Skip to content

Refreshing Trucking Accessorial Rates

Purpose

It fills in the trucking rate on delivery records that were saved without one, so they can be billed. It never changes a record that already has a rate, and it never touches a record that already has a trucking charge.

Who does this

Office staff who prepare trucking charges before invoicing.

Before you start

  • You have the right account (see Permissions and Access).
  • The record and date you are working on are correct.
  • Words you do not know are in the Glossary.

Access

Report > Trucking Summary

Before you run it

  1. Set the date range to the period you are billing.
  2. Choose the scope. Pick one driver, one carrier, or all drivers.
  3. A driver or carrier must be picked on purpose. There is no default.
  4. Note the deliveries you expect to be included, so you can check the result afterwards.

How to run it

  1. Select Recalculate 0 AP Rates.
  2. Wait for the result.
  3. Read the numbers it reports:
  4. matched — how many delivery records were eligible
  5. updated — how many actually got a rate
  6. unmatched — how many eligible records had no rate that could be found
  7. Open Trucking Summary again and confirm the rates appear there.
  8. Open the affected Delivery records and confirm the rate.

Reading the result

matched and updated are different numbers, and the difference is normal.

  • matched is every delivery that could be processed. It includes rows that were later skipped.
  • updated is how many actually received a rate.
  • unmatched is how many had no rate available. This is not an error. Those rows are simply left as they are.

The whole batch either completes or changes nothing. If it fails part way, no record is left half-updated.

What is not changed

  • A delivery that already has a rate is skipped.
  • A delivery that already has a trucking charge is skipped.
  • Deleted deliveries are skipped.
  • Deliveries outside the date range you selected are skipped.

If something goes wrong

Situation What to do
The request failed or timed out Reopen Trucking Summary and check the current rates before running it again. A repeat run is safe but re-reading first is faster.
A delivery is in "unmatched" It means no rate matched that delivery. Check the rate for that driver or carrier separately, and fill it in by hand if needed.
A delivery you expected was skipped Check whether it already has a rate, or already has a charge. Both cause a skip.
A delivery now has a rate but you did not want it Note which delivery it was and report it before invoicing.

Who owns the next step

Office staff own the rate. Invoicing is a separate step — see Billing and close review.