MACH VBS. External Haulier User Guide. VBS Invoicing User Manual. Version 2.0 Issue Date: 1 st January 2016

Transcription

1 MACH VBS External Haulier User Guide Version 2.0 Issue Date: 1 st January 2016 VBS Invoicing User Manual

2 Introduction This USER MANUAL provides an explanation of the functionality in the New MACH VBS system supporting HAULIER enquiries on current month VBS charges as well as invoices for previous months. The functionality in principle works in a very similar way to the old system and is very simple to use and the following pages provide an explanation of the functionality. Note: There is one specific difference to the way that new MACH VBS presents information on NO SHOW charges which is explained below. This change is only associated with the way data on NO SHOWS is provided and is not associated with any changes to the logic for NO SHOW charges. NO SHOW CHARGES No show charges occur as a result of several situations with bookings and in the old VBS system there was no differentiation. In New MACH VBS these different situations are differentiated for more clarity and will be displayed on charge summaries and invoices as follows: NO SHOW- BOOKINGS Standard no show situation where booking made and haulier does not arrive by end of slot + any extension NO SHOW- CANCEL: A booking has been cancelled and no subsequent booking for that Category for that slot have taken place to relieve liability NO SHOW SWAP All container details for a booking have been removed via the SWAP transaction effectively cancelling the booking and no subsequent bookings for that Category for that slot takes place to relieve liability NO SHOW MOVE / LATE MOVE PENALTY This is where a booking is moved to a new booking slot leaving the original booking slot vacant. If the original booking slot isn t re-used then a penalty is applied Page 2 of 10

3 MACH VBS Invoicing The MACH VBS Invoicing Reports can be used to review charges from the terminal prior to the issue of the monthly invoice. After charges have been finalised and the invoice has been raised, copy invoices are available. This section explains how to generate the reports used to review charges and the copy invoices. The Report Generation transaction is accessed from the Reports drop-down menu: - The Report Generation transaction will open in a new tab at the top of the screen: - The Report Generation transaction is a simple screen with various options to filter the report. The screen is used differently to generate reports depending on whether the report is being run for the current period or a previous period Set Invoice check box as appropriate depending on whether you are checking previous months invoice or current Page 3 of 10 Press Down and Select from list if generating a previous month invoice

4 Summary and Detailed reports can be run at any time for the current monthly period. However, at the end of each monthly period, after the Terminal Admin staff have finalised the data for invoicing, it will only be possible to generate copy invoices for the previous period, and the screen must be populated in a different manner. To assist with the correct population of the fields, the colouring of the field labels will indicate whether the field is a mandatory requirement. The colouring will change depending on whether the Invoiced flag is marked (the Invoiced flag should only be marked when generating a report for a previous period). Generating a Report for a Current Period To generate a report for any date range within the current period, the following process should be followed: - The Haulier field will be populated by default with the Haulier Code associated with the User ID The From Date field is a standard Date field. Type the start date of the report in to the field directly, or click on the Calendar icon to the right of the field to select the date from the calendar popup window The To Date field is a standard Date field. Type the end date of the report into the field directly or click on the Calendar icon to the right of the field to select the date from the calendar popup window Two reports are available from the screen a Summary Report showing the number of chargeable bookings of each Booking Type, and a Detailed Report showing the individual booking details within each category. These reports can be generated by clicking on the respective button at the top right hand corner of the screen: - Examples of these reports can be found in the appendix at the end of this document. Page 4 of 10

5 Generating a Report for a Previous Period MACH VBS User Manual To generate a report for a previous period, the following process should be followed: - Mark the Invoiced flag The Haulier field will be populated by default with the Haulier Code associated with the User ID The From Date field is a standard Date field. Type the start date of the required period in to the field directly, or click on the Calendar icon to the right of the field to select the date from the calendar popup window The Invoice No field is supported by a dropdown list that will contain past invoice numbers related to the Haulier account and associated with the From Date. To Select the invoice number first select the field and press the down key to reveal the list, select as appropriate Press the Summary button to generate a copy invoice for the period. Press the Detail button to see the Invoice Backup document containing all the background detail for the invoice Examples of these reports can be found in the appendix at the end of this document. Page 5 of 10

6 APPENDIX Page 6 of 10

7 SAMPLE INVOICE SUMMARY REPORT (CURRENT PERIOD) Page 7 of 10

8 SAMPLE INVOICE DETAIL REPORT (CURRENT PERIOD) Page 8 of 10

9 SAMPLE INVOICE (PREVIOUS PERIOD) Page 9 of 10

10 SAMPLE INVOICE BACKUP (PREVIOUS PERIOD) Page 10 of 10