Freight and Trip Charges

Finance Officer works with charges attached to freight orders and charges attached to trips. A freight charge identifies Linehaul, Fuel or Accessorial, an amount and an invoice reference. A trip charge carries its charge description, amount and a status of Draft, Approved or Invoiced. The parent record establishes which piece of work the charge concerns.

These charge records support preparation and the invoicing handoff. An approved trip charge is posted through the charge action. The team agrees the billing connection separately and checks its result before treating the charge as an issued invoice. Delivery confirmation remains an operating decision; the charge still follows its own preparation and approval path.

• Order charges. Use the freight order for the customer-lane charge context. Identify the linehaul, fuel or accessorial amount and retain its invoice reference when available from the billing process.
• Trip drafts. Prepare the charge against the intended trip and inspect the amount and description. Keep Draft work visible until the agreed approval decision has been made.
• Approved posting. Finance Officer posts eligible Approved trip charges through the configured action. Check the resulting invoicing handoff and retain enough context to reconcile the posted charge with its parent trip.

Agree the billing currency used for charge amounts and the convention for charge descriptions. Define how order charges and trip charges are reconciled so the same commercial charge is not counted twice simply because it appears in different operational contexts. Keep totals meaningful by comparing amounts under the same agreed currency convention.

Assign the charge-approval decision to Transport Reviewer during setup and rehearse its supported action authority. Define what supporting trip and delivery evidence the reviewer checks. Also establish how the accounting connection returns an invoice reference or posting outcome, who investigates a failed handoff and how the team recognizes an already posted charge before retrying.

Use a completed delivery with a linehaul amount against the freight order and a separately explained trip charge. Finance Officer shows which parent each amount belongs to and prepares the trip charge in Draft. Transport Reviewer checks the intended amount and evidence before approving it.

Post the approved charge and inspect the result expected by the billing process. Repeat the rehearsal with a Draft charge and confirm it does not bypass the approval prerequisite. Then inspect a charge already recorded as Invoiced before attempting any repeat action. The finance team should identify the existing handoff and avoid treating a stored invoice reference as evidence that cash has been collected.

• Trip Charge Drafts — Amounts and descriptions being prepared for the agreed charge decision.
• Approved Trip Charges — Eligible charges awaiting the posting handoff.
• Freight Charge Register — Order-based linehaul, fuel and accessorial amounts with invoice references.

Use trip charge approval and posting. Review connections before handing charges to the customer’s accounting system.