Rate header field descriptions
The following table lists the rate header fields in the order in which you tab through them.
Field | Definition |
|---|---|
#/ID/Item | There are three fields to the right of this field name. The first field is display only; it shows the unique numeric identifier the system assigns automatically the first time the rate is saved. The second field allows you to assign a user-defined identifier. A maximum of 13 alphanumeric characters is allowed. The third field allows you to assign a second user-defined identifier. A maximum of 13 alphanumeric characters is allowed. |
Description | Enter a free-form description that summarizes the rate’s function. This field displays up to 30 alphanumeric characters, although you may enter up to 50 characters. If a description is longer than 30 characters, you can right-mouse click on it and select Zoom Field to see the entire entry. |
Rows and/or Col’s | The Rows and/or the Col’s fields are used to define rate tables. If you are not setting up a rate table, both the Rows and the Col’s fields must be set to Not Used. For more details about setting up rate tables, see Setting up a rate table. |
Min Qty | If desired, enter a minimum settlement quantity. If the actual quantity on the trip is less, the system automatically adds a minimum pay detail to make up for the difference. For example, suppose the following is true: The pay type is Freight (Volume). The number 2000 is entered in the Min Qty field. The load being rated has a quantity of 1500 gallons. The system will create an additional pay detail for 500 gallons, so that the driver will be paid for 2000 gallons, even though the actual load was for only 1500 gallons. Note: The pay type you select in the Pay Type field determines the unit of measure for the minimum quantity. For example, if the pay type is based on miles, the quantity entered in the Min Qty. field is defined as the minimum number of miles for which the resource is to be paid for a trip. |
Min Pay | If desired, enter a minimum pay amount. In the event that the calculated pay amount is less than the minimum, the system will create an additional pay detail having a flat dollar amount to increase the pay to the specified minimum pay amount. |
Max Quantity | Allows you to specify the maximum number of units by which the rate can be multiplied. The maximum applies to individual pay details, not to the entire settlement. During the rating process, when a rate having a maximum quantity is applied to a pay detail, the system compares the pay detail’s quantity to the maximum quantity defined for the rate. If the pay detail’s quantity is greater than the rate’s maximum quantity, the system replaces the pay detail’s quantity with the maximum quantity defined for the rate. It then multiplies that adjusted quantity by the per-unit rate. Notes: 1. To view the Max Quantity field, click the More button. 2. The pay type you select in the Pay Type field determines the unit of measure for the maximum quantity. For example, if the pay type is based on miles, the quantity entered in the Max Quantity field is defined as the maximum number of miles for which the resource is to be paid for a trip. |
Max. Pay | Allows you to specify the maximum dollar amount allowed when this rate is applied. When a rate having a maximum pay amount is applied during the rating process, the system determines if the resulting pay detail will exceed the rate’s maximum pay amount. If the pay detail will exceed the maximum, the system applies the rate’s maximum. Note: To view the Max Pay field, click the More button. |
Mileage Proration | Applicable for payment of split trips when a flat pay type is used for the rate. If the Mileage Proration check box is selected, when the trip is settled in the Trip Settlements Folder the system allocates the flat pay based on the number of loaded miles driven by each resource. The system uses this formula to calculate the percent of pay each resource should receive: [loaded miles driven by the resource / total loaded miles on the trip] Note: To view the Mileage Proration check box, click the More button. |
Tax ID | Custom. |
Rate | Applicable for a rate schedule that has only one rate. Enter the rate per pay unit. For example, suppose you have chosen Route Pay as the pay type. If you enter $1.50 here, the system will multiply the number of miles by $1.50 per mile. Note: If you make entries in the Rows and/or Col’s fields, this indicates that multiple rates exist and a table is required. As a result, the Rate field is no longer visible on the header. |
Rating Option Option Applies To | These fields display only when an option other than Not Used is selected in the Rows and/or the Col’s fields. These fields are used to define rate tables. For details about setting up rate tables, see Setting up a rate table. Note: These options are meant for use with rate tables defined for commodity quantities based on count, weight, or volume. These options should not be used with tables defined by distance. |
Pay Type | From the drop-down list, select the pay type on which to base the rate. The system automatically fills in the Unit and RateUnit fields based on your pay type selection. For example, if you select Route Pay as the pay type, the system enters Miles in the Unit field, and $/Mile in the Rate Unit field. Warning: When setting up a primary rate, use a pay type that has a basis of Trip Segment. When setting up a secondary rate, use a pay type that has a Basis of Ancillary or Invoice Line Item. When setting up a line item rate, use a pay type that has a Basis of Ancillary. Some features and most reports use the Basis entry to determine how to categorize pay and sum dollar amounts. A pay type’s basis is displayed in the Basis field in the Settlement Item Maintenance window, which is accessed by selecting Edit > Pay Types. For information on the three Basis options, see Setting up pay types. |
Unit | This field indicates the unit of measure on which pay will be based. It displays the unit of measure defined for the pay type. It cannot be modified. For example, if you select Route Pay as the pay type, the system displays Miles in the Unit field. |
RateUnit | This field indicates the calculation method to be used for payment. It displays the method defined for the pay type. It cannot be modified. For example, if you select Route Pay as the pay type, the system displays $/Mile in the RateUnit field. |
Desc Override | This field allows you to enter an override description for any pay detail applied in Settlements by means of this rate. Options are: Type override description Use ^ROW0.00^ for row value Use ^COL0.00^ for row value The selections are not meant to be used as is—you need to replace the text with the words you want used. (If you choose a selection that includes ^ROW0.00^ or ^COL0.00^, you should replace all characters except ^ROW0.00^ or ^COL0.00^.) The entry you make in the Desc Override field will be copied to the pay detail line on the Trip Settlement Folder and on the Final Settlement Folder. It will display in the Description field to the right of Settlement Item field. In addition, the text will be printed next to the pay detail on the resource's settlement sheet. As an example of how the Type override description selection might be used, suppose you are setting up a flat rate for line haul pay. Also suppose that you want payroll employees and drivers to know that the flat dollar amount includes loading and unloading pay. You could select Type override description, highlight it, and replace the text with the following: Includes Load/Unload Pay. When a pay detail is created using the flat rate, the detail will include the words Includes Load/Unload Pay. As an example of how the Use ^ROW0.00^ for row value selection might be used, suppose you are setting up a secondary rate for stop pay. You can use this field to force the system to note how many stops were used to calculate stop pay when it computes and displays a stop pay line item in Settlements. Assuming that you have selected Stops in the Rows field in the rate header, you can: 1. Select Use ^ROW0.00^ as the row value. 2. Replace all text except ^ROW0.00^ with your own words. For example: Stop pay for ^ROW0.00^ stop(s) When the trip is processed in Settlements, the system copies the entry in the Desc Override field into the Description field for a stop pay line item. The value ^ROW0.00^ is replaced with the number of stops used to calculate stop pay. Each row in the rate table identifies a stop count quantity and the corresponding pay amount. |
Override %Aloc | Applicable for split trips that are paid by means of a rate that is set up as a percent of revenue. When a resource has been assigned to a split trip, the system uses the number of miles traveled on the resource’s segment to determine the appropriate revenue amount on which to base pay. This reduction of the revenue amount based on percentage of miles driven is Settlements’ mileage allocation feature. The Override %Aloc check box is used to disable the allocation feature. If the Override %Aloc check box is cleared (the default), the system will use the mileage allocation feature to determine the revenue amount for percent of revenue-based pay for split trips. The resource’s percentage will be multiplied by the adjusted revenue amount. If the Override %Aloc check box is selected, the system will multiple the resource’s percentage by the entire charge billed to the customer. In other words, the revenue amount will not be adjusted based on the number of miles traveled by the resource. Although most customers will not want to override the mileage allocation function, the override feature is helpful for customers that use alternative methods of handling the equitable distribution of revenue among drivers who are paid a percent of revenue for split trips. |
Reduction Reduction Rate Unit | These fields work in tandem and are applicable only for rates that are based on a percent of revenue. They are useful when you need to reduce the revenue amount that will be used to calculate the resource’s pay. Such a reduction would involve subtracting a flat amount, or reducing the revenue amount by a percentage. In the Reduction field, enter the amount (i.e., flat dollar amount, or a percentage in decimal form) used for the reduction. In the Reduction Rate Unit field, select one of the following: Flat Reduce the revenue amount by a flat dollar amount before calculating pay. For example, suppose a driver gets a percent of line haul revenue and he is assigned to an order that requires him to travel on a stretch of road where a $10 toll is always charged. Your company will want to collect the toll fee from the customer, but it will not want the driver’s line haul rate to include the amount of the fee. If the line haul for the invoice includes the $10 toll, you can enter $10 in the Reduction field and Flat in the Reduction Rate Unit field to reduce the line haul charge by $10 prior to calculating the driver’s line haul pay. Note: This option is functional for primary and secondary rates. % Revenue Reduce the revenue amount by a percentage before calculating pay. Note: This option is functional for primary and secondary rates. Use Billing RateType (applicable only for primary rates) Before calculating pay, reduce the line haul revenue amount by multiplying the percentage in the Reduction field by the billing quantity used to determine the line haul charge. Then multiply the resulting amount by the percent of pay. For example, suppose these conditions exist: The line haul charge was billed at $1.50 per mile for an order that had 500 miles, which results in billed amount of $750. The resource is to be paid 60% of the line haul revenue. You enter .05 in the Reduction field, and Use Billing RateType in the Reduction Rate Unit field. To determine the reduced revenue amount it should use to calculate pay, the system will use this formula: [5% (reduction percentage) * 500 (billing quantity)] * $750 (line haul charge) = $725 To calculate pay it will multiply $725 by 60%, which results in a line haul pay amount of $435. |
Rate Override | Two fields are associated with this field name. They allow you to set up an override on rates used to pay resources for accessorial labor for which a customer has been billed. The rate override consists of a percentage that is multiplied against the accessorial charge billed to the customer. (The Rate Override fields are functional only for secondary rates.) In the first field, you record a percentage. For example, you would enter 10 for 10 percent. (Do not enter the percentage as a decimal.) In the second field, you specify the type of accessorial pay to which the rate applies (the options are described below).  When entries are recorded in the Rate Override fields, the system does the following when it applies the rate: 1. Calculates pay using the amount in the Rate field, or in the rate table. 2. Calculates pay using the method specified in the Rate Override fields. (It multiplies the accessorial charge by the override percentage). 3. Applies the higher of the two pay amounts obtained in Steps 1 and 2. Using the Rate Override fields requires that the pay type on which this rate is based be linked to the charge type used to create the corresponding accessorial charge on the order’s invoice. For details, see Accessorials that are paid based on accessorials that were billed. The options in the second field are: Highest % of matching charge type Use for accessorial rates other than stop pay. The pay type must have a Basis of Invoice Line Item and/or a Unit Basis of Revenue. Highest % of billed Stop Off Use for stop pay. The pay type must have a Basis of Invoice Line Item. For example, suppose these conditions exist: You created a stop pay rate that specified that a resource is to be paid $20 for one extra stop. In the stop pay rate, you entered 60 in the first Rate Override field and Highest % of billed Stop Off in the second field. |
Rate Override (cont'd) | You have an order for which you billed $40 for an extra stop.  The system will multiply $40 by the override percentage of 60. The result is $24. It compares $24 with the standard rate of $20, and applies $24 because it is higher. Normally, a pay detail with the pay type Pay for Stops/Invoiced is a flat amount. However, when an override occurs, the system displays "Percentage of Charge" in the Description field to indicate that it applied a percent of revenue rather that a flat rate. |
TotRouteMinPay | This field is visible for primary rates with mileage-based pay types, such as Route Pay. It is used to set the minimum pay amount for mileage-based line haul pay. For details, see Setting pay rate minimums. |
TotMinAccPay | This field is visible only for a primary rate. It is used to set the minimum dollar amount of the total accessorial pay for a trip. For details, see Setting pay rate minimums. |
TotTripMinPay | This field is visible only for a primary rate. It is used to set the minimum dollar amount of the total pay (line haul and accessorial) for a trip. For details, see Setting pay rate minimums. |
Apply To | If the rate only applies for a specific resource type, specify that type. Options are: Driver Tractor Trailer Carrier Third Party (applicable if you have purchased the Third Party Pay add-on feature) Any (the rate may apply to any payable entity) |