Interline Payables

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The Interline Payable Module encompasses number of programs within TruckMate. Below will follow a brief explanation of what the functions of each of these programs are:

The Interline Payable Audit program is used to view, adjust and approve interline payable records entered on the IP tab of the Customer Service program, in the Interliners section of the Quick Bill Entry program, or in the Carriers section of the Dispatch program. Freight bills must be updated using the Billing Register program before their interline payable transactions will appear in the Interline Payable Audit program. When the interline payable record is complete, it is updated using the Interline Payable Register program.

The Interline Payable Audit Register program is used to update interline transactions that have been approved in the Interline Payable Audit program. You can also re-print previous Interline Payable Registers. Running the Interline Payables Register program creates general ledger postings that can be viewed in the GL Journal Entries program. The Interline Payable Register program also creates an outstanding invoice for the vendor (i.e. the Interliner) that can be viewed and selected for payment using the A/P Inquiry program.

The Interline Payable Accrual Register program is used to update interline transactions that have NOT been approved yet (Never gone through the audit process yet). Once run through the Interline Payable Accrual Register, the Interline Payable records then become ready to go through the Interline Payable Audit program, After which, they can then be run through the Interline Payable Audit Register.

Interline Payables setup

Customer and Vendor Profiles

Interline carriers are entered as Vendors in the Customer and Vendor Profiles program. On the Vendor Tab, the 'Interliner' radio button must be selected.

Zone Codes

You can automate the process of assigning Interliners by configuring the zones that Interliners service. In the Customer Service program, on the IP Tab, the 'Determine Interliners and Rate' button will look for an Interliner assigned to the 'Start Zone' of the Freight Bill. If it finds one, it will create an Interliner record using the Interliner assigned to the Zone Code, the 'Start Zone' as the Interliner’s 'From Zone', and the 'Junction Zone' as the Interliner’s 'To Zone'.

To set up this feature, click on the 'Interliner' button on the Zones Tab in the Codes Maintenance program.

This Zone

Displays the zone code that was selected when the Interliner button was clicked.

Terminal Zone

This field is not currently used. You can enter a Terminal Zone for reporting purposes if you like. Only zones that have the Terminal checkbox activated will be available for selection.

Interliner

Select an Interliner code from the drop down list. Only vendors who are configured as the Interliner type in the Customer and Vendor Profiles program will be available for selection.

Junction Zone

Select a zone code from the drop down list box. The zone specified here will become the To Zone on the Interliner record in the Customer Service program.

General Ledger Accounts

In the GL Chart of Accounts program, you need to create an Interline Payable and an Interline Expense account. If you deal with Interliners in another country (and thus another currency) you will also need to create an Interline Payable account for the other currency, and a Foreign Exchange Gain / Loss account for Interliner transactions that involve currency conversions.

GL Distribution Setup

In the GL Distribution Setup program, on the TruckMate Accounting Tab, specify the Interline Expense and the I/P Foreign Exchange accounts. This is used for the creation of automatic GL entries on the GL tab in the Customer Service program (and subsequent GL postings made by the Billing Register program).

Interline Payable Interface Status Codes

Interline Payable records go through several stages since their initial creation until they are paid to the vendor and recorded as a GL transaction. Each stage of the interline Payable is marked in TruckMate with a specific interface status. Below are the available interface statuses and a brief description of each.

Status code Description Usage

N

New/Unapproved

Regardless of the freight bill status or whether or not it has already been interfaced through the Billing Register, all new OI records are inserted as INTERFACE_STATUS = 'N' New/Unapproved.

S

Source Approved

On a New/unapproved OI record:

  • When user clicks IP Audit RMC 'Approve New', or

  • When user clicks 'Approve' in Customer Service > IP tab > GL sub-tab, or

  • When user clicks 'Approve' in Customer Service > Billing tab and CSERV.EXE- 'Auto Approve IP on FB Approval' application configuration option = 'True', then INTERFACE_STATUS = 'N' (New/unapproved) is updated to INTERFACE_STATUS = 'S' (Source Approved).

Note: Use IP Audit RMC 'Reverse Approval' if you need to unapprove the source to change 'S' back to 'N'.

U

Unaudited Accrual

When a Source Approved OI record is posted through the IP Accrual Register, INTERFACE_STATUS = 'S' (Source Approved) record is updated to INTERFACE_STATUS = 'U' (Unaudited Accrual).

A

Audited Accrual

When an Unaudited Accrual OI record is audited in IP Audit (RMC 'Audit Accrued' or 'Audit & Adjust Accrued'), INTERFACE_STATUS = 'U' (Unaudited Accrual) record is updated to INTERFACE_STATUS = 'A' (Audited Accrual).

I

Interfaced to AP

When an Audited Accrual OI record is posted through the IP Audit Register, INTERFACE_STATUS = 'A' (Audited Accrual) record is updated to INTERFACE_STATUS = 'I' (Interfaced to AP).