In this article, you will learn how to manage cost adjustments on an order or an invoice for your clients.
This article will cover:
- Adding an Adjustment
- Managing Cost Adjustments on an Order
- Managing Cost Adjustments on an Invoice
- Allowing Dispatchers to Manage Cost Adjustments
Adding an Adjustment
To add an adjustment to an invoice, you can go to "Invoices" on the courier suite, and then select the invoice ID you would like to edit:
Once in the invoice, select the pecil icon on the upper right corner to edit the invoice. Then scroll down and select "Invoice Adjustments":
There are two types of adjustments you can add:
- Additional Charges: Apply extra fees related to specific deliveries or services.
- Discounts: Apply reductions for clients as part of promotions or agreements.
To add an adjustment, you will need the following:
- Adjustment Name – A brief description (e.g., “Tax”).
- Adjustment Description – A short explanation of why the adjustment was made.
- Adjustment Amount – A positive or negative value reflecting the adjustment.
Managing Cost Adjustments on an Order
Administrators and Dispatchers (with select permissions) can view/modify line item costs on orders.
To have a dispatcher be able to adjust costs on an order, you can configure the dispatcher with the following permissions:
- View cost information when quoting or viewing an order
- Edit line item costs on an order
Once an order has been created, line item costs can be updated as needed, and these updates are then reflected on the invoice.
Note: Line items that are part of a rate table cannot be deleted
You can also add custom line items to capture any additional costs, such as wait time, tolls, and fuel surcharges.
If you have any mistakes, you can delete the custom line items, and these changes are also reflected on the invoice.
On the order, the “History” tab will show who performed any cost updates.
Note: Your client will not see this information.
Managing Cost Adjustments on an Invoice
You can modify invoices before they are marked as paid by adding adjustments.
- Before the invoice period is over, you can make edits via Line Item adjustments and click "Save" to save any changes.
After the invoice period ends, you can make edits via Line Item adjustments, but must choose between:
- "Save" – Saves changes without publishing.
- "Save & Publish" – Saves changes and publishes the updated invoice.
Each time an invoice is published (or re-published after edits), the client receives an email notification.
Allowing Dispatchers to Manage Cost Adjustments
In your dashboard, administrators can allow dispatchers to view and manage cost adjustments. To allow your Dispatchers this access, select "Settings" on the lower left-hand corner of the dashboard, select the "Dispatchers" section, then select the dispatcher you would like to edit.
Once you have opened the dispatcher profile, select "Can view cost information on orders" and/or "Can edit order costs".