GL Distribution

Multiple codes can be set up and applied to your customers. Also, you have the ability to split the freight revenue between several GL revenue accounts on a percentage basis.

GL Chart of Accounts

Selecting this option will open an instance of the GL Chart of Accounts program.

Unlike the fields in the TruckMate Accounting Tab, the fields on the Third Party Accounting Tab may be left blank if not required. Because these fields are only referenced if the freight bill is exported to a 3rd party accounting system, there is no validation on the values entered. You must ensure they correctly match the codes in your accounting system.

Company Code

This value is only used by your 3rd party accounting system and not by TM4WIN accounting. If one is required, enter the Company Code here. This code will display on the Customer Service program > 3rd Party GL Tab.

Accounts Receivable

Enter the general ledger account code that is used by the 3rd Party package as the Accounts Receivable control account.

Freight Revenue

Enter the general ledger account code that is used by the 3rd Party package as the Freight Revenue account. Note, there is no option here for splitting the revenue entry to different accounts.

Tax Code 1 Payable / Tax Code 2 Payable

As above, enter the general ledger account code that is used by the 3rd Party package as the Tax Code 1 or 2 payable account. For example, in the Tax Calculation Configuration program, if you have configured Tax Code 1 to be GST, enter the 3rd Party package’s account code for the GST payable account.

Disable G/L Error Checking On Invoice Printing

This flag references a function in the Invoice Printing program which prevents freight bills from being printed if the GL distribution is missing or out of balance.

The option is intended for customers that do not use TruckMate Accounting for their billing, and don’t want to bother setting up proper GL distributions/accounts. Under normal circumstances (option is OFF/unchecked), a bill will not print or post if it is out of balance (the result of BILLGL_IS_BALANCED- which you can see in the Customer Service program > Billing Tab). Turning this option ON/checked will effectively mark every bill as successfully balancing, whether it does or not.

Each of the fields displayed in the TruckMate Accounting Tab must have a valid account number. This is the case even if no tax, interline charges, or foreign exchange is to be processed in the system. If you are familiar with your chart of accounts, you may key the account codes in manually, or you double-click on the field to open a search form to find an appropriate account code.

Freight Revenue

The credit amount posted to freight revenue (or debited, in the case of "Void" bills) is the sum total of the charges on the freight detail lines. This value is displayed as 'Charges' in the Customer Service program > Billing Tab.

Split

Freight revenues can now be split between more than one account. If this box is checked, you must supply a valid split code representing the one or more accounts the revenue is to be divided among. These split codes are created in Codes Maintenance program > GL Splitting Tab.

Tax Code 1 Payable / Tax Code 2 Payable

If taxes are to be paid based on the freight charges, the total tax to be paid to tax codes 1 or 2 will be assigned to these accounts. These values are displayed as Tax - 1 & 2 in the Customer Service program > Billing Tab.

A/R Foreign Exchange

When a freight bill is entered in a currency that differs from the base currency unit (See the Codes Maintenance program), a GL posting is created that accounts for the exchange (based on the exchange factor specified in the GL Chart of Accounts program). Enter the account for the foreign exchange posting in this field.

Interline Expense

A debit posting for a bill’s interline charge is made to the account specified in this field.

IP Foreign Exchange

If the currency of an interline charge on a freight bill differs from the base currency unit in the Codes Maintenance program, a GL posting is created that accounts for the exchange (based on the exchange factor specified in the GL Chart of Accounts program). Select the account for the posting in this field. Double click for a code selection form.

Protected Revenue

When the charges from your interline vendor are passed onto your customer without discount, the interline carrier’s charges are said to be protected. This amount is usually posted to a separate revenue account since they are not true revenue, but will be passed to the vendor. Interline Charges can be reviewed on the Customer Service program > IP Tab, or in the Billing Tab charges as Interline.

The Audit tab is a read only, automatically generated field that is populated when the GL Account you edit is saved.

In TruckMate 20xx you can specify if you are using a GL Account (for an expense) or a Driver Deduction Account (for a driver deduction) by choosing either 'GL' or 'DD' from the pull-down menu field next to the account selection field.

Also, the 'Custom' field has been removed as per 8.0, and the 'Tax 1' and 'Tax 2' fields have been renamed 'Sales Tax' and 'Federal Tax', respectively.

Power Unit Fuel

Enter the general ledger account code that is used by Fuel Card as the A/P 'Power Unit Fuel' account.

Reefer Fuel

Enter the general ledger account code that is used by Fuel Card as the A/P 'Reefer Fuel' account.

Oil

Enter the general ledger account code that is used by Fuel Card as the A/P 'Oil' account.

Fuel Fees

Enter the general ledger account code that is used by Fuel Card as the A/P 'Fuel Fees' account.

Cash Advances

Enter the general ledger account code that is used by Fuel Card as the A/P 'Cash Advances' account.

Cash Advance Fees

Enter the general ledger account code that is used by Fuel Card as the A/P 'Cash Advances Fees' account.

Products

Enter the general ledger account code that is used by Fuel Card as the A/P 'Products' account.

Sales Tax / Federal Tax

Enter the general ledger account code that is used by Fuel Card as the A/P 'Sales Tax' and 'Federal Tax'.

Discount/Rebates

Enter the general ledger account code that is used by Fuel Card as the A/P 'Discount or Rebates'

Power Unit Fuel

Enter the general ledger account code that is used by Fuel Card as the Driver Deductions 'Power Unit Fuel' account.

Reefer Fuel

Enter the general ledger account code that is used by Fuel Card as the Driver Deductions 'Reefer Fuel' account.

Oil

Enter the general ledger account code that is used by Fuel Card as the Driver Deductions 'Oil' account.

Fuel Fees

Enter the general ledger account code that is used by Fuel Card as the Driver Deductions 'Fuel Fees' account.

Cash Advances

Enter the general ledger account code that is used by Fuel Card as the Driver Deductions 'Cash Advances' account.

Cash Advance Fees

Enter the general ledger account code that is used by Fuel Card as the Driver Deductions 'Cash Advance Fees' account.

Products

Enter the general ledger account code that is used by Fuel Card as the Driver Deductions 'Products' account.

Sales Tax / Federal Tax

Enter the general ledger account code that is used by Fuel Card as the A/P 'Sales Tax' and 'Federal Tax'.

Discount/Rebates

Enter the general ledger account code that is used by Fuel Card as the A/P 'Discount or Rebates'

The Audit section contains read only information generated when you edit the current GL account.

At the top of the GL Reset Tab, there is a radio button group with 3 choices: 'Active', 'Deleted', and 'History'. Active is the default. It is to be used for all data entry: the insert, edit, and delete buttons will be disabled if 'Active' is not selected.

When you delete a row (with filter=Active), the row will disappear from the screen. However, it is not actually deleted; rather, it is only flagged as deleted. To see if there are any rows that were previously "deleted", set the filter to 'Deleted'. There are 2 new columns showing who deleted the row and when ('Deleted On/By'). Remember, you must change the filter back to 'Active' to do any data updates.

Whenever you insert a new row, a new column, 'Revision', is set to '1' and two new columns 'Last Modified By' and 'Last Modified' are set to your login user ID and current date/time.

When you edit and save changes to an existing row, the revision column increments. The 2 new "last modified" columns are also updated. It appears like you over-wrote the row as the number of rows in the grid is unchanged. However, what actually happened is that a copy of the row before your changes was created in the table. It was stamped with status = "Modified" so it does not show up in the grid with the filter set to Active.

To view the history of changes to a row (only really useful if the revision number is not 1), select the row you want to see the history for (if it is for a deleted row, first set filter to 'Deleted' so you may select the desired row) and set the filter to 'History'. The grid will then show all the entries for the selected ID- in other words, a history of all changes made to the row. Only the last one will be 'Active' (or 'Deleted'); all prior ones will be show status = Modified. The 'Last Modified' fields for the first revision row shows who originally created the entry (and when). All subsequent rows show who made changes to the row (and when). You may scroll over to the right and then up/down in the grid and visually see which field or fields were changed (when and by whom).

All six new columns ('Revision', 'Status', 'Modified On/By', and 'Deleted On/By'), as well as the 'ID' column (which is not a new field but was not previously displayed in the grid) are read-only (you cannot make changes to them).

Group

The 'Group' field is used to assign a numeric value to the GL Reset rule, starting with '1'. Users can leave gaps between Group numbers for ease of future insertions. Typically- though not necessarily- Groups correspond with your GL Segments, so all rules that are used in the setting of any given segment would all contain the same Group.

Sequence

Assign a numeric value to the GL Reset rule, restarting with '1' when beginning a new Group of rules. User can leave gaps between the sequence numbers for ease of future insertions.

Account Type

This field is used to isolate rules to certain types of accounts. If rule applies to more than one type, you can opt to separate each value with a comma or not (i.e. 'R,C,P' or 'RCP'). By omitting the comma, you can have a maximum of 30 account types per rule.

Type 'C' and 'X' were created to distinguish the two revenue types from each other and the two expense types from each other. This change has not impacted the BILLGL.ACCT_TYPE though. This allows GL Rules against any of the BILLGL Account Types as well as the Accounts Payable Control account (automatically assigned in the Customer Service program but applied in the Interline Payable Audit program).

See the following table for the Account Type of the available GL Accounts:

* Applies only when the Application Configurator program > BILLBR.EXE > 'Post Drv Pay Now' option is set to 'True'.

Trigger Type

Select the origin of the Trigger Item (i.e. according to what type of field does the user wish to use when checking for any GL Account segment(s) requiring substitution). The valid values are as follows:

Trigger Table

Select the TruckMate Table that matches the value entered in the 'Trigger Type' field. The User will not have access to every Database Table used by TruckMate- only those tables certified for the GL Reset procedure.

Match

Double-clicking in this field will toggle between two options: 'In' and 'Not In'. These options allow the user to specify that a rule should, or should not, apply to everything listed in the 'Match List' field. The options behave as follows:

Match List

Enter the value(s) you want the system to use as criteria when applying the GL Reset rule. A series of values may be entered by separating each with a comma. The options available in this field are dependent on the 'Trigger Type' of the detail line:

Start Pos

This option specifies the position at which substitute digit(s) are to be inserted as replacement character(s) in the GL Account that is being reset.

The default GL Accounts established in GL Distribution, Accessorial Charges, and G/L Splitting Definitions serve merely as 'templates': suppose the GL Account in the template is to remain unchanged, except the third to fifth digits are to be replaced by substitute digits that represent a particular Site ID. Since the replacement is to begin with the third character, the user would enter '3' as the value here.

Length

Specify the number of digits to be replaced by the GL Reset procedure. To continue on with the previous example (see the 'Start Pos' description), the user would enter '3' as the value here (i.e. the substitution encompasses third, fourth and fifth digits of the GL Account segment).

New Value

Enter the substitute digit(s) to be inserted as replacement character(s) in the GL Account. If the 'Trigger Type' is set to 'IDB', do not enter a value here.

For example: suppose the user wants the characters that make up TLORDER.PICK_UP_TRAILER to be used as the substitute characters within the GL Account. If the PICK_UP_TRAILER field contained the value 'TRAIL11122' and the 'Start Pos' = 6 and 'Length' = 3, then digits 6, 7 and 8 in the GL Account would become '111'.

Nat GL

In addition to the entries made in the previous fields, the 'Nat GL' field allows the user to specify an additional restriction for when a reset rule should be applied. Double-clicking in this field will toggle between two options: 'Nat GL In' and 'Nat GL Not In'. These options allow you to specify that a rule should (or should not) apply to everything listed in the 'Nat GL List' field. The options behave as follows:

Nat GL List

Enter the list of 'Natural Accounts' that are to be used for the selected condition. Separate the Natural Account numbers by commas. The Natural Account is determined by the template (i.e. what the GL Account contains when first passed into the GL Reset so before any reset rules have been applied).

Loop

The Loop field is used when splitting your GL revenue. When calculating the revenue with spliting, a counter will be added to the for loop and the value passed to the GL_RESET procedure. If the Loop field in the GL_RESET Table is zero, the line will be processed. If the loop value is not zero, then the record in the GL_RESET Table will only be processed if it is the same value as the parameter passed to the procedure (i.e. the counter).

The default value of this field is zero.

Description

The 'Description' field allows a user to add a brief note/description against a created GL Reset rule for easy identification.