Parent and child accounts

In a balance-based card setup, a trucking company receives a line of credit. From the parent account, the company can advance funds to one or more child accounts. Cards associated with a child account can only draw from the child account’s balance. The cards are not linked to the trucking company’s line of credit directly. In addition, the company does not control the use or management of the cards.

Parent and child accounts are only available only for Comdata and TCH.

Set up Card Management for use with parent and child accounts

You must configure several TruckMate applications to use parent and child accounts.

Security Configuration

Users need access to view the Child tab. You can set up access on the Security tab in Security Configuration. For more information on all the Card Management options, Set up Security Configuration options for Card Management.

Go to	Do this	To
Tabs Setting > Card Management	Select one or more of the following: Child - Details Child - Custom Def’s Child - Notes Child - Audit Child Real-Time - Log Child Real-Time - POS Child Real-Time - E-Checks	Give users access to the Child interface features in Card Management

Go to

Do this

Tabs Setting > Card Management

Select one or more of the following:

Child - Details
Child - Custom Def’s
Child - Notes
Child - Audit
Child Real-Time - Log
Child Real-Time - POS
Child Real-Time - E-Checks

Give users access to the Child interface features in Card Management

Codes Maintenance

Go to	Do this	To
View > Defined Fields > Custom Defined Fields	Set up custom defined fields using these parameters: Table Name: FC_CHILD Program Name: CARDMGMT.EXE	Allow the user to record any miscellaneous information about a child account
View > Status Codes > Dispatch/Orders	Create a unique status code for each event listed at right	Have the system: Trigger an auto-advance in Customer Service Stamp the freight bill when: Loading of funds is successful Loading of funds is unsuccessful A driver deduction is created successfully An AP invoice is created successfully You will specify these codes on the Child Settings tab when setting up e-check information in Card Management.

Go to

Do this

View > Defined Fields > Custom Defined Fields

Set up custom defined fields using these parameters:

Table Name: FC_CHILD
Program Name: CARDMGMT.EXE

Allow the user to record any miscellaneous information about a child account

View > Status Codes > Dispatch/Orders

Create a unique status code for each event listed at right

Have the system:

Trigger an auto-advance in Customer Service
Stamp the freight bill when:
- Loading of funds is successful
- Loading of funds is unsuccessful
- A driver deduction is created successfully
- An AP invoice is created successfully

You will specify these codes on the Child Settings tab when setting up e-check information in Card Management.

Driver Pay Contracts

To apply an advance to a driver, the driver’s pay contract must contain a driver code for advance funds. It can optionally contain a driver code for fees. These codes are set up on the Deductions tab of Driver Pay Contracts.

Card Management

Enable the real-time fuel vendor settings specified for parent and child accounts.

Driver Profiles

Once you have imported or created TCH child accounts, you can attach a driver ID to one on the TCH Child tab.

Required field: *

Field	Definition
Account *	Parent account ID If you only have one account that is configured as a parent account, it appears in this field automatically. If you have more than one parent account, enter the ID or select Pick List to search for and select an account ID.
Child Account *	Child account ID. You can select Pick List to search for and select a child account ID.
Auto Advance	When selected, the driver will receive funds automatically.
Advance %	If Auto Advance is selected, enter the percentage of revenue the driver receives when funds are advanced. Decimal values are allowed (e.g. 50.25).

Field

Definition

Account *

Parent account ID

If you only have one account that is configured as a parent account, it appears in this field automatically. If you have more than one parent account, enter the ID or select A magnifying glass icon. Pick List to search for and select an account ID.

Child Account *

Child account ID. You can select A magnifying glass icon. Pick List to search for and select a child account ID.

Auto Advance

When selected, the driver will receive funds automatically.

Advance %

If Auto Advance is selected, enter the percentage of revenue the driver receives when funds are advanced. Decimal values are allowed (e.g. 50.25).

TruckMate Windows Service Host

In TruckMate Windows Services Host, select Add Service. A list of services opens.
Select your fuel vendor. The service setup window opens.
Configure the service.

If you are not sure how to configure the service, contact Trimble Transportation Support. If you do not have an account, you can create one by selecting Sign Up.
After you have configured the service, select OK.
To start the service, right-click the service on the leftmost pane and select Start.

View and edit child account information

The Child tab.

You can view and edit child account information on the Child tab in Card Management. To look up an account, select Find and select an account on the window that opens.

On the Child tab you can:

View, add, and edit custom-defined field information for the account on the Cust.Def’s tab
View, add, and edit notes on the Notes tab
View audit information on the Audit tab
View point of sale (POS) transactions, including funds advances, on the POS tab
View and add e-checks on the E-Checks tab

All the fields in the header and on the Details tab are read-only except for the Status field. The system pulls this data from the fuel vendor. You can select a status on this tab, but the account’s status will not update on the fuel vendor’s side.