Freight charges

Settlement Clerk records freight and service charges against the load that generated them. Linehaul, fuel surcharge and accessorial charges remain distinguishable from detention, layover, toll and service fee items. Each charge carries its amount and currency, allowing the team to explain the bill without combining unlike amounts or losing the reason for an additional charge.

Billing state provides a separate view of commercial progress. A Draft charge needs review; an Invoiced charge has reached the billing handoff; Paid reflects a confirmed collection outcome. The delivery team can finish the transport work while the charge review remains open for investigation.

Prepare each charge with the correct load and type. Check the amount against the customer’s agreed commercial terms and the evidence of what happened. Delivery times and attached documents can help explain detention or a service charge, while the actual billing agreement remains the reference for the amount entered.

• Separate the charge types. Keep a linehaul amount distinct from a later detention or toll item so the reviewer can follow the reason.
• Review before billing. Check the amount, currency and load reference before moving the charge from Draft to Approved.
• Follow the external result. Record the invoiced date and billing state as the accounting and collection outcomes become known.

Agree who reviews charges and which supporting documents they need for each type. Define how the team handles a rejected commercial claim or a charge that must be Void. Decide where the customer agreement lives and how the reviewer finds it during the billing handoff.

Choose the accounting connection and the person responsible for reconciling exported or manually entered charges. Keep amounts grouped by currency throughout the review. Agree the evidence needed before marking a charge Paid, including how a partial collection is handled in the connected accounting process before the local charge reaches its final state.

A load arrives at the delivery location but waits before the receiver accepts it. Delivery Coordinator records the stop progress and delivery confirmation. Settlement Clerk prepares the linehaul charge and a separate detention charge, using the agreed amount and currency for each.

Transport Manager checks the operational evidence while Settlement Clerk checks the commercial basis. The detention claim stays in Draft until its amount is resolved. The linehaul item can be reviewed on its own merits. During rehearsal, ask the clerk to explain which amounts are ready for invoicing and which remain unresolved. Then record the external invoice outcome and confirm that the invoiced date belongs to the correct charge. Repeat with a Void item and ensure it is excluded from the billed total under review.

• Freight charge review — Draft charge items with their load, type, amount and currency.
• Delivery proof review — Delivery evidence that still needs attention before a disputed charge can be resolved.

Follow Review and complete settlement for the related evidence checks. Agree the billing handoff in integrations and compare charge states through reports.