Accounts Receivable
Bill / Charge Codes Setup
← Back to Bill Codes Menu AR Menu Standard Key Words

Bill Codes Entry / Update

The Bill Codes Entry / Update screen defines the charge items used throughout ATS billing and AR workflows. Each Bill Code controls description, default amounts, GL posting behavior, reporting groups, and (if enabled) AP payouts and mappings to external accounting systems.

Field Descriptions

# Field Description
— Bill Code Unique 2 or 3-character identifier for the charge (e.g., 02).
1 Description Label printed on invoices/reports (e.g., “Entry Fee”).
2 GL Revenue Acct # Revenue account used when posting this charge (e.g., 4010).
3 GL Payout Acct # Offset/remittance account used for payouts. If the Payout Acct# is the same as the Revenue then system will treat the charge as a pass-through.
4 GL Adjustment Acct Optional account for adjustments to this billing item.
5 Status (A/I) A= Active, I= Inactive. Inactive codes cannot be used on new transactions.
6 Standard Vendor # Default vendor record for AP linkage (when applicable).
7 Standard Amount Default amount auto-filled during billing (overridable by user).
8 Profile Code Optional grouping/profile for advanced reporting or pricing logic.
9 Sales Report Group Bucket used on Sales Reports (e.g., group A). - Used only in Sales Analysis reports.
10 Misc Report Group Additional report categorization. - Used only in Sales Analysis reports.
11 Search Code Secondary lookup key (e.g., 7501) for fast search/filter.
12 AP Payout Option (Y/N) If Y, creates AP items for vendor payout; N disables AP linkage.
13 Rate Type (F/W/Q/C) F=Flat, W=Weight, Q=Quantity, C=Cubic.
14 Associated Code Optional companion bill code inserted together with this one.

External Accounting Integration

These prompts map ATS bill codes to your external accounting programs (e.g., QuickBooks).

# Field Description
15 Ext Actg Item Number External item/service code in the target accounting system.
16 External Rev Acct External revenue account mapping.
17 External Payable Acct External AP/payable account mapping for vendor disbursements.

Applications & Department Assignment

This two prompts allows you to limit where this bill code can be used. First limited by FasTrax Module and secondly by Department.

Application: Controls which ATS modules may use this bill code. If field is left blank then Bill Code is usable by all modules.
  1. CB – Customs Brokerage Charges
  2. IB – Import Breakbulk Charges
  3. AR – AR Manual Billing
  4. EM – Air Export Mawb Charges
  5. ED – Air Export Dawb Charges
  6. EH – Air Export Hawb Charges
  7. OE – Ocean Export Charges
  8. CM – Credit Memo Charge Codes
  9. IW – Inventory Warehouse
  10. FB – Freight Brokerage
Valid Depts: Limits usage to specified internal departments. Enter / to view the complete list. Leaving it blank makes it usable by all Departments.

Command Line Options

Key Action
Q Quit without saving.
S Load station defaults.
H Print a hard copy of the Bill Code listing.
P Post (save) the record to make it available for billing.

Best Practices

  • Confirm all GL accounts with Accounting before posting to production.
  • Prefer deactivation (Status = I) over deletion for auditability.
  • Use consistent Search Codes to speed lookups across AR screens.
  • For QuickBooks or other integrations, coordinate item and account mappings with the finance team.