Trux Pay for Customer Admins

Contents

Click on a topic below to jump to that section of this user guide.

Overview
Adjustments
Fuel Surcharges
Freight Rate Management
Accounts Receivable
Pay Screen

Overview

What is Trux Pay?

Trux Pay is a suite of features that enable Trux Materials customers to maintain a comprehensive financial data profile of completed work, including additional charges and adjustments as needed. This transactional data is then used to facilitate payments to haulers and provide accounts receivable information for use in invoicing customers.

What is a Transaction?

When a dispatch assignment is completed and processed, events create and update transactions.  This transactional data is then used to facilitate payments to haulers and provide accounts receivable information for invoicing your customers.

Roles and Permissions

Trux Pay introduces a new Customer Admin role. This role has access to manage your organization’s Trux Pay configuration, including the application of adjustments, dispute resolution, etc. The following table describes permissions for this new role as compared to the existing Dispatcher role.

Permission	Dispatcher	Customer Admin
View adjustment types		✓
Create adjustment types		✓
Edit adjustment types		✓
Activate/Deactivate adjustment types		✓
View fuel surcharge (FSC) tables		✓
Create fuel surcharge tables		✓
Edit fuel surcharge tables		✓
Assign default fuel surcharge table (Entity, Sales Order, Origin)		✓
View FSC % applied on Dispatch Order	✓	✓
Exempt SC at the Dispatch Assignment level		✓
Visibility if a Sales Order Item (SOI) is exempt from an FSC	✓	✓
View customer freight rates and hauler freight pay rates on SOI	✓	✓
View customer freight rates and hauler freight pay rates on Destination	✓	✓
View customer freight & hauler freight pay rates on Dispatch Orders	✓	✓
Visibility if a Sales Order’s freight rates are allowed to be overridden		✓
Override customer freight rates on SOI when applicable		✓
Override customer freight rates on Destination when applicable		✓
Override hauler freight pay rates on SOI		✓
Override hauler freight pay rates on Destination		✓
Search and view transactions on Pay screen	✓	✓
View For Review tab		✓
View Unmatched Scale Tickets tab		✓
Mark a transaction as disputed		✓
Resolve a disputed transaction		✓
Create an adjustment on a transaction (including bulk adjustments)		✓
Delete an adjustment on a transaction (not yet closed)		✓
Edit freight rates on Pay screen (including bulk edits)		✓
Ticket changes (including bulk changes)		✓

 

Adjustments

Overview

An adjustment refers to an additional freight charge and/or pay item or a modification made to financial records to correct an error, reflect new information, or align the records with the actual situation.

Examples of common adjustments in Trux Pay

• Fuel Surcharge
• Freight Minimums
• Detention

Automatic Adjustments

Automatic adjustments are applied automatically to each load based on the load quantity after the scale ticket is matched to the load. There are two types of automatic adjustments currently available in Trux Pay:

• Fuel surcharge (FSC) follows the FSC rules engine and applies the appropriate fuel surcharge adjustment on each load.
• Freight minimums are defined on each scale ticket to ensure a hauler is fairly paid for a load that may be under a minimum material quantity. The adjustment is created to pay the difference between the actual quantity and the freight minimum quantity.

Manual Adjustments

• Stand By Time
• Detention (wait time)
• Duration
• Quantity
• Other

Creating and Managing Adjustments

Adjustments in Trux can be configured in many different ways to align with your business practices. Users with the Customer Admin role can create and view adjustments on the SETTINGS screen on the Trux Pay tab. Click +ADD ADJUSTMENT TYPE to create an adjustment.

 

 

Complete the following fields on the Create Adjustment Type modal:

1. 1. Reason: The description of the adjustment that will appear on an adjustment drop down for Customer Admins to choose from when adding adjustments to specific transactions.
   2. Category: This is a list of pre-populated categories that will assist in correct revenue/expense allocation in your General Ledger.

• • • Fuel Surcharge
    • Detention
    • Duration
    • Quantity
    • Other

1. 3. Unit: The unit of measure to be used for hauler pay and customer invoicing

• • • Hourly
    • Each
    • Percentage

1. 4. Customer Rate: The rate the adjustment charges back to the customer for Accounts Receivable.
   5. Hauler Rate: The rate the adjustment pays the hauler for Accounts Payable.
   6. Default Chargeback to Customer: When checked, applies a default chargeback adjustment to the customer.
      Requires Description: When checked, requires the user to add a description on the adjustment.

Adjustments can be deactivated, reactivated, and deleted, but they cannot be edited. Adjustments can move back and forth between active and inactive. Once deleted they cannot be reactivated. Inactive adjustments are excluded from the list of available adjustments that can be added to transactions. Adjustments can also be reordered via drag & drop for the order of the drop down.

Click the slider to move an adjustment from the Active to the No longer used state and back.

Fuel Surcharges

Overview

A fuel surcharge (FSC) is an additional fee added to the base cost of a service to cover the fluctuating costs of fuel. In Trux Pay we take a percentage and apply that percentage to a hauler’s pay rate.

For example:

• Fuel surcharge: 9.255%
• Quantity hauled: 23.21 tons
• Freight Rate: $4.25 / ton

Calculation: 23.21 x $4.25 = $98.64 x 9.255% = $9.13 FSC adjustment

The fuel surcharge percentage is determined by one of two methods.

1. Importing the percentage or exemption flag from the Sales Order Product drilldown in Apex. Dispatch Orders created from a sales order item will inherit the fuel surcharge configuration, and will be visible to all users on the Dispatch Order modal, OR
2. Calculated using a fuel surcharge table and the current Energy Information Administration (EIA) diesel fuel price index for the week.

Dispatchers can hover over the FSC percentage on the Create Dispatch Order modal to reveal which of the two methods above were used to calculate the FSC percentage on a dispatch order, including which surcharge table was used in the case of the latter method.

Creating and Managing Fuel Surcharges

Fuel surcharges will be applied according to the following hierarchy (from highest to lowest):

1. Flat FSC% imported from a SOI
2. Sales Order header tables
3. Origin Profile tables
4. Entity default tables

Fuel surcharges are located on the SETTINGS screen on the Fuel Surcharge tab. The FSC page is broken down into two sections:

1. The left section is the current FSC table.
2. The right section is the EIA diesel fuel price index for the week.

The index is automatically updated every Monday at 5pm EST unless there is a federal holiday, in which case the system will try to update every eight hours until successful.

Click CREATE to create a new fuel surcharge table.

1. Give your FSC table a descriptive Table Name. This is what is shown in the origin location management screen and the edit Sales Order modal.
2. Check to set this table as the default for your entity. There can only be one default table per entity.
3. Upon creating a new table, the user must pick the Petroleum Administration for Defense Districts (PADD) in which the index will be based off.
   
   PADD: Petroleum Administration for Defense Districts
   
   PAD District 1 (East Coast) is composed of the following three subdistricts:
   Subdistrict 1A (New England): Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont.
   Subdistrict 1B (Central Atlantic): Delaware, District of Columbia, Maryland, New Jersey, New York, Pennsylvania.
   Subdistrict 1C (Lower Atlantic): Florida, Georgia, North Carolina, South Carolina, Virginia, West Virginia.
   PAD District 2 (Midwest): Illinois, Indiana, Iowa, Kansas, Kentucky, Michigan, Minnesota, Missouri, Nebraska, North Dakota, South Dakota, Ohio, Oklahoma, Tennessee, Wisconsin.
   PAD District 3 (Gulf Coast): Alabama, Arkansas, Louisiana, Mississippi, New Mexico, Texas.
   PAD District 4 (Rocky Mountain): Colorado, Idaho, Montana, Utah, Wyoming.
   PAD District 5 (West Coast): Alaska, Arizona, California, Hawaii, Nevada, Oregon, Washington.
   

4. Enter the Effective Date (the date after which the FSC will be effective)

5. Enter a Description of the FSC.

6. Click CREATE.

Once the table is created, you can add as many rows of index values to percentages as needed. The following is an example of how index values and percentages impact fuel surcharges:

Let’s assume that diesel fuel in our PADD is currently $4.101 / gallon

 

Find the highest index value in the table that doesn’t go over the current price of fuel, and that is the FSC percentage. In this example, $4.00 @ 6.00% is the FSC percentage.

Applying FSC Tables to Origins and Sales Orders

Fuel surcharge tables can be applied to origin locations and/or Sales Orders to provide custom or predetermined fuel surcharge rates for a location or contracts.

To apply a surcharge table to an origin, go to the LOCATION screen and select a surcharge table from the Fuel Surcharge Rate Table dropdown.

If you select an override at an origin, then all DO's from that origin will use the selected table.

To apply a surcharge table to a Sales Order, go to the DISPATCH screen and select a surcharge table from the Fuel Surcharge Rate Table dropdown.

So what does this mean? Choosing a table for a Sales Order will mean that all DO's created from that Sales Order will use that FSC table.

FSC Exemptions and Assignments

When creating an assignment a Customer Admin may manually disable FSC for that particular assignment.

Other automatic exemptions include; 

• Exempt status imported on product, making the entire DO exempt
  
  
  
• Hourly assignments
  
  
  
• Internal haulers
  
  

FSC Hauler Views

Haulers don’t see the fuel surcharge percentage in the Trux Drive app. Instead, they see a fuel pump icon indicating the assignment is eligible for a fuel surcharge.

 

The reason we only show the icon is because we allow the fuel surcharge percentage to change up till the first hauler punches in on the dispatch order. Then the fuel surcharge percentage is locked for all assignments on that dispatch order.

 

Only a hauler’s remittance statement shows the final fuel surcharge percentage on the adjustment line item. Dispatchers can see this in the assignment panel in the Pay screen.

Freight Rate Management

Overview

Freight Rates allow for the customization of truck-specific rates on a Dispatch Order. They also allow for mixing and matching of pay units (e.g., load, ton, hour) between the hauler pay rate and the customer charge rate on a given order. For example:

Truck	Hauler Pay Rate	Hauler Pay Unit	Customer Rate	Customer Unit
Tri Axle	$4.00	Ton	$4.50	Ton
Dump Belly	$120.00	Load	$4.25	Ton

 

Freight Rates work in a hierarchy as there are many different areas where customized rates can be created. From Lowest to Highest Importance:

1. Imported Base Rate
2. SOI Rates
3. Destination Rates
4. Fleet Hourly Override Rates

NOTE: It should be noted that custom rates in the Trux platform will be overwritten if new rates are then imported again.

Sales Order Item Rates

Freight Rates allow a dispatcher to customize the freight rates on a Sales Order Item (SOI). All Dispatch Orders will then inherit these rates. Hover over the $ on a SOI to view the current freight rates by truck type.

To modify the freight rates on a SOI, select Edit Sales Order Item on the SOI  menu. Then select the truck types you wish to override and click “Save Changes”.

 

Destination Override

Destinations can also have specific rates as required. To modify the freight rates on a destination, either edit an existing destination or create a new destination. Then select the Customize Trucks and Rates for this location check box, add the rates for each truck type, and save the rates.

 

Once an assignment is scheduled, ie the hauler accepted, the rates on the assignment will not reflect any additional rate changes done to the SOI or the destination. Rate changes will need to be made after the assignment is completed at that point.

Fleet Hourly Override

Some haulers may have specific contracts to haul on an hourly rate. These rates are managed on the FLEET screen. To set the hourly rate for a specific hauler:

1. Find the hauler for whom you would like to set the hourly rate and select Hourly Rate from the shortcut menu.
   
2. Select the truck type(s) from the dropdown list, enter the appropriate rate for each truck type, and click SAVE RATE.
   
   
   
3. Hover over the $ icon to view the hourly rates that you created for the selected hauler.
   

Accounts Receivable

Pay Screen

The PAY screen is a new screen that allows a Customer Admin to:

• Get a summary of pay transactions in a period
• Search for specific transactions
• Resolve disputed transactions
• Resolve unmatched scale tickets

When you first come to the PAY screen, you will see a Work Week summary presenting you with an overview of activity and actions for the selected week.

Searching for Transactions

There are multiple ways to search for transactions on the PAY screen, Transactions tab:

 

Each search type will offer different results filters.

Search Type	Filters
Ticket #	NA
Dispatch #	Status, Driver
Assignment #	NA
Driver Name	Time Period, Status
Origin Location	Time Period, Status, Driver
Driver Entity	Time Period, Status, Driver
TRUX ID	Time Period, Status
Sales Order #	Time Period, Status, Driver
Customer Name	Time Period, Status, Driver

 

Outside of directly searching for a scale ticket, all returned results are by assignment.

Transaction Actions

A Customer Admin can take the following actions on one or more (bulk) transactions depending on the status of the transaction(s):

• Edit rate
• Create adjustments
• Resolve disputed assignments/loads
• Dispute work that hasn’t closed
• Modify scale ticket data for loads that have scale tickets
• Add a note

When creating a new adjustment directly on an assignment, by default this adjustment will go on the last scale ticket in the assignment unless specified. Select Create Adjustment from the transaction menu, select the Adjustment Type, and click SUBMIT.

 

Assignment Detail View

The assignment summary is separated into three sections.

1. Details - Similar to a receipt of work, the Details section includes the details of the job, including the truck, payment details, material, customer, start and end locations, and instructions.
2. Loads - Each completed load is listed along with any adjustments and scale ticket information. You can view and download an individual or all tickets from this view.
3. Activity - A historical activity log of the transactions within the assignment. Customer Admin users can add notes that are viewable by other Customer Admins within the same entity.

Clicking on any adjustment row will reveal the details of that adjustment.

 

Applying Manual Adjustments

Customer Admins can apply a manual adjustment to a load in one of two ways:

1. Browse to the specific load and choose Create Adjustment from the menu.
   
   
   
   

2. Alternatively this can be done at the assignment level and the user can choose which scale ticket in the adjustment form. Depending on the type of adjustment being applied, the fields in the Create Adjustment form may vary. For example, percentage-based adjustments calculate the adjustment based on the hauler freight pay rate multiplied by a percentage while quantity-based adjustments will ask for a quantity to apply.

   The estimated net adjustment amount and how it was calculated prior to submitting is shown at the bottom of the adjustment form.
   
   

You can delete a recently-made adjustment in case of an error. As long as the adjustment hasn’t closed, the adjustment can be removed. It does not show in the assignment activity or to the hauler, however the deleted data still exists in the database for integrity.

 

Editing Pay Rates

To change the pay rate on an assignment, select the assignment, click the actions/shortcut menu, and select Edit Rate.

 

Then adjust your Pay Rate and Charge Rate and click SAVE. NOTE: You cannot change the unit, and the change must occur before the assignment is Closed.

 

Transaction Management/Dispute Resolution

The For Review page highlights all dispatch orders and their related disputed assignments that need to be reviewed.

1. A numeric badge on the For Review tab indicates the total number of assignments with one or more disputed loads.
2. The left column displays Dispatch Orders with a badge representing the number of total assignments with one or more disputed loads and are sorted from newest to oldest.
3. The middle column displays Dispatch Assignments with one or more disputed loads for the selected Dispatch Order.
4. The right column displays the selected assignment that requires review/action.
5. The numeric badge on each Dispatch Order indicates how many disputed loads associated with that order are available for review.

Use the available filters to find specific assignments for review for the selected date(s). These filters can be combined to find the exact data needed.

• Dispute Reason
• Sales order
• Origin Location
• Driver

 

Modifying Ticket Data

Customer Admins can make “low-level” edits to ticket data that impacts hauler pay. When selecting transactions from the transaction screen, note that you’re selecting an assignment and all scale tickets in that assignment will be loaded.

 

The Modify Ticket Data modal displays all relevant information about the scale ticket, some of which cannot be modified. Key data that cannot be modified include the Ticket Date/Time, Ticket #, and Ticket Quantity. You cannot mix and match rates and units on a single assignment.

 

Some ticket data has dependencies on higher-level data that you cannot change. For example, you can’t change a product if it doesn’t align to a sales order.

 

Selecting a product may update the freight rate and freight rate unit. These freight rates will use the product and destination to determine the rate / unit.

Ticket Matching

The Unmatched Tickets tab shows all tickets that could not be matched by the Trux integration, typically within 96 hours of receiving the scale ticket. The right side shows any unmatched loads related to the DO# used on the selected ticket.

 

Updating incorrect ticket data (e,g, missing DO# or wrong Trux ID) triggers an automated ticket matching process. Users are required to enter the Quantity (duration in minutes) for hourly tickets.