on right side of the screen as shown above.
4. Here, either Approved the Additional Service or Reject it with the help of Toggle button in No or Yes Position and then click on Update button to save the changes.
4. Here, either Approved the Additional Service or Reject it with the help of Toggle button in No or Yes Position and then click on Update button to save the changes.
5. You can also approve an Additional service through a consignment, which does takes you to the Additional Service Approval page as shown below.
How to Approve an Additional Service
1. To approve an additional service charge, firstly navigate to a consignment that has an Additional Service you can see, via the Admin and Finance tabs, that it has been added to this job as shown below.
2. The Additional charge will need to be approved so that the related customer invoice can be completed, to do so, on Admin tab, in Additional Services section click on View Approval Tools, as shown below.
3. Clicking on this button you will be redirected to Additional Service Approvals page as shown below.
4. Here you can see the Approved toggle down in the bottom-right. Toggle this to Yes and then click on Update button to save the changes, the charge will disappear be indicating its approval.
The information on the left is a list of the Additional Services that are pending approval. Make sure you only click on the appropriate charges you wish to approve and as you can see here, you can Reject a charge. This may be useful if the charge is normally supposed to be added on similar jobs, but in this instance, it is not required. In addition to this, the Reject toggle is good because it removes an Additional Service from a consignment totally, whereas using the delete button (Admin tab of consignment) may delete the charge temporarily until a re-price is done on that consignment; at which time the charge will re-add if it is set to automatically add to consignments-this is because when a re-price is done the system checks to see what charges are applicable, and as the consignment meets the conditions of the charge being automatically added (as determined by its related data filter), it will keep adding after a re-price. The only way to stop this is to use the Reject toggle.
The Reject toggle is visible in those cases only where Additional Charges are not Approved, if it is approved then you cannot see the Reject toggle button.
5. 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.
Extra Information
When setting up an Additional Service there is the option to enable this setting, to do so, go to Finance > Configuration and Setup > Transport Additional Services, the additional services type of page will come as shown below.
1. Now click on applicable services the detail of that service will display on right side of the screen, now you can see Requires Approval Toggle as shown above.
2. If this setting is enabled it means that when this service/charge is automatically added to a consignment (based on related data filter) it will remain unapproved until someone approves it; in the case of a staff member manually adding a service to a consignment, this will be approved straight away as the system recognizes that this charge was manually created by a staff member.
2. Toggling this setting to Yes (ON) is a good idea as it means that charges must be reviewed prior to customer invoices being finalized. If this setting is not enabled, then charges will approve automatically. Best practice would see that a staff member is reviewing all charges to ensure they are definitely applicable.
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