Accounts Receivable — Auto Billing Setup
Invoice Auto Billing and Default Charges Setup
← Back to Create Invoices ← Back to Invoicing Menu ← Back to AR Menu

Overview

This guide explains how to configure default billing charges, setup customer for auto-billing, set billing shipper/customer charges association.

Required & Optional Actions

  • Setup Customer for Auto-Billing - (Required)
  • Setup Default Charges at various levels. - (Optional)
    • Department Level - (Required)
    • Customer Level - (Optional)
    • Shipper (Grower) Level - (Optional)
    • Shipper/Importer Relation Level - (Optional)

How it works

When the Create Invoices program is run, it generates invoices for all files within the specified date range and for the selected customers. If A (All) is chosen for customers, only those marked for Auto Billing will be included.

The program evaluates each file to determine applicable charges based on the following hierarchy:

  1. Shipper/Importer Relation Charges: If a shipper/importer relation exists with defined charges, these take precedence and are applied to the invoice.
  2. Standard Shipper Charges: If no relation-specific charges are found, the program checks for standard charges defined at the shipper (grower) level.
  3. Customer Default Charges: If neither of the above are defined, it looks for any default charges set at the customer level.
  4. Department Default Charges: Finally, if no other charges are specified, the program applies default charges defined at the department level.
  5. If the user has entered Work-in-Progress (WIP) charges during entry creation, those charges will automatically be included on the invoice. Additionally, any advance payments associated with the file will be applied as part of the billing process.

This hierarchical approach ensures that the most specific and relevant charges are applied to each invoice, reflecting any unique agreements or arrangements with customers and shippers.

Setup Customer for Auto-Billing

Navigate to the AR Main Menu → Setup & Maintenance Menu → Customer Master Entry.
Enter Customer Account or Name then at the command line enter B for Billing screen. On the Billing screen, set the Automated Billing field to Y to enable automatic invoice creation for this customer.

Additionally, if invoices should be directed to a different account, you may update the Bill To Account# field accordingly.

Setting Customer Default Charges

In cases where a customer’s billing structure differs from the Department-level defaults, you can configure their own set of default charges. These charges will automatically apply to every invoice generated for that customer.
To set this up:

  1. From the Main Customer Screen, enter C at the command line to open the Customs Brokerage section.
  2. Then press B to access the Billing Charges sub-screen.
  3. On this screen, you can define customer-specific charges that override department defaults.
  4. Remember to press P to save your changes.

NOTE: Charges defined here take precedence over Department-level defaults but can be further overridden by Shipper/Importer relation charges or standard Shipper charges if those are set up.
Department blank → charge applies to all departments.

Department Default Charges

Navigate to the AR Main Menu → Setup & Maintenance Menu → Department Setup.
Enter your Department Code then at the command line enter M for Miscellaneous then enter C for Charges. Add charges as needed. These charges will be added to invoices that do not have specified charges defined at the customer, shipper, or shipper/importer relation level.

Make sure to press P to Post changes.

Charges by Shipper / Importer Relation

To set up importer associations for a shipper or grower:

  1. Navigate to the Shipper/Grower/Manufacturer Setup Screen.
  2. Enter the Shipper Account or Name to load the relevant profile.
  3. Select the Primary Distributor/Imporer.

The Primary Distributor/Importer field is automatically populated when a Proforma Shipment is created.
If no shipment has been created yet, you may manually assign the primary importer in this field.
If the shipper works with more than one importer, press A for Add to include additional importer relationships.
Each importer can be configured with its own billing charges and department-specific logic if needed.

After selecting/adding the Importer, add charges that apply when that importer ships with a specific Shipper/Grower. Leaving the Department blank applies to all departments.

  • Example: Bill To = ACETEST and Shipper = JOSE VALENTINO → Entry Fee $45.00 in Department 01.
  • Department blank → charge applies to all departments.

Standard Shipper (Grower) Charges

From the Grower’s Modify Line screen, press H for C(H)arges to open the sub‑screen and define default charges whenever this shipper is used—regardless of importer.

  • Example: For Shipper JOSE VALENTINO add Entry Fee $45.00 and Special Handling $4.00.