TMS Guide: Charges and Demurrage

Transcription

1 TMS Guide: Charges and Demurrage

2 Copyright Copyright 2011 Railcar Management Inc. All Rights Reserved. Reproduction in any form prohibited, without express permission. Printed in the United States of America. RMI - Delivered under license agreement. Copying and disclosure prohibited without express written permission from RMI. RMI 3475 Piedmont Rd NE, Suite 250 Atlanta, Georgia USA Phone: Fax: Internet address: Warning All information in this document, as well as the software to which it pertains, is proprietary material of RMI, and is subject to an RMI license and non-disclosure agreement. Neither the software nor the documentation may be reproduced in any manner without the prior written permission of RMI. Specifications are subject to change without notice. About This Manual The TMS Guide: Charges and Demurrage is an instructional document designed to be used as a reference while using RailConnect, TMS, RMS, ShipperConnect Rail Carrier Interface, and Cash Application applications, products of RMI. This version of the TMS Guide includes changes made to the system for TMS Release Trademarks RailConnect, TMS, RMS, ShipperConnect Rail Carrier Interface, and Cash Application are registered trademarks of RMI. TMS Guide: Charges and Demurrage

3 Table of Contents Switching/Other Charges Setting Up TMS to Generate Charges Basic Procedures Naming Charge Codes Creating Service Type Codes Adding or Modifying Charge Codes in the Charge Master File Entering Charge Adjustments Creating and Applying Child Charges Entering a Charge in the Child Charge Surcharge Table Creating a Child Charge Template Attaching the Child Charge to the Parent Charge Adding Charge Codes to an RWC Generating Switching and Other Charges Basic Procedures: How TMS Generates Charges Inbound Interchange Outbound Interchange Online Moves Cars on a Track Reviewing and Modifying Charge Records Reviewing Charges in the Incidental Billing File Reviewing Charges by Track Reviewing Charges by Consist Finding and Correcting Missed Charges Modifying and Recalculating Current Charges in Mass Invoicing Charges Reprinting Invoices Extracting Charge Files for Download Running the Detailed Settlement Report Non-Transportation Charges Setting up TMS to Generate Non-Transportation Charges Basic Procedures Creating Non-Transportation Service Type Codes Entering Charge Codes in the Non-Transportation Master Example of a Recurring Master Charge Record Example of an On-Demand Master Charge Record Generating Non-Transportation Charges Creating Recurring Non-Transportation Charges Creating Individual Non-Transportation Charges Reviewing and Modifying Non-Transportation Charges Revised 8/11 TMS Guide: Charges and Demurrage 3

4 Invoicing Non-Transportation Charges Invoicing a Single Non-Transportation Charge Reprinting Non-Transportation Invoices Running the Non-Transportation Charge Report Demurrage and Storage Setting Up TMS to Generate Demurrage Basic Procedures Adding or Modifying Codes in the Demurrage/Storage Master File Demurrage Code Setups Example of a Straight Plan Example of a Storage Agreement Example of a Simplified Agreement Example of a Special Agreement Straight Example of a Special Agreement Average How TMS Assigns a Demurrage Code to a Move Setting Up Default Demurrage in Railroad Profile Customizing Codes for a Customer Setting Up Demurrage in an RWC Adding or Modifying Demurrage Pool Car Exceptions Defining Demurrage Holidays Flagging Private Cars as Railroad Cars Creating a Demurrage or Storage Blocking Rule Running Demurrage Invoices Daily Procedures for Demurrage Billing Printing a Trial Demurrage/Storage Worksheet Generating Current Demurrage/Storage Charges (Extract) Modifying Current Demurrage/Storage Records Reviewing Demurrage Summary Information Reviewing Demurrage/Storage History Records Invoicing Demurrage/Storage Charges Reprinting Demurrage/Storage Invoices Reversing Invoiced Demurrage/Storage Charges from History Reversing Invoiced Demurrage/Storage Charges with Version Numbering Field Definitions Switching/Other/Non-Transportation Charge and Master File Fields Switching/Other/Non-Transportation Invoice Printing Fields Demurrage Charge and Master File Fields Demurrage Charge Worksheet and Invoice Printing Fields TMS Guide: Charges and Demurrage Revised 8/11

5 Switching/Other Charges Setting Up TMS to Generate Charges Basic Procedures Naming Charge Codes Creating Service Type Codes Adding or Modifying Charge Codes in the Charge Master File Entering Charge Adjustments Creating and Applying Child Charges Adding Charge Codes to an RWC Generating Switching and Other Charges Basic Procedures: How TMS Generates Charges Reviewing and Modifying Charge Records Reviewing Charges in the Incidental Billing File Reviewing Charges by Track Reviewing Charges by Consist Finding and Correcting Missed Charges Modifying and Recalculating Current Charges in Mass Invoicing Charges Reprinting Invoices Extracting Charge Files for Download Running the Detailed Settlement Report The TMS switching and other charges functions are used primarily to settle freight that moves in switching or junction settlement service. You can also use the incidental billing functions to generate charges for almost any online or interchange car movement or to keep track of items payable to other parties. Revised 8/11 TMS Guide: Charges and Demurrage 5

6 Switching/Other Charges Basic Procedures Setting Up TMS to Generate Charges To use the TMS switching/other charges billing functions successfully, you must properly establish the types of billing you will produce in the Service Type, Switching/ Other Charge, and RWC masters. Basic Procedures 1. Carefully plan your charge coding scheme. Before you enter charge codes in TMS, you should first carefully plan how you will set up these codes. Consult your sales/ marketing or rating/pricing group before setting up these codes. See Naming Charge Codes on page 7 for suggestions. 2. Create service type codes to represent the various billing types on your operation. Service type codes control the way records are grouped and printed. 3. Set up your charges in the Switching/Other Charge master file as described in Adding or Modifying Charge Codes in the Charge Master File on page Set up the TMS blocking tables to assign charges: You can use the blocking tables to assign charges directly to a car. The Automatic Charges blocking table applies charges based first on qualifying movements, then on waybill selection criteria that you specify. You can also apply charge codes via RWCs for billing to be automatically generated at interchange or upon placement/release of the car. The Inbound EDI blocking table allows you to assign RWCs and their associated charge codes automatically to inbound traffic or bills of lading received from customers via EDI. 5. Establish regular routines to monitor car movements to ensure that you have adequately protected your revenue. TMS provides several options that allow you to determine if each car you handled on the railroad had associated ISS or switching charges applied: Supertrip has a Non-Revenue Report that you can use to check for cars missing either switching, miscellaneous, or ISS revenue. Switching operations can use the Missing Charges Work Queue to review on screen each car handled that does not have associated revenue. You can review the cars and associated revenue for any track or interchange within TMS. You can automatically assign RWCs and their associated charge codes to inbound traffic or bills of lading received from customers via EDI. If your railroad handles no interline traffic (ISS), you can use the settings in your railroad profile to force users to enter RWCs for all inbound and outbound traffic. This ensures that you apply revenue to movements at interchange. 6 TMS Guide: Charges and Demurrage Revised 8/11

7 Switching/Other Charges Naming Charge Codes Naming Charge Codes If you have only a few switching or junction settlement rates, you can usually manage with a very simple set of charge codes. Larger switching terminals handling traffic under multiple rates will have a more complex set of charge codes. Before you begin setting up your charge codes, you should have a good understanding of how your railroad will be using TMS to generate charges. You should refer to a copy of your tariffs and contracts as a reference. Example 1 You handle cars in switching service with only one Class I railroad and receive the same per-car switching fee for all loaded cars handled. Only two charge codes are required: Code NSINBOUND NSOUTBOUND Description Inbound switch against NS. Outbound switch against NS. Example 2 You have switching or junction settlement agreements with multiple carriers at multiple interchanges; your codes might look like this: Code IN-NS-STL IN-CSXT-GRAIN Description Inbound switch against NS in St. Louis. Inbound switch against CSXT for handling grain. Example 3 Railroads with a wide variety of traffic moving under a more complex set of charges will have more complex codes. The tariff or contract number can be incorporated as part of the charge code. This relates the code to a document easily referenced by personnel involved in rating moves: Code OTAR5411 Description Originating switch move referencing tariff item OSW310CSXT Originating switch move referencing tariff item 310 against CSXT. TSU1023VULC GKPLANT 49 Terminating surcharge, with contract number and shipper initial (Vulcan Materials). Plant switching against the customer Georgia Kraft for hazardous materials. Revised 8/11 TMS Guide: Charges and Demurrage 7

8 Switching/Other Charges Creating Service Type Codes Creating Service Type Codes You must establish a set of service type codes to categorize the various kinds of switching or other charges you process. These service type codes will be used when you create a charge record in the Charge master file. To add a switching or other charge service type code: 1. Go to the Edit Type of Service Codes window. (Figure 1) TMS Main Menu 23 Switching/Other Charges 2 Service Types Fast Path = MSERV Figure 1 2. Select Go to Add Mode. The Edit Type of Service Codes window switches to ADD mode. 3. Enter a service type code and description for each charge. Select a valid Service Group Cd that best describes the type of charge. 4. Select OK to create the new code(s), then Exit to return to the menu. 8 TMS Guide: Charges and Demurrage Revised 8/11

9 Switching/Other Charges Adding or Modifying Charge Codes in the Charge Master File Adding or Modifying Charge Codes in the Charge Master File The charge codes in the Switching/Other Charges master file tell TMS who to bill and how much to bill for the services indicated. This file includes charges for switching settlements, junction settlements, or any type of billing other than those involved in interline settlements. To add or modify a charge code: 1. Go to the Show Incidental Charge Master window. TMS Main Menu 23 Switching/Other Charges 1 Charge Master Fast Path = MCHA 2. Select Add to create a new code or type 1 next to an existing code to modify. TMS TIPS: If the charge code you are adding is similar to an existing code (for example, when you are changing rates on an established charge), you can make a new charge by copying the existing record. Enter C next to the existing charge and select OK. TMS creates a copy of the existing record and you can then modify the new charge code with any necessary changes. TMS TROUBLESHOOTING: Use caution if you specify expiration dates for your charge codes. If you are generating charges automatically, TMS will not generate the charge if the applicable charge code has expired. Figure 2 Revised 8/11 TMS Guide: Charges and Demurrage 9

10 Switching/Other Charges Adding or Modifying Charge Codes in the Charge Master File 3. Enter the appropriate values in the fields on the Edit Incidental Charge Master window. (Figure 2) 4. Click OK to save the information. Your charge code is complete. Field Definitions Charge Code Effective Date Billing Road Billing Station Expire Date Unique code to describe and identify the charge. Before you enter any charge codes in TMS, you should first carefully plan out the scheme you will use to set up these codes. See Naming Charge Codes on page 7 for more information. Date the charge code goes into effect. Charges cannot be billed before they are effective or after they have expired. Road generating the charges to be invoiced. Station where the charge was incurred. For switching or junction settlement moves, this is usually the interchange station. You will normally leave this field blank because TMS generates the charge based on the car s actual location in inventory. However, you can use this field as an over-ride to force in a station. If a value is entered in this field, TMS verifies the station against the Station Master. Date the charge is no longer valid. Charges cannot be billed before they are effective or after they have expired. TMS TIPS: You should not delete most expired charges. You can use these charges as an historical reference for past rates. Reference Service Code Road Customer Settlement Type Free-form explanation of the type of billing performed. Code that identifies the type of service for which the charge is generated. The code you enter must be set up in the Service Types master file. Road to bill for switching or junction settlement moves. Customer to be billed for the charge. The customer code must be set up in the Customer Master. Type of traffic associated with the charge: Received (R), Forwarded (F), or Bridge (B). 10 TMS Guide: Charges and Demurrage Revised 8/11

11 Switching/Other Charges Adding or Modifying Charge Codes in the Charge Master File Charge Adjustment Code Code representing adjustments to charges. These adjustments are used primarily to add taxes that might apply to a charge. TMS verifies the code against the Charge Adjustment Code Master. The associated percentage is a display only field and is populated automatically when you enter a valid code. Quantity TMS TIPS: When you print an invoice for a charge, any charge adjustment will automatically be included in the charge amount. For switching charges, this field shows the number of cars on multi-car waybills to which charge is applied. Currency Type Code that indicates the currency in which the charge was billed: Canadian dollars (CND), Mexican pesos (MXP), or US dollars (USD). Rate Rate Code Dollar amount or rate to bill. The rate is used in conjunction with a Rate Code. Criteria for calculating the charge. If you enter a Per Car rate code (PC), TMS will generate the dollar amount shown in the Rate field for each car billed with that code. You will not need to use the Minimum Amount field. If you use rate codes Per Gross Ton (GT), Per Hundred Weight (PH), or Per Net Ton (PT) TMS will multiply the rate against the weight listed on the waybill. If you use these values, RMI highly recommends using the Minimum Amount field in the event waybills are received from your connecting carriers without weights. Other options include Per Hitch (PI) and Per Trailer (PT). Minimum Amount Minimum dollar amount to bill if the rate is other than a per car rate. (The amount you enter in this field is billed if the charge TMS calculates is less than this amount.) If a minimum amount was not used when TMS generated this charge, the word NO appears in this field. For example, if the junction settlement is based on $2.00 PT (per net ton) and a car carried 90 tons, the calculated amount is $180. However, if you enter $200 in the minimum amount field, the junction settlement is billed at $200. Revised 8/11 TMS Guide: Charges and Demurrage 11

12 Switching/Other Charges Adding or Modifying Charge Codes in the Charge Master File Sales Tax Code Price Authority: Type Price Authority: Number Price Authority: Agency Price Authority: Item Number Include in Supertrip Absorbed or Unabsorbed Suppress Zero Charges Suppress Extract to Cash GL Number Cost Center Type of sales tax applicable to the charge. Enter S for state sales tax or I for intra-state sales tax. Code that indicates whether the pricing basis for the charge comes from a contract (CT), tariff (TS), or price quote (PR). When you choose the option to print switch charges, you can choose to also print this information. Contract/price quote tariff number associated with this charge. Regulatory agency that governs the contract. Number assigned in the tariff to the rate or group of rates applying to the shipment. Selecting this field will include the charge in Supertrip records. In most cases, you should select this field. In some cases, however, you may be using TMS to generate a charge that you do not want reflected in the Supertrip traffic reports. For example, if the charge is a trackage rights fee you pay other railroads for the use of the track required to move the freight, you might not want this fee reflected as part of you supertrip traffic report, so you would leave this field blank. Code that indicates whether the charge is absorbed (A) or unabsorbed (U) into the freight charges. Selecting this field prevents TMS from creating a charge with zero dollar amounts. This field is usually needed only on weight-based rates for which the car has no associated weight. Selecting this field prevents TMS from extracting this charge to Cash. Account number to be used if you are interfacing your charge records with an accounting system. Internal cost center assigned to the charge. 12 TMS Guide: Charges and Demurrage Revised 8/11

13 Switching/Other Charges Entering Charge Adjustments Entering Charge Adjustments Charge adjustments are used primarily to add taxes that might apply to a charge. You can set up adjustments on any charges in TMS. To enter charge adjustments: 1. Go to the Display Charge Adjustments window. TMS Main Menu 23 Switching/Other Charges 3 Charge Adjustments Fast Path = CHGAD 2. Select Add to create a new adjustment. Figure 3 3. On the Edit Charge Adjustments window (Figure 3), enter the Charge Code representing the type of charge adjustment and the Effective Date that the adjustment becomes active. 4. Select OK to accept the charge adjustment. The Edit Charge Adjustments window reappears in CHANGE mode. 5. Type in a free-form description of the charge adjustment and the percent to charge for the adjustment. 6. Select OK to save and complete the record. The Display Charge Adjustment window reappears with your new charge adjustment listed. Revised 8/11 TMS Guide: Charges and Demurrage 13

14 Switching/Other Charges Creating and Applying Child Charges Creating and Applying Child Charges You can generate surcharges that are attached to another charge using the child charge function in TMS. In these cases, the primary charge is known as the parent charge and the surcharge is known as the child charge. Often, the child charge is based on a percentage of the parent charge. The most common examples of these percentage-based charges are fuel surcharges and the UP TRAIN II reporting bonus. Creating child charges involves three steps: Entering a Charge in the Child Charge Surcharge Table on page 14. Creating a Child Charge Template on page 15. Attaching the Child Charge to the Parent Charge on page 17. Entering a Charge in the Child Charge Surcharge Table Any child charge that changes on a regular basis should be handled via the surcharge table. This allows you to quickly add the new rate updates in a simple format, without having to change the charge setup. You will use the table when you create the child charge template. To enter a charge in the surcharge table: 1. Go to the Display Surcharge Table window. TMS Main Menu 23 Switching/Other Charges 6 Child Charge Surcharge Table Fast Path = CHST 2. Select Add to create a new surcharge rate. Figure 4 14 TMS Guide: Charges and Demurrage Revised 8/11

15 Switching/Other Charges Creating and Applying Child Charges 3. On the Edit Surcharge Table window (Figure 4), enter the following: Road ID Code Effective Date Rate Road for which the rate applies. Unique code to describe and identify the rate. Code that indicates how the rate is calculated: Per Car (PC), Per Mile (PM), or Percentage (PW) of the parent charge. Date the rate goes into effect. Surcharge rates do not have expiration dates. The rate will remain in effect in the table until a new rate with the same Road/ID combination is entered in the table and takes effect. Dollar amount or rate to bill. TMS TIPS: You can create multiple rates for the same road, but with different IDs. This allows you to manage different charges with concurrent effective periods. 4. Select OK to save and then confirm. The Display Surcharge Table window reappears with your new rate listed. Creating a Child Charge Template You must create a template for each child charge. The template includes basic information about the charge and is attached to the parent charge record. If this is a charge that never, or rarely, changes, you can enter the rates manually into the template. However, if the rates for the charge change often, you should use the child charge surcharge table to enter the charge rates, and then set up the template to read those charges automatically. To create a child charge template: 1. Go to the Child Charge Template window. TMS Main Menu 23 Switching/Other Charges 5 Child Charge Template Fast Path = CHAT Revised 8/11 TMS Guide: Charges and Demurrage 15

16 Switching/Other Charges Creating and Applying Child Charges 2. Select Add to create a new template. Figure 5 3. On the Edit Child Charge Template window (Figure 5), enter the following: Child Charge Template Special Charge Code Reference Surcharge Table Surcharge Table Rate Code Rate Rate Code Quantity GL Number Descriptive name for the child charge. Type of charge. Common types include energy surcharge (ENS), customs (CUS), or switching (SWC) charges. Free-form internal reference code. Road/ID combination from the surcharge table. If you enter a value in this field and leave the rate information blank, TMS will search the surcharge table for the latest rate value each time the template is used. You can enter a question mark (?) in this field to search for valid template values. Code that indicates how the rate is calculated: Per Car (PC), Per Mile (PM), or Percentage (PW) of the parent charge. This value is populated automatically when you enter a Surcharge Table value. Dollar amount or rate to bill. Leave this field blank if you are using the surcharge table. Code that indicates how the rate is calculated: Per Car (PC), Per Mile (PM), or Percentage (PW) of the parent charge. Leave this field blank if you are using the surcharge table. Number of miles for a per mile charge. Account number to be used if you are interfacing your charge records with an accounting system. 16 TMS Guide: Charges and Demurrage Revised 8/11

17 Switching/Other Charges Creating and Applying Child Charges Cost Center Exclude Chg from Adjust Cd Active/Inactive Flag 4. Select OK to save and then confirm. The Child Charge Template window reappears with your new template listed. Attaching the Child Charge to the Parent Charge Once you have created the child charge, you must attach it to the parent charge. Once you do this, all charges accrued for a car can be billed on a single invoice. To attach a child charge to a parent charge: Internal cost center assigned to the charge. Selecting this field instructs TMS to exclude the child charge amount from Canadian taxes or conversion. Indication of whether the charge is active (A) or inactive (I). 1. Go to the Incidental Charge Master window. TMS Main Menu 23 Switching/Other Charges 1 Charge Master Fast Path = MCHA 2. Enter 1 next to the charge record you want to add charges to, then select OK. 3. On the Edit Incidental Charge Master window, select Other Charges. 4. On the Display Miscellaneous Charge Master window, select Add New Other Charge. Figure 6 5. On the Edit Miscellaneous Charge window (Figure 6), enter the child charge in the Revised 8/11 TMS Guide: Charges and Demurrage 17

18 Switching/Other Charges Creating and Applying Child Charges Charge Template ID field. Figure 7 The window is automatically populated with the values from the child charge you entered. 6. Select Update to save and then confirm. The Display Miscellaneous Charge Master window reappears with the child charge added. 7. Exit to return to the Edit Incidental Charge Master window. The phrase Other Charges Apply appears in the upper right corner to indicate that this charge has child charges associated with it. (Figure 8) Figure 8 18 TMS Guide: Charges and Demurrage Revised 8/11

19 Switching/Other Charges Creating and Applying Child Charges TMS TIPS: When you print invoices for charges with fuel surcharges applied, select Detail Print type ENS (E) to list the surcharges separately. TMS TIPS: TMS offers a Child Charge Settlement report/extract to review details of child charges (Option 30 Settlement Report with Child Charges from the Switching/Other Charges menu, Fast Path = CCSR). The report selection allows you to specify up to 5 child charges for a single report and shows details of the charges you select by separating the charge type and amount from the final bill amount. Revised 8/11 TMS Guide: Charges and Demurrage 19

20 Switching/Other Charges Adding Charge Codes to an RWC Adding Charge Codes to an RWC If your railroad has charges that are automatically generated at interchange or upon placement or release of a railcar, you can attach a charge code directly to the Repetitive Waybill Code used to bill the traffic. To add charge codes to an RWC: 1. Go to the View Waybill RWC window. TMS Main Menu 23 Switching/Other Charges 4 Repetitive Waybill Codes-RWC Fast Path = RWC 2. Type W next to the RWC you want to add charge codes to, and select OK. 3. Select Charges/Blocking from the Repetitive Waybill Code Page 1 window. 4. The charges already associated with the RWC appear at the top of the Edit RWC Miscellaneous Info window. Select Charges. 5. Select Add. Figure 9 20 TMS Guide: Charges and Demurrage Revised 8/11

21 Switching/Other Charges Adding Charge Codes to an RWC 6. On the Edit RWC Charge Codes window (Figure 9), enter the Move Type that should trigger the charge and the Charge Code to generate the charge. 7. Once you enter a charge code, TMS will fill in the Charge Road/Cust/Code to bill and the Rate associated with that charge. Double check this information to ensure that you picked the correct code. If the charge code does not contain a bill to party you can enter it at that point. 8. Select OK to save. The new charges have been added to the RWC. Revised 8/11 TMS Guide: Charges and Demurrage 21

22 Switching/Other Charges Basic Procedures: How TMS Generates Charges Generating Switching and Other Charges Basic Procedures: How TMS Generates Charges Inbound Interchange Inbound receipt can generate switching charges, junction settlements, car hire reclaim codes, exceptions, and blocking instructions for cars received in interchange. To apply charges automatically using blocking tables: If you use the Inbound EDI blocking table to instruct TMS to apply RWCs automatically to cars handled in inbound interchange, the information contained in the bill is compared against your entries in the blocking table as waybills or consists are received via EDI. If TMS finds a match, it automatically attaches the RWC to the bill for that car. You can also use the Automatic Charges blocking tables to assign charges directly to a car. The blocking table applies charges based first on qualifying movements, then on waybill selection criteria that you specify. See the Automatic Blocking chapter of the TMS Guide: Advanced Automation for specific instructions on how to set up your blocking tables to apply charges. To apply RWCs manually at inbound interchange: You can also manually enter inbound RWCs if you do not use the blocking tables or if the blocking tables do not block all of your cars. See the Interchange Consist chapter of the TMS Guide: Customer Service for specific instructions on how to apply RWCs manually. Outbound Interchange You can also use TMS to generate switching or junction settlement charges when loaded cars are delivered off-line using an RWC containing charge codes to load and bill the car. For example, you might use an RWC to represent an outbound switch from a connecting carrier. The RWC would contain information such as the STCC, consignee, and destination FSAC as well as the switching charge, a Transfer of Liability code for car hire, and the Destination Block code. When you interchange the cars containing the RWC off-line, TMS automatically generates the switch charge. 22 TMS Guide: Charges and Demurrage Revised 8/11

23 Switching/Other Charges Basic Procedures: How TMS Generates Charges Online Moves You can use the incidental billing functions to generate billing moves not related to an interchange: Intra-plant switches Extra switching costs Weighing charges Car cleaning Moves handled as a switch between two customers located online Extra crew costs Local industry to industry moves not handled through the freight billing process. For example, if you provide extra plant switching to a large industry, you can use the incidental billing functions to quickly generate billing for these moves. Cars on a Track TMS allows you to apply charges directly to cars at your facility using the Incidental Charges window. You can also apply charges at the same time you move, load, or unload cars. See the Cars in Stations and Yards chapter of the TMS Transportation Guide for specific instructions on how to apply charges to cars in your facility. Revised 8/11 TMS Guide: Charges and Demurrage 23

24 Switching/Other Charges Reviewing and Modifying Charge Records Reviewing and Modifying Charge Records Reviewing Charges in the Incidental Billing File When you generate switching/miscellaneous records in TMS, the billing records are kept in the incidental billing file. To review or modify charges: 1. Go to the Switching/Other Charges menu. TMS Main Menu 23 Switching/Other Charges Fast Path = /SWC 2. Select option 10 Incidental Charges Not Invoiced to view charges for unbilled cars or option 11 Incidental Charges to view charges for cars already invoiced. Figure TMS Guide: Charges and Demurrage Revised 8/11

25 Switching/Other Charges Reviewing and Modifying Charge Records Figure 11 The Show Charges Not Invoiced window (Figure 10) and the Incidental Charges (Figure 11) window show billing records for all charges (other than interline) generated by TMS sorted by car initial/number, then by date sequence. 3. You can enter values in the header filter fields to view only charges matching those criteria. Revised 8/11 TMS Guide: Charges and Demurrage 25

26 Switching/Other Charges Reviewing and Modifying Charge Records 4. Type 1 next to the record you want to see in detail and select OK. The Edit Incidental Charge window shows you specific information about the charge. (Figure 12) You can also enter or update information in many of these fields. Complete field definitions are available in Switching/Other/Non-Transportation Charge and Master File Fields on page 104. Figure Select Exit to return to the charge list window to review other charges. TMS TIPS: You can also review incidental billing records from most windows where you can trace or move cars, and you can look at all incidental billing generated for the railroad from the Switching/Other Charges or Customer Service menus. 26 TMS Guide: Charges and Demurrage Revised 8/11

27 Reviewing Charges by Track Switching/Other Charges Reviewing and Modifying Charge Records You can review charges applied to cars by selecting cars on a track. This is a good way to make sure revenue is applied to all cars that should have a charge. To review charges by track: 1. Go to the Yard Manager window. TMS Main Menu 1 Rail Operations 1 Yard Manage enter Station Manage Yard 2. Enter I next to the track you want to see in detail, then select OK. Figure The Incidental Charges window shows you a list of charges associated with the cars on this track. (Figure 13) Use the following options to review the charges in more detail: If you want to review a car s history look at the charges on a car review the waybill for a car then type H next to the car and select OK. type 5 next to the car and select OK. type W next to the car and select OK. 4. Exit to return to the Yard Manager. Revised 8/11 TMS Guide: Charges and Demurrage 27

28 Switching/Other Charges Reviewing and Modifying Charge Records Reviewing Charges by Consist You can review charges applied to cars by selecting cars from an interchange consist. To view charges from an interchange consist: 1. Go to the Interchange History window. TMS Main Menu 11 Customer Service 21 Received/Delivered Interchanges Fast Path = IC 2. Enter 5 next to the train consist you want to review. Figure The last two columns on the Cars Train History window show the total miscellaneous charges and switch charges for each car on the consist. (Figure 14) Exit to return. TMS TIPS: This window provides an excellent way for switching and/or junction settlement roads to make sure that each car has an appropriate switching charge applied. 28 TMS Guide: Charges and Demurrage Revised 8/11

29 Finding and Correcting Missed Charges Switching/Other Charges Finding and Correcting Missed Charges The TMS Missing Switch/Haulage Charges queue lists all cars handled by the railroad that do not have switching charges applied. Roads that do not settle through ISS should review this queue frequently to ensure revenue protection. To review missed charges: 1. Go to the Work with Missing Switch/Haulage Charges window. TMS Main Menu 26 Work/Hold Queues 7 Missing Charges Queue Fast Path = MCHLD Figure This window shows you a list of all cars flagged as switching and/or haulage with no associated revenue. (Figure 15) You can enter values in the header filter fields to view only cars matching those criteria. 3. Review the cars in the work queue and determine if a charge should be applied. If you need to apply a charge, type C next to the car and select OK. The Incidental Charges window appears. You can either select one of the charges from the list or add a new charge. If no charge is needed, type R next to the car to remove it from the queue and select OK. Revised 8/11 TMS Guide: Charges and Demurrage 29

30 Switching/Other Charges Finding and Correcting Missed Charges 4. Use the following options to review more information about a car and its charges: If you want to view a car s waybill view a car s history view the EDI view pending charges for a car show all holds for a car delete records from the queue then enter W next to the car and select OK. enter H next to the car and select OK. enter E next to the car and select OK. enter G next to the car and select OK. enter S next to the car and select OK. select Purge. 5. Exit to return. 30 TMS Guide: Charges and Demurrage Revised 8/11

31 Switching/Other Charges Modifying and Recalculating Current Charges in Mass Modifying and Recalculating Current Charges in Mass You may need to change a current charge code and, perhaps, the billing rate associated with that code. For example, the billing customer might change or your business office could raise a rate. If you use the Recalculate function, TMS will modify the charge code and apply that modification to all current charges that use the code. TMS TROUBLESHOOTING: This method can be used only with current charges that have not been invoiced. If you need to apply the modification to invoiced charges, you will have to reverse the invoiced charges back to current charges before you can recalculate them. To modify and recalculate a current charge: 1. Go to the Show Incidental Charge Master window. TMS Main Menu 23 Switching/Other Charges 1 Charge Master Fast Path = MCHA 2. Type 1 next to the code you want to modify and select OK. 3. On the Edit Incidental Charge Master, enter the new rate information. For example, enter a new value in the Rate field to modify the per car rate. (Figure 16) Figure 16 Revised 8/11 TMS Guide: Charges and Demurrage 31

32 Switching/Other Charges Modifying and Recalculating Current Charges in Mass 4. Select OK to save the modification, then select Exit. The Show Incidental Charge Master window will show any changes you made. (Figure 17) Figure Type X next to the code and select OK to recalculate the charges. Figure TMS Guide: Charges and Demurrage Revised 8/11

33 Switching/Other Charges Modifying and Recalculating Current Charges in Mass 6. To apply the changes only to particular charges, enter information in one or more of fields on the Recalculate Current Charges window. (Figure 18) If you leave all fields blank (except for Charge Code), the changes will be applied to all charges using that charge code. 7. Select OK, then confirm. TMS applies the new rate and recalculates all applicable current charges. Revised 8/11 TMS Guide: Charges and Demurrage 33

34 Switching/Other Charges Invoicing Charges Invoicing Charges You can use the Print Invoices option to generate invoices for any charge billed through the TMS Switching/Other Charges functions, such as scale fees, switching charges, or junction settlements. TMS TIPS: You can specify a particular return address to be used only when printing switching or other charge documents in the Client Addresses master file. This is useful when you have a specific remittance or inquiry address for those invoices. See the TMS Guide: System Maintenance for instructions. TMS TIPS: You can set up standard default charge payment terms for each charge type. Do this at the railroad level using a railroad profile option or at the customer level via the Customer master file. See the TMS Guide: System Maintenance for details. TMS TIPS: You can run switching and miscellaneous invoicing as a scheduled job. Use the ICINVPRT command from the TMS job scheduler to set up invoice printing on the dates and times you need. See the TMS Guide: Reporting for more information on the scheduler. To print invoices: 1. Go to the Print Switching Invoices window. (Figure 19) TMS Main Menu 23 Switching/Other Charges 20 Print Invoices Fast Path = RINV Figure TMS Guide: Charges and Demurrage Revised 8/11

35 Switching/Other Charges Invoicing Charges 2. Enter information to instruct TMS how to generate the invoices. You must select a Summary Type indicating the type of charges you are going to invoice. The selection fields on this window allow you to choose which charges you want to invoice. For example, you can invoice charges only for a particular Accounting Period and/or for a particular Charge To customer. You must specify whether you are going to print Trial invoices or Final invoices in the Final or Trial Run field. During trial runs, TMS does not assign the charge records a final invoice number. You can print as many trial invoices as you want. When you generate final billing in TMS, the program updates the billing records with the invoice number and date. You can also define the format of the invoices using the various detail and summary fields. Complete field definitions are available in Switching/Other/Non- Transportation Invoice Printing Fields on page When you have made all of your selections, select OK to print the chosen invoices, then to confirm. The invoices you selected will be printed as you specified. Revised 8/11 TMS Guide: Charges and Demurrage 35

36 Switching/Other Charges Invoicing Charges Reprinting Invoices The reprint function allows you to print a new copy of final-invoiced charges. This option is useful if you need another copy for your records or if the customer did not receive an invoice. Note, however, that the invoice is not regenerated and no details may be changed when you reprint. To reprint invoices: 1. Go to the Reprint Switching Invoices window. (Figure 20) TMS Main Menu 23 Switching/Other Charges 22 Reprint Invoices Fast Path = CHRP Figure Complete the fields to select which invoices you want to reprint and the format you want to use. Complete field definitions are available in Switching/Other/Non- Transportation Invoice Printing Fields on page Select OK to reprint the invoice, and to confirm. The invoices you selected will be printed as you specified. 36 TMS Guide: Charges and Demurrage Revised 8/11

37 Extracting Charge Files for Download Switching/Other Charges Extracting Charge Files for Download TMS charge file extraction allows you to download records maintained in the charge file into one of several different file formats. You can then import these files into your own accounting system or transmit them to your connecting carriers. TMS TIPS: You can use the extraction feature to transmit switching to your connecting carriers. Please call RMI Support to establish this new connection with your interchange partners. To extract charge files: 1. Go to the Switching Extract window. (Figure 21) TMS Main Menu 23 Switching/Other Charges 26 Extract Charges Fast Path = ICEX Figure Use the appropriate fields to select the records that will appear in your extract: 3. Select OK to accept your choices and OK again to confirm and create the extract file. Field Definitions Service Group Type of charges you want to include in the extract. Date Type E selects charges by Event Date and I selects charges by Invoice Date. Revised 8/11 TMS Guide: Charges and Demurrage 37

38 Switching/Other Charges Extracting Charge Files for Download Date Start/End Date range that instructs TMS to include charges that either occurred (Date Type = E) or were invoiced (Date Type = I) during that period. Invoiced? Invoice Nbr Start/End Billing Road Service Type Station Charge Code Charge to Code Charge to Currency Y selects invoiced events only, N selects non-invoiced events only, and A selects all events within the date range. Range of invoice numbers to be extracted. Leave blank to include all available invoice numbers. Road generating the charges to be extracted. Usually this field is blank unless you are operating a multi-road operation. Charge service types to be extracted. Leave blank to extract charges regardless of service type. Station at which charges to be extracted were incurred. Leave blank to extract charges regardless of billing station. Incidental charge code from the master file. If you enter a charge code, TMS selects charges created with that code. P selects records billed against a customer (patron) and R selects records billed against a railroad. Customer or railroad to be billed. Leave blank to include all customers. CAD instructs TMS to select records billed in Canadian dollars, MXP in Mexican pesos, or USD in US dollars. Extract Format Type of file you want to create. This selection will determine the format of the extract and is usually based on the road to which you will be transmitting charges. You can also create an Excel file, which allows you to work with the file data and reformat easily. SSDX FTP Road Road to serve as interchange partner to receive the extract. You must enter a value in this field if you choose SSDX as your format. TMS TIP: You can use fast path WWFTP to see a transaction log that tells you if and when an ftp transaction is transmitted. PC Document Name Check Customer/ Road Master File name for the extract. Selecting this field instructs TMS to check the customer or road master for the proper type of extract. 38 TMS Guide: Charges and Demurrage Revised 8/11

39 Running the Detailed Settlement Report Switching/Other Charges Running the Detailed Settlement Report The Detailed Settlement Report function allows you to examine the charges generated during a particular time frame. You may extract the report or distribute it by . TMS TIPS: TMS also offers a Child Charge Settlement report/extract to review details of child charges (Option 30 Settlement Report with Child Charges from the Switching/Other Charges menu, Fast Path = CCSR). The report selection allows you to specify up to 5 child charges for a single report and shows details of the charges you select by separating the charge type and amount from the final bill amount. To run the detailed summary report: 1. Go to the Detailed Settlement Summary Report window. (Figure 22) TMS Main Menu 23 Switching/Other Charges 27 Detailed Settlement Report Fast Path = DSR Figure 22 Revised 8/11 TMS Guide: Charges and Demurrage 39

40 Switching/Other Charges Running the Detailed Settlement Report 2. Use the fields on this window to select the records that will appear in your report. Most are the same as the fields you would use to create an extract. For specific field definitions, see Extracting Charge Files for Download on page 37. In addition, You must specify a Report Type and whether you want to print detailed or summary information. You can specify how the report should be sorted. Use the Print Queue field to choose the printer to which you want to send the report. If you enter in this field, TMS will allow you to select addresses or groups for distribution. 3. Select OK to create and send the report. 40 TMS Guide: Charges and Demurrage Revised 8/11

41 Non-Transportation Charges Setting up TMS to Generate Non-Transportation Charges Basic Procedures Creating Non-Transportation Service Type Codes Entering Charge Codes in the Non-Transportation Master Example of a Recurring Master Charge Record Example of an On-Demand Master Charge Record Generating Non-Transportation Charges Creating Recurring Non-Transportation Charges Creating Individual Non-Transportation Charges Reviewing and Modifying Non-Transportation Charges Invoicing Non-Transportation Charges Invoicing a Single Non-Transportation Charge Reprinting Non-Transportation Invoices Running the Non-Transportation Charge Report The non-transportation billing function produces invoices for transactions not associated with the movement of a rail car. In TMS, non-transportation billing works much like the incidental billing features for rail car charges; one distinction, however, is that non-transportation charges must always be generated, either automatically or manually. The non-transportation charge function has its own master file, and TMS maintains a record in the charge file for every invoice, which gives you a clear audit trail. Recurring Non-transportation Charges Non-transportation charges such as rent payments for easements, track rights, and utility crossings can be recurring. In these cases, you bill a fixed amount at a set frequency, whether weekly, monthly, annually, or at some other interval. On-Demand Non-transportation Charges You may also have charges to a customer that are not billed at a fixed amount and frequency. For example, you may provide on-demand plant switches for a customer that are billed by the hour, person, or day. Because the amount and the billing frequency vary from month to month, it is a one-time charge, not a recurring charge. You can send numerous one-time invoices to the same customer. Revised 8/11 TMS Guide: Charges and Demurrage 41

42 Non-Transportation Charges Basic Procedures Setting up TMS to Generate Non- Transportation Charges Basic Procedures You should create a charge code in the TMS non-transportation master file for every non-transportation situation you recognize, whether the charge is recurring or on demand. The instructions to set up non-transportation charge codes are very similar to those used to set up charges associated with the movement of railcars. The charges must be generated, then invoiced. There are, however, a few important differences: You can set up TMS to produce recurring non-transportation charges automatically on a regular basis. This type of charge is usually associated with rental or lease agreements for items such as real estate, utility crossings, or billboard space. Non-transportation charges are not associated with a car initial and number inside TMS. Non-transportation charges do not link back to a waybill in TMS. 42 TMS Guide: Charges and Demurrage Revised 8/11

43 Non-Transportation Charges Creating Non-Transportation Service Type Codes Creating Non-Transportation Service Type Codes You must establish a set of service type codes to categorize the various kinds of nontransportation charges you process. These service type codes will be used when you create a charge record in the Non-Transportation Charge master file. To add a non-transportation service type code: 1. Go to the Edit Type of Service Codes window. (Figure 23) TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 2 Service Types Fast Path = MSERV Figure Select Add. 3. The Edit Type of Service Codes window switches to ADD mode. Enter a service type code and description for each charge. In the Service Group Cd field, enter N. TMS TROUBLESHOOTING: The only valid service group code for nontransportation charges is N. 4. Select OK to create the new code(s), then Exit to return to the menu. Revised 8/11 TMS Guide: Charges and Demurrage 43

44 Non-Transportation Charges Entering Charge Codes in the Non-Transportation Master Entering Charge Codes in the Non-Transportation Master The charge codes in the Non-Transportation master file tell TMS who to bill, how much to bill, and why for transactions not associated with the movement of a rail car. You should create a charge record in the Non-Transportation Charge master file for every charge you bill repetitively, whether it is a recurring or an on-demand charge. To add a new non-transportation charge master record: 1. Go to the Standard Non-Transport Charge window. TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 1 Non-Trans Charge Master Fast Path = NTM TMS TIPS: If the charge you are adding is similar to an existing charge, you can enter C next to the existing charge and select OK. TMS creates a copy of the existing record and the Edit Non-Transportation Charge window appears so that you can enter a new Charge Code and make any other necessary changes. 2. Select Add. Figure Complete the fields on the Edit Standard Non-Transport Charge window (Figure 13) to create the new charge record. 4. Select OK to save the information and create your new charge record, then Exit to return to the list of non-transportation charges. 44 TMS Guide: Charges and Demurrage Revised 8/11

45 Non-Transportation Charges Entering Charge Codes in the Non-Transportation Master Field Definitions Charge Code Effective Date Expiration Date Unique code to describe and identify the charge. Before you enter any charge codes in TMS, you should first carefully plan out the scheme you will use to set up these codes. Date the charge code goes into effect. Charges cannot be billed before they are effective or after they have expired. Date the charge is no longer valid. Charges cannot be billed before they are effective or after they have expired. Service Code Accounting System GL Account Number Customer Attention TMS TIPS: For recurring charges, you should use an expiration date if the charges have a definite ending date. For example, if you have charges originating from a twelvemonth agreement for monthly rent you can set the expiration date at the end of the twelve months, when the payment rate changes, to preserve the audit trail. Code that identifies the type of service for which the charge is generated. The code you enter must be set up in the Service Types master file. Account number to be used if you are interfacing your charge records with an accounting system. Customer to be billed for the charge. The customer code must be set up in the Customer Master. Person who will receive the invoice, as set up in the Customer Master. Billing Station Station where the charge was incurred. For switching or junction settlement moves, this is usually the interchange station. Reference Additional Description You will normally leave this field blank because TMS generates the charge based on the car s actual location in inventory. However, you can use this field as an over-ride to force in a station. If a value is entered in this field, TMS verifies the station against the Station Master. Free form explanation of the type of billing performed. Three free-form lines in which you can enter additional information. Revised 8/11 TMS Guide: Charges and Demurrage 45

46 Non-Transportation Charges Entering Charge Codes in the Non-Transportation Master Recurring Billing Code Day of Month Number of Days Event Dates Next/Last Rate Rate Qualifier Bill Amount Charge Adjust Code/Pct Total Amount Interval at which TMS should automatically invoice a charge. Enter M if TMS should invoice the charge monthly, A if TMS should invoice the charge annually, or N if TMS should invoice the charge at an interval of a specified number of days. This field is used in conjunction with Day of Month, Number of Days, and Event Dates Next/Last. Day of the month on which TMS should automatically invoice recurring monthly non-transportation charges. If you enter a number greater than the last day of the month, TMS will use the last day. For example, if you enter a value of 31 in this field, June invoices will be generated on June 30, and February invoices will be generated on February 28. Use this field only if you have used Recurring Billing Code M. Use this field only if you used Recurring Billing Code N. To automatically generate invoices with a frequency other than monthly or annually, enter the number of days between billings. For example, 1 indicates that charges should be generated daily, and 7 indicates a weekly charge. Do not use the Number of Days field with monthly, annual, or one-time charges. This field is used in conjunction with Event Dates Next/Last. Date from which TMS calculates the Event Dates Next/Last field. TMS will issue the first invoice on the event date. Dollar amount or rate to bill. For non-transportation charges, the rate is associated with a Rate Qualifier. Code that indicates the type of rate. For example, if you enter Per Car (PC), the rate is calculated per car. Total amount of the bill without any charge adjustment. Code representing adjustments to charges. These adjustments are used primarily to add taxes that might apply to a charge. TMS verifies the code against the Charge Adjustment Code Master. The associated percentage is a display only field and is populated automatically when you enter a valid code. Total amount due. TMS combines the bill amount with any charge adjustment and computes the total of the charge. 46 TMS Guide: Charges and Demurrage Revised 8/11

47 Non-Transportation Charges Entering Charge Codes in the Non-Transportation Master Currency Code Code that indicates the currency in which the charge was billed: Canadian dollars (CND), Mexican pesos (MXP), or US dollars (USD). Group Bill Flag This field is used to group charges for the same customer, service type, and billing station. If you select this field, all the non-transportation charges with this code for the same customer, station, and service type will print on one invoice when you print from the Print Non-Transportation Invoices menu option. However, if you print immediately from this window, TMS ignores the Group Bill Flag. Revised 8/11 TMS Guide: Charges and Demurrage 47

48 Non-Transportation Charges Entering Charge Codes in the Non-Transportation Master Example of a Recurring Master Charge Record The railroad rented a gas line crossing with terms of $50.00 rent per month for 12 months, to be billed on the 29th day of each month. Figure 25 Field Entries: Effective Date/ Expiration Date Recurring Bill CD Day of the Month Charge adjust code/pct The values 8/1/08 through 8/1/10 show a four-year agreement at the rate of $50.00 per month. M (Monthly). Invoice should be sent on the 29th of each month. None Group Bill Flag Blank for none. If you had other charges to be invoiced to the same customer and you wanted to send out one invoice, you would select this field. 48 TMS Guide: Charges and Demurrage Revised 8/11

49 Non-Transportation Charges Entering Charge Codes in the Non-Transportation Master Example of an On-Demand Master Charge Record The railroad entered into an agreement to perform on-demand plant switches at a flat fee of $ per switch. The rate is in effect for one year. Figure 26 Field Entries: Effective Date/ Expiration Date Recurring bill code Rate Rate Qualifier The values 10/1/02 through 10/1/06 show a four-year agreement. The field is left blank, indicating that the invoices will not be generated at a fixed time interval. The rate is $200.00, indicating a flat fee for the service provided. OT (one time). TMS TIPS: All Recurring fields are blank in this type of charge. Revised 8/11 TMS Guide: Charges and Demurrage 49

50 Non-Transportation Charges Creating Recurring Non-Transportation Charges Generating Non-Transportation Charges Creating Recurring Non-Transportation Charges Once you have set up the Standard Non-Transportation Charge Master for your railroad, you can generate recurring charges quickly as part of your routine procedures. For example, if you know you need to send invoices out every week, you must run the automatic generation function at least weekly. The automatic generation function creates a charge record and writes the information to the Non-Transportation Charges file. It does not create the actual invoice. You must use the Print functions to create the invoice. TMS TIPS: The automatic generation function for Non-Transportation Charges works on a catch-up basis. It generates all charges that have not been invoiced as of the date you select. Therefore, if you missed a cycle (for example, on a four-day weekend) or if you created but did not bill a one-time charge, the generation function will pick up any charges that were not invoiced previously. To generate recurring charges: 1. Go to the Generate Recurring Charges window. (Figure 27) TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 20 Generate Non-Trans Charges Fast Path = GNTC Figure TMS Guide: Charges and Demurrage Revised 8/11

51 Non-Transportation Charges Creating Recurring Non-Transportation Charges 2. Enter the date through which you want to generate charges and select OK. Select OK again to confirm. All non-transportation charges pending through that date will be generated. Revised 8/11 TMS Guide: Charges and Demurrage 51

52 Non-Transportation Charges Creating Individual Non-Transportation Charges Creating Individual Non-Transportation Charges In addition to generating recurring charges automatically from the Non-Transportation Charge Master, you can create charges individually if you have an on-demand charge or if you need to enter a new ad-hoc charge for an existing customer. As with the automatic charge generation function, you must also print the invoice for all nontransportation charges. To create a new non-transportation charge: 1. Go to the Non-Transportation Charges window. TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 16 All Non-Trans Charges Fast Path = NTC 2. Select Add to create a new charge. If you have a charge code record set up in the master file for the type of charge you are creating, enter the name in the Charge Code field and take the Seed option. TMS will complete the remaining fields for you based on the values in the master file. See Entering Charge Codes in the Non- Transportation Master on page 44 for more information on creating a charge code in the master file. If you do not have a charge code record already established in the master file, you must manually complete the appropriate fields to create the charge. Complete field definitions are available in Switching/Other/Non- Transportation Charge and Master File Fields on page 104. TMS TIPS: Use the Recalc option to recalculate billing and invoice amounts. TMS TIPS: To attach additional instructions or descriptions to the charge, take the Non-Trans Charge Notes option. 3. Select OK to create the new charge, then Exit to return. 52 TMS Guide: Charges and Demurrage Revised 8/11

53 Non-Transportation Charges Reviewing and Modifying Non-Transportation Charges Reviewing and Modifying Non-Transportation Charges The Non-Transportation Charges file contains all your charge records, whether they have been invoiced or not. You can use the Non-Transport Charge Details window to change, delete, or void a record. TMS TROUBLESHOOTING: You cannot change any field on a record that has been invoiced. If you need to change a record that has been invoiced, you must void the record and create a new record to replace it. To review or modify non-transportation charges: 1. Go to the Non-Transportation Charges menu. TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges Fast Path = /NTC 2. Select one of the following: Option 15 Charges Not Invoiced shows non-transportation charges that have not been invoiced. Option 16 All Non-Trans Charges shows all non-transportation charges, whether or not they have been invoiced. Figure 28 The Non-Transportation Charges window shows you the list of charges that you requested. (Figure 28) Revised 8/11 TMS Guide: Charges and Demurrage 53

54 Non-Transportation Charges Reviewing and Modifying Non-Transportation Charges TMS TIPS: You can use the Invoiced/Non-Invoiced option to toggle between windows displaying only invoiced charges, only non-invoiced charges, or both invoiced and non-invoiced charges. The contents of the Status field in the header displays the appropriate label for the information you are viewing. 3. To view a particular charge or group of charges, enter details in the header fields and select OK. The list will narrow down to include only the charges matching your criteria. 4. To modify a charge, type 1 next to that charge and select OK. On non-invoiced charge records, you can enter or override any of the fields on the Edit Non- Transport Charge Details window except for Invoice Number, Last Printed, Accounting Mo/Yr, Bill Date, and Last Modified data, which are system generated. Complete field definitions are available in Switching/Other/Non-Transportation Charge and Master File Fields on page Once you have made all necessary changes, select OK to save the information and Exit to return to the list of charges. 54 TMS Guide: Charges and Demurrage Revised 8/11

55 Invoicing Non-Transportation Charges Non-Transportation Charges Invoicing Non-Transportation Charges You can use the Print Non-Trans Invoices option to create and print invoices for non-transportation charges. TMS TIPS: This function prints a separate invoice for each record unless you activate the Group Bill Flag on the Non-Transport Charge Details window. If the flag is selected, all charges for that customer will print on one invoice. TMS TIPS: You can specify a particular return address to be used only when printing non-transportation charge documents with the Client Addresses master file. This is useful when you have a specific remittance or inquiry address for those invoices. See the TMS Guide: System Maintenance for instructions. TMS TIPS: You can set up standard default charge payment terms for each charge type. Do this at the railroad level using a railroad profile option or at the customer level via the Customer master file. See the TMS Guide: System Maintenance for details. To print invoices for Non-Transportation charges: 1. Go to the Print Non-Transportation Invoices window. (Figure 29) TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 21 Print Non-Trans Invoices Fast Path = PNTC Figure 29 Revised 8/11 TMS Guide: Charges and Demurrage 55

56 Non-Transportation Charges Invoicing Non-Transportation Charges 2. Complete the fields to instruct TMS how to generate the invoices. The selection fields on this window allow you to choose which charges you want to invoice. For example, you can invoice charges only for a particular Event Date Ranged and/or for a particular Charge To customer. You must specify whether you are going to print Trial invoices or Final invoices in the Final or Trial Run field. During trial runs, TMS does not assign the charge records a final invoice number. You can print as many trial invoices as you want. When you generate final billing in TMS, the program updates the billing records with the invoice number and date. If you are running final invoices, you can specify an Accounting Month/Year to be assigned to the invoices. Complete field definitions are available in Switching/Other/Non- Transportation Invoice Printing Fields on page When you have made all of your selections, select OK to print the chosen invoices, then confirm. The invoices you selected will be printed as you specified. TMS TIPS: When you print final invoices, TMS assigns the invoice date and number to each record billed. TMS takes the next invoice number from the Railroad Profile Maintenance file. For more information on setting the initial value for this field, see Railroad Profile Maintenance in the TMS Administrator Manual. Invoicing a Single Non-Transportation Charge You can print individual invoices directly from the Non-Transportation Charge Details window. This function is particularly useful for one-time charges when you want the invoice to go out immediately. To print a single invoice: 1. Go to the Non-Transportation Charges window. TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 16 All Non-Trans Charges Fast Path = NTC 2. Select an existing charge with a 1 or create a new charge using the Add option. Edit or complete the necessary fields. (For more information on creating a new charge, see Creating Individual Non-Transportation Charges on page 52.) 56 TMS Guide: Charges and Demurrage Revised 8/11

57 Non-Transportation Charges Invoicing Non-Transportation Charges 3. Select Print Invoice and complete the appropriate fields on the Immediate Non- Transport Invoice Print window. (Figure 30) Complete field definitions are available in Switching/Other/Non-Transportation Invoice Printing Fields on page 110. Figure Select OK to print the chosen invoices, then confirm. The invoices you selected will be printed as you specified. TMS TROUBLESHOOTING: If you select OK after you fill in the fields on the Non- Transport Charge Details window, TMS records the changes/additions to the Non-Transportation Charges file and returns you to the list window. In that event, you must reselect your charge with a 1. The Non-Transport Charge Details window for your record reappears and you can then select Print Invoice. Revised 8/11 TMS Guide: Charges and Demurrage 57

58 Non-Transportation Charges Invoicing Non-Transportation Charges Reprinting Non-Transportation Invoices The reprint function allows you to print a new copy of final-invoiced non-transportation charges. This option is useful if you need another copy for your records or if the customer did not receive an invoice. Note, however, that the invoice is not regenerated and no details may be changed when you reprint. To reprint invoices: 1. Go to the Reprint Non-Transport Invoices window. (Figure 31) TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 22 Reprint Non-Trans Invoices Fast Path = RNTC Figure Complete the fields to select which invoices you want to reprint and the format you want to use. Complete field definitions are available in Switching/Other/Non- Transportation Invoice Printing Fields on page Select OK to reprint the invoice, and confirm. The invoices you selected will be printed as you specified. TMS TIPS: You can also reprint a single charge that has already been invoiced from that charge s Non-Transportation Charge Details window. If you select the Print Invoice option, the Immediate Non-Transport Invoice Print window appears in REPRINT mode. 58 TMS Guide: Charges and Demurrage Revised 8/11

59 Non-Transportation Charges Running the Non-Transportation Charge Report Running the Non-Transportation Charge Report The Non-Transportation Account Distribution Report allows you to print nontransportation charges generated across a particular date range, accounting period, or range of invoice numbers. To print the Non-Transportation Account Distribution Report: 1. Go to the Non-Trans Account Distribution Report window. (Figure 32) TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 24 Non-Trans Account Dist Report Fast Path = ADR Figure Enter one of the following criteria for the report: Date Range Accounting Period Invoice Number Start date and an End date includes charges generated within that time period. You must also specify whether these dates should be the Event Date (E) or the Invoice Date (I) in the Date Type field. Include only charges generated within a particular accounting month. Start invoice number and End invoice number includes the invoices within that range. Revised 8/11 TMS Guide: Charges and Demurrage 59

60 Non-Transportation Charges Running the Non-Transportation Charge Report 3. Enter information in the following fields to filter the records that appear on the report: Billing Road Service Type Station Charge To Output Queue Number of Copies If you are running a multi-road database, enter a road mark to include only charges generated by that road. Include only a particular type of service charge. Include only charges for a particular station. Leave blank for all stations. Include only charges charged to a particular customer. Name of the printer to which you send the invoices. If left blank, the invoice prints on the default printer. If you want to the invoice, type in the field. Number of copies of the invoices to print. This field is not required. If left blank, it will print one copy. 4. Select OK to create and print the report. 60 TMS Guide: Charges and Demurrage Revised 8/11

61 Demurrage and Storage Setting Up TMS to Generate Demurrage Basic Procedures Adding or Modifying Codes in the Demurrage/Storage Master File Demurrage Code Setups Example of a Straight Plan Example of a Storage Agreement Example of a Simplified Agreement Example of a Special Agreement Straight Example of a Special Agreement Average How TMS Assigns a Demurrage Code to a Move Setting Up Default Demurrage in Railroad Profile Customizing Codes for a Customer Setting Up Demurrage in an RWC Adding or Modifying Demurrage Pool Car Exceptions Defining Demurrage Holidays Flagging Private Cars as Railroad Cars Creating a Demurrage or Storage Blocking Rule Running Demurrage Invoices Daily Procedures for Demurrage Billing Printing a Trial Demurrage/Storage Worksheet Generating Current Demurrage/Storage Charges (Extract) Modifying Current Demurrage/Storage Records Reviewing Demurrage Summary Information Reviewing Demurrage/Storage History Records Invoicing Demurrage/Storage Charges Reprinting Demurrage/Storage Invoices Reversing Invoiced Demurrage/Storage Charges from History Reversing Invoiced Demurrage/Storage Charges with Version Numbering101 You can use the TMS Demurrage Module to produce demurrage invoices for cars held too long for loading or unloading. The flexible nature of the TMS demurrage module allows you to generate demurrage for inbound, outbound, or local traffic, and then calculate that demurrage based on a straight, simplified, or average agreement or on a combination of simplified and average agreement. TMS can also handle special contract arrangements based on a variety of situations. You can also use the Demurrage Module to bill for cars placed in storage. TMS can look at car movement records for equipment moving into and out of storage, then calculate storage fees based on those records. In addition, you can use this module to produce demurrage and/or storage estimates to inform customers about cars held too long in industry. This type of pro-active management can result in more productive equipment use, lower car hire, and improved customer relations. Revised 8/11 TMS Guide: Charges and Demurrage 61

62 Demurrage and Storage Basic Procedures Setting Up TMS to Generate Demurrage Basic Procedures First-time users of the TMS Demurrage Module should carefully review the steps described below before using this module. Use steps 1, 2, and 3 to set up your basic demurrage plan. Follow the remaining steps to assign specific demurrage exceptions to the RWC, Customer, and Car Series master files. 1. Create the Demurrage/Storage Master: You must create the codes and parameters that instruct TMS how your road bills demurrage or storage. The Demurrage/Storage master contains information such as the type of demurrage, number of free days, and daily demurrage rates. See Adding or Modifying Codes in the Demurrage/Storage Master File on page Set up Holidays: You must specify holidays recognized by your railroad for each year so that charges are calculated correctly. See Defining Demurrage Holidays on page Specify Demurrage Options in Your Railroad Profile: Your railroad profile contains several options that tell TMS how your demurrage and storage will be worked. You must first turn these options on using the appropriate flags and then assign default loading and unloading demurrage codes to be used if TMS cannot find a demurrage code at the RWC or customer level. See Setting Up Default Demurrage in Railroad Profile on page Assign Demurrage Codes to Customers: You can assign demurrage codes for specific customers. Use this option if you have customers whose demurrage is calculated differently than the default, customers not subject to demurrage charges at all, or customers with special private car handling. See Customizing Codes for a Customer on page Assign Demurrage Codes to RWCs: If a particular type of traffic has a unique demurrage contract, you can assign a demurrage code directly to the RWC. TMS will then use the demurrage code on the RWC to calculate demurrage for moves billed using that RWC. See Creating a Demurrage or Storage Blocking Rule on page Assign Demurrage Codes to a Car Series: If you have demurrage codes that apply to a specific car series, you can set up those cars with their applicable codes in the System Fleet master. See Adding or Modifying Demurrage Pool Car Exceptions on page Set up Private Cars to be Calculated as Railroad Cars: You may handle some private cars on your road that you want the system to treat as railroad-marked cars when demurrage is calculated. For example, most roads bill full demurrage for RBOX, ABOX, and GONX equipment because they are owned by Trailer Train. See Flagging Private Cars as Railroad Cars on page TMS Guide: Charges and Demurrage Revised 8/11

63 Demurrage and Storage Adding or Modifying Codes in the Demurrage/Storage Master File Adding or Modifying Codes in the Demurrage/ Storage Master File The Demurrage Module relies heavily on the proper use of the Demurrage master file. The records in the Demurrage/Storage master file tell TMS how these charges should be billed for your railroad. You can create multiple charge codes to handle a variety of demurrage and storage agreements. TMS TIPS: After you have entered a code in the system, you should manually add a demurrage record and test the code to make sure you have properly set up the master file record. To add or modify a demurrage or storage code: 1. Go to the Display Demurrage/Storage Master window. TMS Main Menu 24 Demurrage Charges 21 Demurrage/Storage Charges Fast Path = DECH 2. Select Add to create a new code or type 1 next to an existing code to modify. Figure Enter the appropriate values in the fields on the Demurrage/ Master window. (Figure 13) Revised 8/11 TMS Guide: Charges and Demurrage 63

64 Demurrage and Storage Adding or Modifying Codes in the Demurrage/Storage Master File TMS TIPS: Once you have created and saved a demurrage charge record, you can use the Excluded Moves option to specify that TMS should ignore ORDR and/or RCPL movements when calculating demurrage time. 4. To enter or modify tiered rates for billing demurrage, select Daily Rates. Figure On the Edit Demurrage Rates window, enter the rates and the corresponding through dates that the rates are valid. (Figure 34) For example, in Figure 34 the first two days would be at $20 per day, the next 2 days at $40 per day, the next two days at $60 per day, and anything over 6 days at $80 per day. For average and mixed agreements, the first level represents the cancellable debits. 6. Select OK to change the record, then Exit to return to the Demurrage/Storage Master window. 7. When you have completed adding or updating the demurrage master record, select OK to save the information. Your charge code is complete. 64 TMS Guide: Charges and Demurrage Revised 8/11

65 Demurrage and Storage Adding or Modifying Codes in the Demurrage/Storage Master File Field Definitions Demurrage/ Storage Code Effective Date Move Type Charge Type Number of Free Hours Credit Days Limit G/L Account Number Cost Center Exclude Private/Rail Override Descriptive name that represents the code. See Demurrage Code Setups on page 67 for ideas on how to name your codes. Date that the code goes into effect. Indicates whether the demurrage is prompted by loading (L), unloading (U). Leave the field blank for storage codes. Type of demurrage agreement under which the charge is calculated. For demurrage, enter the number of free hours a customer has to load or unload a car. For example, if you have a special contract where a customer has five days to load a car, enter 120 in this field. For storage, enter the number of hours the car owner or customer will have free before storage begins. If you are using an average plan, enter the number of days the customer has to load or unload a car in order to earn a credit. If you are using a simplified plan, enter the number of credits given. This field is not used for straight plan demurrage or for storage. Account number to be used if you are interfacing your charge records with an accounting system. Internal cost center assigned to the charge. Indicates whether Saturday, Sunday, or Holidays should be excluded from demurrage calculations. If you enter an A, that day will always be excluded from demurrage. If you enter a Y, that day will be excluded unless demurrages charges have already started, and if you enter an E, that day will be excluded if free days are left. If you leave a day blank, demurrage will always be counted for that day. P overrides type and calculates all cars as private cars; R overrides type and calculates all cars as rail cars. Leave blank to calculate each car as normal. Revised 8/11 TMS Guide: Charges and Demurrage 65

66 Demurrage and Storage Adding or Modifying Codes in the Demurrage/Storage Master File Free Day for Spot on: Friday/ Saturday/ Sunday/ Holiday Use PCON to determine Fri/ Sat/Sun/ Holiday Spot Begin Time One day is added to the credit days limit if the car is placed on the day(s) selected. Selecting this field instructs TMS to use PCON to determine the placement date. Leave blank to use PACT. Time or event that starts demurrage/storage calculations. Contract Begin Time Override Description (optional) Service Type Minimum Days to Bill Currency Code If you enter a time in HHMM format, calculations begin at an exact time entered (e.g., 0700 for first 7:00 am). If you enter PL, calculations are based on placement time. If you enter Day, calculations start on the day a car is placed into storage--the exact time is not considered. This option is used only for storage calculation. Used only under special circumstance. Call RMI Customer Support for assistance. Free-form field to include extra information about the agreement you are creating. Code that identifies the type of service for which the charge is generated. The code you enter must be set up in the Service Types master file. (for intermodal only). Minimum number of days to bill. This field is only applied if the calculated charge is greater than zero. Code that indicates the currency in which the charge was billed: Canadian dollars (CND), Mexican pesos (MXP), or US dollars (USD). 66 TMS Guide: Charges and Demurrage Revised 8/11

67 Demurrage and Storage Adding or Modifying Codes in the Demurrage/Storage Master File Demurrage Code Setups Each method of calculating demurrage on your railroad is represented by a demurrage code. Railroads with only a few ways to calculate demurrage can usually operate with a simple set of demurrage codes. For example, if you have a very simple demurrage tariff and you bill all demurrage under an average plan, you will need only two demurrage codes. One would represent the inbound (unloading) demurrage, while the other would represent the outbound (loading) demurrage: INAVG OUTSTR Inbound (unloading) demurrage using an average agreement. Larger railroads handling a variety of traffic under special demurrage agreements need more specific demurrage codes: GAKRPAPER FERT15 Outbound (loading) demurrage using a straight plan. Originating move from customer GAKR with a special demurrage agreement for boxcar loads of paper. Special agreement covering fertilizer moving in 15-car units. Revised 8/11 TMS Guide: Charges and Demurrage 67

68 Demurrage and Storage Adding or Modifying Codes in the Demurrage/Storage Master File Example of a Straight Plan Figure 35 and Figure 36 show a sample straight plan covering cars spotted for loading. This type of coding is usually the kind used as a default in the Railroad Profile. Figure 35 Figure 36 Charge Type Number of Free Hours 48 Days to Exclude Straight Time Demurrage Starts At the first 0001 Billable Rate (3 tiers) The first weekend and/or holiday will be free unless billable time has begun. Day 1 $20.00 per day Day 2 and 3 $40.00 per day After day 3 $ TMS Guide: Charges and Demurrage Revised 8/11

69 Example of a Storage Agreement Demurrage and Storage Adding or Modifying Codes in the Demurrage/Storage Master File Figure 37 and Figure 38 show a storage agreement covering cars moved into and out of storage. The sample storage code below will calculate charges from the time a car moves into storage (STEA, STPL, etc.) until it is released from storage (OSTH). Storage charges will be charges if the car is in storage for any portion of a day. The customer or car owner has no free time. A daily rate of $2.00 per day will apply. Figure 37 Figure 38 Charge Type Storage Number of Free Hours 0 Credit Days Allowed 0 Time Storage Starts DAY Billable Rates $2.00 per day Revised 8/11 TMS Guide: Charges and Demurrage 69

70 Demurrage and Storage Adding or Modifying Codes in the Demurrage/Storage Master File Example of a Simplified Agreement Figure 39 and Figure 40 show an agreement under the simplified plan covering cars spotted for unloading. The credit days limit is set to three. Figure 39 Figure 40 Charge Type Number of Free Hours 0 Credit Days Allowed 3 Simplified Time Storage Starts At the first 0001 Billable Rates Day 1 and 2 $20.00 Day 3 and on $ TMS Guide: Charges and Demurrage Revised 8/11

71 Demurrage and Storage Adding or Modifying Codes in the Demurrage/Storage Master File Example of a Special Agreement Straight Figure 41 and Figure 42 show a special agreement covering cars spotted for boxcar loading. Usually this type of demurrage coding is set up either at the RWC or customer level. Figure 41 Figure 42 Charge Type Number of Free Hours 120 Days to Exclude Time Demurrage Starts Billable Rate Straight None (Saturday, Sunday, Holidays are never free) At the first 0700 $50.00 per day Revised 8/11 TMS Guide: Charges and Demurrage 71

72 Demurrage and Storage Adding or Modifying Codes in the Demurrage/Storage Master File Example of a Special Agreement Average Figure 43 and Figure 44 show a special average agreement covering cars spotted for chip loading. Figure 43 Figure 44 Charge Type Number of Free Hours 24 Credit Days Limit Days to Exclude Average Time Demurrage Starts At the first 0001 Billable Rate 1 day to load the car after the beginning of demurrage time to receive credit. Holidays only (Saturday and Sunday are never free) $20.00 per day (cancellable rate) $40.00 per day (non-cancellable rate) 72 TMS Guide: Charges and Demurrage Revised 8/11

73 Demurrage and Storage How TMS Assigns a Demurrage Code to a Move How TMS Assigns a Demurrage Code to a Move TMS looks in the following four different places to find the proper demurrage code for a move, in the following order: 1. Repetitive Waybill Code (RWC) Level: You can enter RWCs on inbound moves or use them to bill online or forwarding traffic. If TMS finds a demurrage code in the RWC used to bill the move, it uses that code. 2. Car Series Level: If you have a fleet of cars assigned to a particular customer and those cars fall under a specific demurrage agreement, you can set up a unique code for those cars in the System Fleet Master. As these cars are interchanged, loaded, or unloaded, TMS uses the demurrage code set up in the System Master for those cars. 3. Customer Level: If traffic moving to a particular customer falls under a special demurrage contract, you can set up a unique demurrage code for that customer in the Customer Master file. As cars are placed at that customer, TMS uses the demurrage code in the Customer Master to calculate demurrage. 4. Road Level: TMS uses the default code set up in the Railroad Profile if it cannot find a code in the RWC, Car Series, or Customer masters. If all traffic handled by your road falls under one demurrage tariff or contract, set up these codes in the Railroad Profile. Revised 8/11 TMS Guide: Charges and Demurrage 73

74 Demurrage and Storage Setting Up Default Demurrage in Railroad Profile Setting Up Default Demurrage in Railroad Profile You must establish default demurrage codes for your railroad in your railroad profile. When TMS calculates demurrage, it will use the demurrage code in the railroad profile if it cannot find a charge code in the RWC, Car Series, or Customer Masters. If you have only one demurrage tariff in effect, TMS uses the default codes in the railroad profile to generate all demurrage billing. To set up a default demurrage code: 1. Go to the Client Demurrage Setup window. (Figure 45) TMS Main Menu 36 System Administrator 1 Railroad Profile Menu 9 Demurrage Fast Path = MDEM Figure Enter appropriate values to tell TMS how to calculate demurrage for your road: Use the Process Demurrage, Calculate Storage, and Send to Cash flags to turn on these features for your railroad. Enter a default in the Unloading Code and Loading Code to be used if no overriding charge code is found. These codes must have been previously created in the Demurrage master file. If this is the first time you have used TMS Demurrage, you should enter the last Invoice number you used to create final invoices. TMS will begin invoicing demurrage and storage using the next number. The remaining fields allow you to determine how placement moves and private cars should be handled. 3. Select OK, then confirm. The changes will be saved as part of your railroad profile. 74 TMS Guide: Charges and Demurrage Revised 8/11

75 Customizing Codes for a Customer Demurrage and Storage Customizing Codes for a Customer If you have a special demurrage contract in effect for a particular customer, you can set up a special demurrage code for that customer, then use flags in the customer master file to set up TMS to properly control demurrage for that customer. For example, you can instruct TMS that a particular customer is exempt from demurrage or that private cars handled by that customer are to be treated differently. To set up a unique demurrage plan for a particular customer: 1. Create a unique demurrage code to be used for the customer. See Adding or Modifying Codes in the Demurrage/Storage Master File on page 63 for more information on how to set up a demurrage code. 2. Go to the Customer Master window. TMS Main Menu 31 Master Files 11 Customers Fast Path =MCUS 3. Type 1 next to the customer you are working with and select OK. Figure 46 Revised 8/11 TMS Guide: Charges and Demurrage 75

76 Demurrage and Storage Customizing Codes for a Customer 4. Complete the following fields on the Edit Customer Master window (Figure 46) to customize demurrage for that customer: Exclude Loading Unloading Private Car A indicates this customer should never receive a demurrage bill. For example, if your line serves a power plant where all cars are owned by the customer and not subject to demurrage, you can instruct TMS to exempt that customer from demurrage. S indicates demurrage should not be calculated on system cars. A system car is any car bearing your railroad s reporting marks or any car set up as a System Car in the Fleet Master. Demurrage code to be used when the cars are placed for loading. Demurrage code to be used when the cars are to be unloaded. Selecting this field indicates that private cars placed at this customer are subject to demurrage. If you select this field, TMS will bill demurrage for private cars in the same manner it bills railroad-marked cars. Leave this field blank if demurrage for private cars should be calculated from constructive placement to placement. Leave blank if private cars are not subject to demurrage at all. TMS assumes a car is private if the reporting mark ends in the letter X. TMS TIPS: You can set up exceptions (such as RBOX, ABOX) to the private car rule using the Private Cars as Railroad Cars master file. See Flagging Private Cars as Railroad Cars on page 81 for instructions. 5. Select OK to save the new demurrage instructions, then Exit to return to the customer list. 76 TMS Guide: Charges and Demurrage Revised 8/11

77 Demurrage and Storage Setting Up Demurrage in an RWC Setting Up Demurrage in an RWC If a particular tariff or contract has demurrage calculated in a special way, you can set up a demurrage code in the RWC used to bill the move. Any cars billed (or received in interchange) using this RWC will have demurrage calculated based on the code in the RWC. To set up a demurrage in an RWC: 1. Create a unique demurrage code to be used in the RWC. See Adding or Modifying Codes in the Demurrage/Storage Master File on page 63 for more information on how to set up a demurrage code. 2. Go to the View Waybill RWC window. TMS Main Menu 21 Manage Waybills 2 Repetitive Waybill Codes-RWC Fast Path =RWC 3. Type 1 next to the RWC you want to work with and select OK. 4. Select Charges/Blocking from the Repetitive Waybill Code Page 1 window. Figure On the Edit RWC Miscellaneous Info window (Figure 47), enter the Demurrage Code that should be used to calculate demurrage for traffic handled using this RWC. You can also enter an N in the Demurrage Flag field if traffic moved under this RWC is not subject to demurrage. 6. Select OK to save the new demurrage instructions, then Exit to return to the RWC list. Revised 8/11 TMS Guide: Charges and Demurrage 77

78 Demurrage and Storage Adding or Modifying Demurrage Pool Car Exceptions Adding or Modifying Demurrage Pool Car Exceptions If you have a special demurrage contract in effect for a particular series of cars, you can use the Fleet Pool Master to set up a code for those cars. TMS uses that code when cars in that series are loaded or unloaded. To set up a car series with a particular demurrage code: 1. Go to the Display Fleet Pool Master window. TMS Main Menu 31 Master Files 32 System Fleet Master Fast Path = MFL 2. Select Add to create a new car series or type 1 next to an existing series to modify. Figure 48 TMS TIPS: If the car series you are adding is similar to an existing series, enter C next to the existing series and select OK. TMS creates a copy of the existing record and you can go on to make any necessary changes. 78 TMS Guide: Charges and Demurrage Revised 8/11

79 Demurrage and Storage Adding or Modifying Demurrage Pool Car Exceptions 3. The following fields on the Fleet Pool Master window (Figure 48) allow you to customize demurrage for the group of cars: Loading Unloading Exempt Leasing Customer Lease/Mark Demurrage code to be used when the cars are placed for loading. Demurrage code to be used when the cars are to be unloaded. Selecting this field indicates the customer is exempt from demurrage. Customer to whom the cars are leased. Use this field only if the cars are subject to special demurrage for a particular customer. Car mark of the company leasing the car. 4. Select OK to create the new car series or to save the changes you have made. Exit to return to the Fleet Pool list. Revised 8/11 TMS Guide: Charges and Demurrage 79

80 Demurrage and Storage Defining Demurrage Holidays Defining Demurrage Holidays A demurrage holiday is a day on which your organization does not charge for demurrage. You must define which days your organization recognizes as holidays so that TMS does not include those days when calculating demurrage and storage charges. Each holiday must be entered with a specific date, and holidays must be entered for each year. To enter demurrage holidays: 1. Go to the Edit Demurrage Holiday Master window. (Figure 49) TMS Main Menu 24 Demurrage Charges 22 Demurrage/Storage Holidays Fast Path = MHOL Figure You can edit names or delete holidays on this window. 3. To define new holidays, select Go to Add Mode. 4. Enter the new Holiday Name(s) and corresponding Date(s). Figure Select OK, then Exit. Your new holidays have been created. 80 TMS Guide: Charges and Demurrage Revised 8/11

81 Flagging Private Cars as Railroad Cars Demurrage and Storage Flagging Private Cars as Railroad Cars TMS assumes that any car bearing a reporting mark ending in the letter X is a private car. However, many railroads treat certain private cars (i.e., RBOX, GONX) as if they are railroad cars. This is usually equipment owned by Trailer Train. You can use the Private Cars as Railroad Cars master file to designate any private car as a railroad car for demurrage purposes. To set up Private Car Exceptions: 1. Go to the Private Cars as Railroad Cars window. (Figure 51) TMS Main Menu 24 Demurrage Charges 23 Private Cars as Railroad Cars Fast Path =MEXCL Figure Select Add More Cars to enter a list of cars. 3. On the Private Cars as Railroad Cars window in add mode (Figure 51), enter the initials of cars that should be treated as a railroad-marked cars. 4. Select OK to save the list. The cars you entered will be treated as railroad cars for demurrage purposes. TMS TIPS: The Official Railway Equipment Register is a source of information for Trailer Train cars that might appear in general purpose (non-intermodal) service on your railroad. You can enter those marks in this file. Revised 8/11 TMS Guide: Charges and Demurrage 81

82 Demurrage and Storage Creating a Demurrage or Storage Blocking Rule Creating a Demurrage or Storage Blocking Rule When charges are extracted, the Demurrage and Storage blocking tables allow you to override the demurrage/storage charge code or customer based on almost any waybill field. For example, you could use the demurrage table to indicate that cars loaded with a particular product by a demurrage customer should be exempt, or you could use the storage table to indicate that cars are subject to a special storage agreement based on car type. For more information about using automatic blocking tables in TMS, see the TMS Guide: Advanced Automation. To create a new blocking rule for demurrage/storage: 1. Go to the Select Blocking Category window. TMS Main Menu 31 Master Files 24 Blocking Table Fast Path =BLOCK 2. Choose D Demurrage or S Storage and select OK. 3. Select Add New Rule on the window to add a new blocking rule. If you are working with the storage table, you will go directly to the Edit Rule - General Selection window. If you are adding a new demurrage rule, the Assign Rule window appears. In the Load/Unload field, enter either a U (to apply the rule to empty equipment) or an L (to apply the rule to loaded equipment). You must also enter a rule order number in the Order field. The order number determines how TMS searches and applies the rules in the blocking table. Select OK. Figure TMS Guide: Charges and Demurrage Revised 8/11

83 Demurrage and Storage Creating a Demurrage or Storage Blocking Rule 4. On the Edit Rule - General Selection window (Figure 52), you must Enter a free-form rule description or name in the Description field. Use a description that will help you quickly identify the rule. You can also enter a free-form group name in the Class field that will help you rapidly arrange similar rules on the window. Enter your selection criteria in the fields shown. This is the information against which TMS matches your inbound waybills or bills of lading to determine if the rule should be applied. For example, you could apply this rule only to cars carrying a certain STCC and/or to cars with a particular Consignee. For more information about using the selection fields, see the TMS Guide: Advanced Automation. 5. To enter additional blocking selection criteria related to equipment dimensions, select EIF. Use any of the parameters listed on the Edit Rule - Select EIF Info window to specify height, weight, capacity, or clearance ranges, or to specify car type or grade criteria. The blocking rule will be applied to all cars that fall within the ranges you specified. 6. Select OK key to enter specifications on how to calculate demurrage for the cars selected by the rule on the Apply Blocking window. (Figure 53) Figure 53 Revised 8/11 TMS Guide: Charges and Demurrage 83

84 Demurrage and Storage Creating a Demurrage or Storage Blocking Rule 7. You must enter at least one apply field: Demurrage/ Storage Code to Apply Exclude from Demurrage/ Storage Demurrage/ Storage Customer Enter a demurrage or storage code to apply to all matching cars. This code will override the normally applied demurrage or storage code in the system. Enter the appropriate value to exempt the specified cars from demurrage or storage. Enter a customer ID to apply to all matching cars; this customer will become the customer responsible for all demurrage or storage charges for all matching cars and will override the current value in the system. 8. When you have completed all appropriate fields, select OK to save the blocking rule. 84 TMS Guide: Charges and Demurrage Revised 8/11

85 Running Demurrage Invoices Demurrage and Storage Daily Procedures for Demurrage Billing Daily Procedures for Demurrage Billing Many of the steps to produce demurrage and storage billing are part of your daily TMS functions. For example, as you interchange, move, and bill cars, TMS automatically generates the data necessary to bill demurrage. Only the extract and print options are strictly demurrage functions. 1. Move cars in TMS: Move, place, release, and bill cars in TMS. The moves are recorded in Car Movement History and are used to calculate demurrage. TMS determines who to invoice based on where cars are placed. As you move cars into storage, TMS asks you for the customer for which you are storing the cars and the storage charge code to apply. TMS applies demurrage first according to any special rules found for the RWC, then the car series, then the customer. If no special demurrage/storage rules are found, TMS will apply demurrage according to the default codes found in your railroad profile. 2. Periodically Check Demurrage: You may print a demurrage worksheet periodically throughout the month or you can check your demurrage using estimate created by running trial invoices. In either case, you can review cars and make allowances for special situations based on the results. 3. Extract from Movement History: When you are ready to produce trial invoices or bill final demurrage for the month, you must set TMS to read the Car Movement History file and calculate demurrage for any cars released during the period you specify using the Extract and Build Current Charges option. A record of the demurrage calculation is written to the charges file for review or modification. TMS TIPS: You can manually flag a record to be re-extracted into demurrage on the Maintain Equipment History window. 4. Print Trial Invoices: You can run trial demurrage invoices to check demurrage for the month, then modify any records needing correction. Continue to run trial invoices until you are satisfied with the results and are ready to print final billing. 5. Run Final Billing: The last step in producing demurrage is to run the final demurrage invoices. During the final run, records transfer from the Current Charges Not Invoiced file to the Demurrage Charges History file. Revised 8/11 TMS Guide: Charges and Demurrage 85

86 Demurrage and Storage Printing a Trial Demurrage/Storage Worksheet Printing a Trial Demurrage/Storage Worksheet The demurrage/storage worksheet gives you a chance to review the month s charges for errors. You can then make corrections to placement or release times before you run the extract. You should print a demurrage worksheet before you extract records into the Demurrage Charges file. TMS TIPS: Some railroads choose to bypass this step and run demurrage estimates through the trial invoice option. To print a trial worksheet: 1. Go to the Print Demurrage/Storage Worksheet window. (Figure 54) TMS Main Menu 24 Demurrage Charges 1 Print Worksheet Fast Path = DEW Figure Complete the fields to instruct TMS which records to include on the worksheet: Enter a Begin Release Date/Time and an End Release Date/Time to specify a date range for the worksheet. The selection fields on this window allow you to choose which charges you want to invoice. For example, you could use the Customer field to include charges for one particular customer. Complete field definitions are available in Demurrage Charge Worksheet and Invoice Printing Fields on page TMS Guide: Charges and Demurrage Revised 8/11

87 Demurrage and Storage Printing a Trial Demurrage/Storage Worksheet 3. When you have made all of your selections, select OK to print the worksheet, then confirm. The report will be printed as you specified. TMS TROUBLESHOOTING: The worksheet will not pick up records that have been extracted into the invoicing routine. Revised 8/11 TMS Guide: Charges and Demurrage 87

88 Demurrage and Storage Generating Current Demurrage/Storage Charges (Extract) Generating Current Demurrage/Storage Charges (Extract) The extract option is the first step you will take to close out demurrage for the period. TMS looks at Car Movement History records and calculates charges for all cars released or moved from storage during the period you specify. The charges are then written to the Demurrage/Storage Current Charges file, which serves as a working file so you can review or modify records before final billing. TMS only calculates demurrage for cars that have been released. Even if the calculation shows no demurrage due, the record is extracted for review. The only records not extracted are those excluded based on flags set in the Customer Master. (For example, you can set a flag in the Customer Master to show that private cars placed at a particular customer are not subject to demurrage.) During this process, TMS ignores previously extracted records. As records are extracted, TMS sets a flag in Car Movement History to prevent the record from being extracted again later. To extract records: 1. Go to the Demurrage/Storage Extract window. (Figure 55) TMS Main Menu 24 Demurrage Charges 2 Extract & Bld Current Charges Fast Path =DEXT Figure TMS Guide: Charges and Demurrage Revised 8/11

89 Demurrage and Storage Generating Current Demurrage/Storage Charges (Extract) 2. Enter information to specify the charges to extract: You must enter a range of release dates and a Charge Type to instruct TMS which charges to extract. You can also specify a Customer if you want to extract records for that particular customer. You can force a release of placed or constructively placed cars and end the demurrage cycle using the Apply Force Release field. 3. Select OK to extract the records. TMS TROUBLESHOOTING: You can reverse the extract process using option 33 Undo Entire Extract for Month. If you take this option, TMS will delete the records for the date range you specify from the Demurrage/Storage Current Charges file and allow you to re-extract those records. You can re-extract immediately or at a later date. Be careful that you do not reverse any charges that have been final invoiced. This will result in duplicate charges. Revised 8/11 TMS Guide: Charges and Demurrage 89

90 Demurrage and Storage Modifying Current Demurrage/Storage Records Modifying Current Demurrage/Storage Records All charge records that have been extracted, even those calculated with zero amounts for straight plan, appear in the Demurrage/Storage Current Charges file. You can use this file to review calculations and print trial invoices before the final run. Records remain in this file until you print a final billing. When you print final invoices, TMS assigns each record an invoice number and moves them to the Demurrage Charges History file. To review or modify a current demurrage charge record: 1. Go to the Demurrage/Storage Current Charges window. TMS Main Menu 24 Demurrage Charges 11 Demurrage/Storage Current Fast Path = DECU TMS TIPS: Charges that appear as highlighted on the Demurrage/Storage Current Charges window are in error. 2. You can enter values in the header filter fields of the Demurrage/Storage Current Charges window to view only charges matching those criteria. (Figure 56) Figure TMS Guide: Charges and Demurrage Revised 8/11

91 Demurrage and Storage Modifying Current Demurrage/Storage Records 3. Use the following options to review more information about or make changes to a charge record If you want to then delete a record view related storage charges already invoiced view the car history generate a miscellaneous charge type D next to the record and select OK. type F next to the record and select OK. type H next to the record and select OK. type M next to the record and select OK. recalculate demurrage/storage charges type R next to the record and select OK. undo an extract for an individual car view the waybill type U next to the record and select OK. type W next to the record and select OK. 4. Type 1 next to a record you want to see in detail and select OK. The Demurrage/ Storage Charge Details (Figure 57) window shows you specific information about the charge. Figure 57 Revised 8/11 TMS Guide: Charges and Demurrage 91

92 Demurrage and Storage Modifying Current Demurrage/Storage Records 5. You can also enter or update information in many of these fields. Complete field definitions are available in Demurrage Charge and Master File Fields on page Select Daily Rates to modify daily rates. Figure Make any necessary changes the rates and the corresponding dates on the Edit Demurrage Rates window. (Figure 58) 8. Select OK to change the rates, then Exit to return to the Demurrage/Storage Charge Details window. 9. Select Recalculate to refigure the charge totals. 10.Select OK to save all of your changes, then Exit to return to the list of charge records. TMS TROUBLESHOOTING: If you change the dates, the date change will not be reflected in the TMS Car Movement History file. 92 TMS Guide: Charges and Demurrage Revised 8/11

93 Demurrage and Storage Reviewing Demurrage Summary Information Reviewing Demurrage Summary Information The Invoice Summary option allows you to view basic information at a summary level about all current demurrage invoices. You can also print a demurrage report or reprint an invoice using this option. To review a demurrage summary record: 1. Go to the Work with Invoice Summary window. (Figure 59) TMS Main Menu 24 Demurrage Charges 13 Invoice Summary Fast Path =DESUM Figure You can perform the following tasks from this window: If you want to see how and when demurrage was calculated for an invoice view the history information of the movement that triggered the demurrage charge reprint a demurrage invoice print a demurrage invoice summary report then type 1 next to the record and select OK. type 5 next to the record and select OK. type P next to the record and select OK. select Print Report. Revised 8/11 TMS Guide: Charges and Demurrage 93

94 Demurrage and Storage Reviewing Demurrage/Storage History Records Reviewing Demurrage/Storage History Records All demurrage/storage charge records that have been invoiced appear in the Demurrage/Storage Charges History file. To review or modify a current demurrage charge record: 1. Go to the Demurrage/Storage Billing History window. (Figure 60) TMS Main Menu 24 Demurrage Charges 12 Demurrage/Storage History Fast Path = DEHIS 2. You can enter values in the header filter fields to view only charges matching those criteria. Figure Use the following options to review more information about or make changes to a charge record If you want to view the car history modify the car initial/number or event date/time for a record view related storage charges that have already been invoiced then type H next to the record and select OK. type C next to the record and select OK. type F next to the record and select OK. 94 TMS Guide: Charges and Demurrage Revised 8/11

95 Demurrage and Storage Reviewing Demurrage/Storage History Records 4. Type 1 next to a record you want to see in detail and select OK. The Demurrage/ Storage Charge Details window shows you specific information about the charge. Complete field definitions are available in Demurrage Charge and Master File Fields on page Select Daily Rates to review daily rates. 6. Select Exit to return to the Demurrage/Storage Charge Details window, then Exit again to return to the charge list window. TMS TROUBLESHOOTING: If you find a charge that needs to be changed, you must reverse the charge and then re-invoice the charge. For example, you may have charged an incorrect rate or billed the charge to the wrong customer. For instructions, see Reversing Invoiced Demurrage/Storage Charges from History on page 99. Revised 8/11 TMS Guide: Charges and Demurrage 95

96 Demurrage and Storage Invoicing Demurrage/Storage Charges Invoicing Demurrage/Storage Charges Two options are available for printing demurrage and storage invoices from records that have been extracted to the Demurrage/Storage Current file. You can either print trial invoices that you can use to review demurrage before actually mailing out the final or produce a final invoice to be sent to your customers. You can print as many trial invoices as you want. Each trial invoice is clearly marked and an invoice number will not be assigned during this process. When you generate final billing in TMS, the program updates the billing records with the invoice number and date and the record moves from the Current Charges file to the Demurrage History file. TMS TIPS: You can use the Client Addresses master file specify a particular return address to be used only when printing Demurrage/Storage documents. This is useful when you have a specific remittance or inquiry address to be used for demurrage and storage invoices. See the TMS Guide: System Maintenance for instructions. TMS TIPS: You can set up standard default charge payment terms for each charge type. Do this at the railroad level using a railroad profile option or at the customer level via the Customer master file. See the TMS Guide: System Maintenance for details. You can also specify, in the railroad profile, a default number of days after printing that a demurrage/storage invoice is due. If you take this option, TMS will include a Due Date on your demurrage/storage invoices. See the TMS Guide: System Maintenance for details. To generate demurrage invoices: 1. Go to the Demurrage Charges window. TMS Main Menu 24 Demurrage Charges Fast Path = /DEM 2. Choose one of the following options: 4 Print Trial Invoices 5 Print Final Invoices 96 TMS Guide: Charges and Demurrage Revised 8/11

97 Demurrage and Storage Invoicing Demurrage/Storage Charges Figure Complete the fields on the Print Demurrage/Storage Invoices window (Figure 61) to instruct TMS how to generate the invoices: Enter a Beginning Release Date and an Ending Release Date to specify a date range for the invoices. The selection fields on this window allow you to choose which charges you want to invoice. For example, you can invoice charges only for a particular Billing Road. You could also use the Select Customer field to invoice charges for one particular customer or the Exclude Customers field to invoice charges for all but specified customers. If you are printing trial invoices, you can choose to print summary information only by selecting S in the Print Detail/Summary field. This allows you to see totals by demurrage code. Complete field definitions are available in Demurrage Charge Worksheet and Invoice Printing Fields on page When you have made all of your selections, select OK to print the chosen invoices, then confirm. The invoices you selected will be printed as you specified. TMS TIPS: When you print final invoices, TMS assigns the invoice date and number to each record billed. TMS takes the next invoice number from the Railroad Profile Maintenance file. For more information on setting the initial value for this field, see Railroad Profile Maintenance in the TMS Administrator Manual. Revised 8/11 TMS Guide: Charges and Demurrage 97

98 Demurrage and Storage Invoicing Demurrage/Storage Charges Reprinting Demurrage/Storage Invoices The reprint function allows you to print a new copy of final-invoiced non-transportation charges. This option is useful if you need another copy for your records or if the customer did not receive an invoice. Note, however, that the invoice is not regenerated and no details may be changed when you reprint. To reprint an invoice from Demurrage/Storage History: 1. Go to the Reprint Demurrage/Storage Invoices window. (Figure 62) TMS Main Menu 24 Demurrage Charges 6 Re-Print Invoices Fast Path = DERPR Figure Complete the fields to select which invoices you want to reprint and the format you want to use. Complete field definitions are available in Demurrage Charge Worksheet and Invoice Printing Fields on page Select OK to reprint the invoice and confirm. The invoices you selected will be printed as you specified. TMS TIPS: You can also reprint demurrage/storage invoices from the Work with Invoice Summary window 98 TMS Guide: Charges and Demurrage Revised 8/11

99 Demurrage and Storage Reversing Invoiced Demurrage/Storage Charges from History Reversing Invoiced Demurrage/Storage Charges from History Demurrage or storage records move from the Demurrage/Storage Current Charges to the Demurrage/Storage History file when you produce final invoices. If you need to make changes to a charge after it has been invoiced, you can reverse the history record, then re-invoice that charge. When you take this step, the original invoice is erased completely, including history, and the re-invoiced charge will have a new invoice number. TMS TIPS: You can also choose to void an invoiced charge record, then re-bill it. This option will retain history for audit purposes and keep the invoice number, with a version number added, for any subsequent re-billed invoices. For instructions on this option, see Reversing Invoiced Demurrage/Storage Charges with Version Numbering on page 101. To reverse demurrage or storage history records: 1. Go to the Reverse Final Demurrage Invoices window. (Figure 63) TMS Main Menu 24 Demurrage Charges 32 Reverse Final Invoices Fast Path = REVDM Figure 63 Revised 8/11 TMS Guide: Charges and Demurrage 99

100 Demurrage and Storage Reversing Invoiced Demurrage/Storage Charges from History 2. Complete the fields to select which invoices you want to reverse: You should usually select invoices according to Invoice Number Range. This is the most foolproof way to choose exactly the invoice(s) you want to change. You can choose to run a trial reverse and review the invoices before you perform a final reverse. The trial reverse will only create a report; the final reverse will back all selected invoiced out and return these charges to the Demurrage/Storage Current Charge file. You must enter an Accounting Period when you run the final reverse. 3. Select Submit Reversal to reverse all chosen invoices, then confirm. 4. You can now return to the Demurrage/Storage Current Charge file to make any necessary changes, then re-invoice those charges. See Modifying Current Demurrage/Storage Records on page 90 and Invoicing Demurrage/Storage Charges on page 96 for instructions. 100 TMS Guide: Charges and Demurrage Revised 8/11

101 Demurrage and Storage Reversing Invoiced Demurrage/Storage Charges with Version Numbering Reversing Invoiced Demurrage/Storage Charges with Version Numbering TMS allows you to modify and reverse invoices that have already been generated. If you use this option to reverse charges, TMS will create multiple versions of the same demurrage invoice. These versions will be differentiated by a version number that will appear on all demurrage windows and reports. This feature allows you to retain the same invoice number and leave a clear audit trail if you need to re-bill a demurrage invoice. When you create a new invoice, that invoice will be version 1. If you need to reverse or modify the new invoice, TMS will advance the version number by one each time. TMS TIPS: You can also erase the original invoice completely, including history, and create a re-invoiced charge with a new invoice number. For details, see Reversing Invoiced Demurrage/Storage Charges from History on page 99. To reverse demurrage or storage history records: 1. Go to the Work with Invoice Summary window. (Figure 64) TMS Main Menu 24 Demurrage Charges 13 Invoice Summary Fast Path = DESUM Figure 64 TMS TIPS: On the Work with Invoice Summary window, any invoice with more than one version is highlighted with an Invoice Status of V. Revised 8/11 TMS Guide: Charges and Demurrage 101

102 Demurrage and Storage Reversing Invoiced Demurrage/Storage Charges with Version Numbering 2. Type 8 (Void/Copy) next to the invoice you want to reverse and select OK. Figure The Work with Demurrage Invoice window appears (Figure 65), listing all charges associated with that invoice. Select the Void/Copy function to void the original invoice. Figure TMS Guide: Charges and Demurrage Revised 8/11