Balance due workflow

A user can trigger the balance due operation for a freight bill detail charge in any of the following scenarios:

A carrier has not included an expected charge for the freight bill detail.
The amount for a freight bill detail charge is less than the corresponding voucher charge amount.

A balance due charge can be created for a charge ID of a matched voucher if the amount for the freight bill detail charge is less than the voucher charge amount.

The following are the immediate outcomes for the charge ID when the user triggers the balance due operation:

A balance due charge is created as a negative voucher adjustment and is equal to the difference between the approved amount for the freight bill detail charge and the voucher charge amount.
The voucher charge amount is reduced to match the freight bill detail charge amount.

When the freight bill associated with the freight bill detail is subsequently processed by the A/P Transaction Generation process, an additional voucher with the same reference number as that of the freight bill detail is created. The additional voucher has balance due charges that offset the negative balance due charges of the original voucher. The additional voucher can be used to settle any additional freight bills that the carrier may later send for the same freight movement.

Example for the balance due workflow

Consider a voucher, VCHR-100, with the reference number as Load-XYZ. Let CHG1 and CHG2 be the charge IDs for VCHR-100. The freight bill detail associated with the voucher has a charge amount of 100 only for the CHG1 charge.

The following tables provide an overview of the voucher charges and freight bill detail confirm page after a freight bill detail has been created and matched to VCHR-100:

Voucher charges

Voucher number	Reference number	Charge ID	Charge type	Voucher charge amount	Voucher status	Voucher type
VCHR-100	Load-XYZ	CHG1	Original	200	Accrual Pending	Initial

Freight bill detail confirm page

Charge ID	Net amount(Freight bill detail amount)	Voucher amount	Variance amount	Variance %	Freight bill detail status (Assumed)	Is the creation of balance due charges allowed
CHG1	100	200	-100	-50	Matched Variance	Yes
CHG2	NA	150	-150	-100	Unmatched	Yes

Since the freight bill charge amount is less than the voucher charge amount for CHG1 and CHG2, the user can trigger the balance due operation for these charge IDs.

When the balance due operation is performed, the balance due charges are created on the matched voucher as a negative amounts for CHG1 and CHG2. The balance due charges are equal to the difference between the freight bill charge amount and the voucher charge amount of CHG1 and CHG2 respectively. The voucher charge amount for CHG1 and CHG2 is reduced to match the corresponding freight bill charge amount.

The following tables provide an overview of the voucher charges and freight bill detail confirm page after the balance due charges are created:

Voucher charges

Voucher number	Reference number	Charge ID	Charge type	Voucher amount	Status	Voucher type
VCHR-100	Load-XYZ	CHG1	Original	200	Accrual Pending	Initial

Freight bill detail confirm page

Charge ID	Net amount(Freight Bill detail amount)	Voucher amount	Variance amount	Variance percentage	Balance due amount	Status
CHG1	100	100	0	0	-100	Approved
CHG2	NA	0	0	0	-150	Unmatched

Since CHG2 does not have the corresponding freight bill detail charge, the status of CHG2 remains Unmatched though a balance due charge is created for CHG2.

When the freight bill associated with the initial voucher VCHR-100 is processed by the A/P Transaction Generation process, the original and balance due charges that are created for CHG1 and CHG2 are closed. A post charge voucher, VCHR-101, with the reference number as Load-XYZ is created. The post charge voucher has balance due charges CHG1 and CHG2, which offset the negative balance due charges of the initial voucher VCHR-100. VCHR-101 can be used to settle any additional freight bills that the carrier may later send for the same load.

The following tables provide an overview of the status for the initial and post charge vouchers after the A/P Transaction Generation process is run:

Initial voucher status

Voucher number	Reference number	Charge ID	Charge type	Voucher amount	Status	Voucher type
VCHR-100	Load-XYZ	CHG1	Original	200	Closed	Initial
		CHG2	Original	150	Closed
		CHG1	Balance Due	-100	Closed
		CHG2	Balance Due	-150	Closed

Post-charge voucher status

Voucher number	Reference number	Charge ID	Charge type	Voucher amount	Status	Voucher type
VCHR-101	Load-XYZ	CHG1	Balance Due	100	Accrual Pending	Post Charge