Billing & Settlement / Create Invoice
Step 1.
Click on Billing under Billing &AR.
Step 2.
You will see a pop-up screen “Bill Processing” as shown below. In the Trips section, you can see all completed trips. Use the Filters section to see loads by customer, driver, or status. Also, use the ship date and delivery date filters to select and to see loads that were driven during the selected period.
Step 3.
Select a trip for which you want to create an invoice and click on Create Invoice.
Step 4.
The Trip details form for which you are creating the invoice will open. Verify that load information is correct, like origin and destination, bill to, freight charge, billing distance, driver rate, because once you create and post the invoice you will not be able to make any changes to the load.
Here also upload Bill of Lading and Proof of Delivery files under Documents.
If you need to add additional charges on the load, for example lumper fee, or detention charge, click on Add in the Additional Charges section. To see instruction how to add an additional charge click here.
If you would like to add a comment for the invoice, you can enter it in the “Comments” box and check “Print comment”. The comment will be visible on the invoice page.
Step 5.
Click Create Invoice.
Step 6.
On the Bill Processing page, choose status Invoiced to view your Invoiced loads.
Step 7.
The next step will depend on whether you are working with a factoring company or with the broker.
If you are using a factoring company, click on “Post To Factoring” under “Submit To Factoring Company” when you are ready to submit your batch.
If you are working with the brokers directly, click on “Post” under “Direct Billing” when you are ready to submit the batch.
Step 8.
On the Bill Processing page, choose status Billed to view your Billed loads. You can use the filters to search for specific invoices or specific batches.
To export your invoices to QuickBooks, select the posting date of the invoices, click on “Search” and then on “QB Export” and the .iif file will be downloaded. This file can then be imported into your QuickBooks account.
Billing & Settlement / Customer Payments
Step 1.
To apply a payment to an invoice, click on Customer Payments under Billing & AR.
Step 2.
Select the customer, then click +New.
To apply a payment to an invoice, click on Customer Payments under Billing & AR. If you wish to filter and view the invoices of brokers who only have unpaid invoices, click on “Pending Brokers”.
Billing & Settlement / View Invoices
Click on View Invoice under Billing & AR
On the View Invoices page, a user can see all created invoices. You can filter the invoices you’re looking for by Bill #, Invoice #, Order # or range of Invoice Dates. By selecting an invoice, the user can see invoice details in the Invoice Details section below the table.
Billing & Settlement / Download Merged Documents
Step 1.
Click on Billing under Billing & AR.
Step 2.
To download the merged documents, i.e created invoice + rate confirmation + bill of lading + other documents, all in one document just click on the Download button. A zipped folder with the selected invoice(s) will download to your computer.
Billing & Settlement / Delete an Invoice
Step 1.
Under status “Invoiced” select the invoice you want to delete.
Step 2.
Click on the Delete Invoice button.
After Deleting the invoice, this load is now in status Completed. From here you can make the corrections and recreate the invoice again.
Billing & Settlement / Create a Driver Settlement
Step 1.
Click on Driver Settlements under the Settlement Menu.
Step 2.
To generate the loads, you must enter the payment period under “Choose Payment Cutoff” which will include any delivered load within this period. This will only include billed loads, however if you check the “Include Completed Trips” checkbox it will also include non-billed loads.
Once you have entered the payment period, it will also choose the same period for your fuel transactions under “Choose Fuel Transactions Period” however the date for the fuel transaction period can be adjusted if needed.
When you have entered everything that is necessary for you, click on “Search” to generate the drivers and their loads.
Step 2.1.
If you want to create a settlement for a specific driver without any loads then enter the payment period, select the driver in the “Driver” filter, check the box labeled “Statement Without Loads” and click on “Search”.
Step 3.
To create a driver settlement, first you will need to click on the white space to generate everything for the settlement of the driver, and once everything has generated you will need to select the driver by checking the box and then you will need to select which loads, deductions, reimbursements, fuel and toll transactions should be included in the settlement by checking the box.
Step 4.
Once you have selected everything necessary for your driver settlements, you will need to scroll down and click on “Processing Selected” to create the settlement. The settlement will now move to status “Processed” where you can review the settlements and post them..
Close Settlement Processing window by clicking the X in the top right corner.
Step 5.
Click on “Processed” and on this page you can review the settlement to make sure everything is okay. If something is not okay you can click on “Unprocess Selected” and it will remove the settlement and you will be able to create it again.
Once you select the settlements, you can download the PDFs by clicking on “Save as PDF” or you can email the drivers their settlement by clicking on “Send Email”.
To post the settlements, click on “Post Selected” and then “Submit” and it will post the settlements.
Step 6.
Click on “Posted” and on this page you can find every single posted settlement for every driver and the day when it was posted. You can use the “Driver” filter to only look at posted settlements for one driver or you can choose a specific payment date to only show you what you have posted for that period.
You have a few buttons that can help you:
Export - to export an excel file with settlement information.
Export Payment List - to export an excel file with a list of Drivers with their net amount.
Ach file Export - to export ACH file.
Print - to print the settlement page.
Save as PDF - to save the settlement page as a PDF.
Send Email - to email the drivers their settlements.
Print check - to print the driver check.
Billing & Settlement / Add Deduction
Step 1.
Select a driver on the Driver List and select a load(s), then click on Deduction button
Step 2.
Click on Add button
Step 3.
Enter amount and description and click Save
Step 4.
If you are missing a deduction in the drop-down menu, you can create the deduction through SmartBoard in Administration > Support Tables > Deductions. Please navigate to Administration > How to use Support Tables if you would like additional information on how to create the deduction.
Billing & Settlement / Transfer Deduction
You can move deductions from one driver to another
Safety-> Drivers -> “Select driver” -> Deductions
Step 1.
Click on “Transfer Deductions” to switch to Yes.
Step 2.
Select the preferred deductions you would like to transfer.
Step 3.
Select the “Driver” you wish to transfer the deduction to from the Choose Driver drop down, enter the Starting Date of the deduction for the new driver and click TRANSFER
You will receive a notification “Deductions successfully transferred.”
In the deduction history column for the Original Driver the deduction was assigned to, you can see which Driver the deduction was transferred to and when it was transferred.
For example, this is the Deduction History for driver Michael Jordan.
In the deduction history column for the driver the deduction was transferred to, you can see a list of Drivers that were assigned to the deduction in the past, the period they were assigned, how many deductions were taken and total amount.
For example, this is the Deduction History for driver Charlie Johnson.
Billing & Settlement / Discard Deduction
Step 1.
Select a driver from the Drivers List on the Settlement Processing page, select a deduction and click on DISCARD DEDUCTION
Step 2.
Select OK if you are sure you want to discard the selected deduction.
Step 3.
Select a Reason why would you like to discard this deduction and click Close.
There are 4 reasons for discard deduction:
- DUPLICATE DEDUCTION (when accidently you have entered same deduction twice)
- VACATION (when the driver is on vacation for a extended period of time and you would like to waive the specific deduction for that certain period of time)
- SICK LEAVE (when the driver is on sick leave for a extended period of time and you wouldn’t charge him for certain deductions for that period of time)
- SYSTEM DISCARDED (rarely used for deductions discarded by the System)
Step 4.
The discarded deduction will disappear from the Settlement page and can be found on the DEDUCTIONS CALENDAR.
Billing & Settlement / Deduction Calendar
Click on DEDUCTION CALENDAR under SETTLEMENT tab on the Left Side Menu
All deduction will be marked with different color
- 1. The green color deductions would represent the deductions that were deducted already;
- 2. The red color deductions would represent the deductions that are pending and have not been deducted from the driver yet, and
- 3. The gray color deductions
would represent the discarded deduction.
The DEDUCTION CALENDAR can be viewed in two formats: MONTH or AGENDA.
Use the filters above the Calendar by Driver, Deduction Type, Paid Status and Frequency to decide which deductions to view on the Calendar.
You can select the AGENDA to display results by year, by quarter or by month and you can download in a .pdf format the shown deductions list.
Billing & Settlement / Add Reimbursements
Step 1.
Select a driver on driver list, select a trip(s) and click on Reimbursement button.
Step 2.
Click on Add button
Step 3.
Enter description, amount and select an account from which to pay reimbursement.
Step 4.
If you are missing a reimbursement in the drop-down menu, you can create the reimbursement through SmartBoard in Administration > Support Tables> Reimbursements. From here you will choose which account the reimbursement will be for and whether it should be included in 1099.
Please navigate to Administration > How to use Support Tables if you would like additional information on how to create the reimbursement.
Billing & Settlement / Add Recurring
Reimbursements
Step 1.
Go to Safety -> Drivers-> select the Driver-> click on the Reimbursements button.
Step 2.
Choose your reimbursement type and connect it to a GL Account.
*You can add additional Reimbursement Type under Administration -> Support tables.
Step 3.
Select the Recurring type, enter the Reimbursement Amount and enter Start Date.
Please note: There is also an option to set the reimbursement such as “Referral Bonus” as a percentage of revenue by choosing the “Gross Percent” checkbox. You will enter the % and the Referral Bonus amount will show on the driver settlement.
Billing & Settlement / Set Up Fuel Card Provider
Step 1.
Click on Support Tables under Administration.
Step 2.
Select Fuel Card Provider from the drop down menu.
Step 3.
Click on Add to add the Fuel Card Provider.
Step 4.
Enter the Name of the Fuel Card Provider, connect with the General Ledger Fuel Account, select the Fuel Card Provider Import Template and click Save.
Billing & Settlement / Import Fuel Report
Step 1.
Click on Import Fuel Report under Settlement.
Step 2.
Select the available Fuel Card Provider Import Template and click Choose File. File needs to be .xlsx format.
Step 3.
Click Submit.
Billing & Settlement / Import Toll
Step 1.
Select Import Toll under Settlement menu.
Step 2a.
To import Toll from CSV click on “Choose File”, select the file and click on Submit.
After importing the Toll, all the Toll transactions will appear on the table.
Important note
To have the Toll transactions appear on the Settlement of the driver, you need to put the Transponder number in IPass filter (Safety > Trucks)
Step 2b.
To Import Toll from BestPass choose the dates and click on “Get Tolls”.
After importing the Toll, all the Toll transactions will appear on the table.
Important note
Smartboard will add the Toll transactions in the settlement of the driver through the license plate of the truck.
Billing & Settlement / Export Ach File
Step 1.
Before you are able to export the ACH file for your statements, first you must add bank account information for your company and for your drivers.
1.1. For your company bank account information: Click on Administration > Company Info and enter your Bank information (Account number, Routing number, Bank name)
1.2. For the driver’s bank account information: Click on Safety > Drivers and add the bank information in “Settlement details”
Step 2
Select “Settlement Processing” and in the Settlement Parameters window, click on “Posted” to see a list of all of your posted Settlements. (using the filters you can do this for a specific driver or choose the date of posting).
2.1. Select a statement (can be one or multiple statements) scroll down and click on “Ach file Export”then a window will appear where you will have to confirm the ACH date. Once you have confirmed the date, a notepad will download with your ACH information.
