Accounts Receivable
What does Confirm Charges do?
Confirming charges is the first step to invoicing a shipment. This can be done anytime after the shipment has been picked up. Before invoicing the load the confirm charges page is used to verify that the information is correct. The most important information to verify is:
- The correct carrier is listed (Changing the carrier after the shipment has been invoices will make reconciliation more difficult and provided as a last resort.)
- The correct billing customer is listed.
- The customer charges are correct.
- The carrier charges are correct.
How to confirm charges?
They are several ways to confirm charges. You can filter the charges by Carrier, Payer, shipper, and delivered in your "Quality Assurance" module. When you select one of the above filtering options, you will be taken to a screen displaying the (Carriers, Payer, Shipper, or Delivered Loads) depending on your filtering choice. If you receive one invoice from a carrier with several loads it is easiest to select "View by Carrier".
From the list you can confirm the charges for a load and create the invoice or make the necessary modifications to the charges. In the "Confirmed By:" field you will select how you confirmed the charges, and enter the name of the person confirming the charges (if applicable). Here you can also verify the Pro #, and your customer costs.
Once you have confirmed the charges for a load, click the "Create invoice" button and the system will mark the load ready for invoicing, for your next Quick Books sync.
What if "Cost" in BrokerWare is different that what I am being charged by my carriers?
When confirming charges you might find a load that has a different cost amount than what you are being invoiced for by the carrier. This is usually caused by an error on the tariff, a missing or wrong supplemental charge or an error with the carrier invoice. Finding the error during the confirm charges process will allow you to adjust the customer charges before sending out the first invoice.
How do I post cash receipts?
Cash receipts should ALL be posted directly in your accounting system. It is best to apply credits while you are posting cash. This will make sure they get sent back to BrokerWare and will make reconciliation easier.
How does Invoice Printing work?
Once you have your loads ready for invoicing you are ready to sync BrokerWare with Quick Books, and to send the invoices to your customers.
- Click on the "Invoice Printing" Link in the Accounting Module.
- For your standard printed invoices. Leave the Invoice Type "New", for your e-mailed invoices, change the Invoice Type to "Electronic". This will generate and send out all of the Invoices that are sent electronically to your customers. Note that for your customers who receive invoices electronically, you customer will receive (1) e-mail with links to every invoice that has not been previously sent.
How do the collections reports work?
The summary report will show all the customers and the number of days the invoice has aged. The detail report will show all invoices that have open balances.
The best way to update this information is to add notes with the category of Collections. Those notes will be displayed on the report. You will also notice a drop down at the top of the notes page that will automatically add commonly used collections notes.
How do I automatically send statements?
Setup the printing preference on the customer profile page. Go to statement printing and print, fax or email the statements to customers.
How do I stop a customer's invoices from printing?
Setup the invoice preference on the customer profile page. If you set the preference to "None", invoices for that customer will not be printed.
How do I change the payer on a shipment?
Add the correct payer to 3rd party billing. Click on Edit on the shipment profile page. Clicking both will change the payer and customer. Clicking Payer will only change the payer and will leave the original customer. If the shipment has been invoices this process will create a new shipment and will zero out the old shipment. Please be sure you are changing to the correct payer when doing this process.