external vbs invoicing manual v2.0

MACH VBS

External Haulier User Guide

VBS Invoicing User Manual

Version 2.0 Issue Date: 1st

January 2016

MACH VBS MACH VBS MACH VBS MACH VBS –––– User ManualUser ManualUser ManualUser Manual

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Introduction

This USER MANUAL provides an explanation of the functionality in the New MACH VBS system

supporting HAULIER enquiries on current month VBS charges as well as invoices for previous months.

The functionality in principle works in a very similar way to the old system and is very simple to use and

the following pages provide an explanation of the functionality.

Note:Note:Note:Note:

There is one specific difference to the way that new MACH VBS presents information on NO SHOW

charges which is explained below.

This change is only associated with the way data on NO SHOWS is provided and is not associated with

any changes to the logic for NO SHOW charges.

NO SHOW CHARGES NO SHOW CHARGES NO SHOW CHARGES NO SHOW CHARGES

No show charges occur as a result of several situations with bookings and in the old VBS system there

was no differentiation.

In New MACH VBS these different situations are differentiated for more clarity and will be displayed on

charge summaries and invoices as follows:

NO SHOWNO SHOWNO SHOWNO SHOW---- BOOKINGSBOOKINGSBOOKINGSBOOKINGS

Standard no show situation where booking made and haulier does not arrive by end of slot + any extension

NO SHOWNO SHOWNO SHOWNO SHOW---- CANCELCANCELCANCELCANCEL:

A booking has been cancelled and no subsequent booking for that Category for that slot have taken place to relieve liability

NO SHOW NO SHOW NO SHOW NO SHOW –––– SWAP SWAP SWAP SWAP

All container details for a booking have been removed via the SWAP transaction effectively cancelling the booking and no subsequent bookings for that

Category for that slot takes place to relieve liability

NO SHOW NO SHOW NO SHOW NO SHOW –––– MOVEMOVEMOVEMOVE / LATE MOVE PENALTY/ LATE MOVE PENALTY/ LATE MOVE PENALTY/ LATE MOVE PENALTY

This is where a booking is moved to a new booking slot leaving the original booking slot vacant. If the original booking slot isn’t re-used then a penalty is

applied


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MACH VBS Invoicing

The MACH VBS Invoicing Reports can be used to review charges from the terminal prior to the issue of

the monthly invoice. After charges have been finalised and the invoice has been raised, copy invoices

are available. This section explains how to generate the reports used to review charges and the copy

invoices.

The Report Generation transaction is accessed from the Reports drop-down menu: -

The Report Generation transaction will open in a new tab at the top of the screen: -

The Report Generation transaction is a simple screen with various options to filter the report. The screen

is used differently to generate reports depending on whether the report is being run for the current

period or a previous period

Set Invoice check box as appropriate

depending on whether you are checking

previous months invoice or current

Press Down and Select from list if

generating a previous month invoice


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Summary and Detailed reports can be run at any time for the current monthly period. However, at the

end of each monthly period, after the Terminal Admin staff have finalised the data for invoicing, it will

only be possible to generate copy invoices for the previous period, and the screen must be populated in

a different manner.

To assist with the correct population of the fields, the colouring of the field labels will indicate whether

the field is a mandatory requirement. The colouring will change depending on whether the Invoiced

flag is marked (the Invoiced flag should only be marked when generating a report for a previous

period).

Generating a Report for a Current Period

To generate a report for any date range within the current period, the following process should be

followed: -

• The HaulierHaulierHaulierHaulier field will be populated by default with the Haulier Code associated with the User ID

• The From From From From DateDateDateDate field is a standard Date field. Type the start date of the report in to the field directly,

or click on the Calendar icon to the right of the field to select the date from the calendar popup

window

• The To DateTo DateTo DateTo Date field is a standard Date field. Type the end date of the report into the field directly or

click on the Calendar icon to the right of the field to select the date from the calendar popup

window

Two reports are available from the screen – a Summary ReportSummary ReportSummary ReportSummary Report showing the number of chargeable

bookings of each Booking Type, and a Detailed ReportDetailed ReportDetailed ReportDetailed Report showing the individual booking details within

each category. These reports can be generated by clicking on the respective button at the top right

hand corner of the screen: -

Examples of these reports can be found in the appendix at the end of this document.


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Generating a Report for a Previous Period

To generate a report for a previous period, the following process should be followed: -

• Mark the InvoicedInvoicedInvoicedInvoiced flag

• The HaulierHaulierHaulierHaulier field will be populated by default with the Haulier Code associated with the User ID

• The From DateFrom DateFrom DateFrom Date field is a standard Date field. Type the start date of the required period in to the field

directly, or click on the Calendar icon to the right of the field to select the date from the calendar

popup window

• The Invoice NoInvoice NoInvoice NoInvoice No field is supported by a dropdown list that will contain past invoice numbers related to

the Haulier account and associated with the From Date. To Select the invoice number first select the

field and press the down key to reveal the list, select as appropriate

• Press the SummarySummarySummarySummary button to generate a copy invoice for the period. Press the DetailDetailDetailDetail button to see

the Invoice Backup document containing all the background detail for the invoice

Examples of these reports can be found in the appendix at the end of this document.


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APPENDIXAPPENDIXAPPENDIXAPPENDIX


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SAMPLE INVOICE SUMMARY REPORTSAMPLE INVOICE SUMMARY REPORTSAMPLE INVOICE SUMMARY REPORTSAMPLE INVOICE SUMMARY REPORT (CURRENT PERIOD)(CURRENT PERIOD)(CURRENT PERIOD)(CURRENT PERIOD)


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SAMPLE INVOICE SAMPLE INVOICE SAMPLE INVOICE SAMPLE INVOICE DETAILDETAILDETAILDETAIL REPORTREPORTREPORTREPORT (CURRENT PERIOD)(CURRENT PERIOD)(CURRENT PERIOD)(CURRENT PERIOD)


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SAMPLE INVOICESAMPLE INVOICESAMPLE INVOICESAMPLE INVOICE (PREVIOUS PERIOD)(PREVIOUS PERIOD)(PREVIOUS PERIOD)(PREVIOUS PERIOD)


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SAMPLE INVOICE BACKUPSAMPLE INVOICE BACKUPSAMPLE INVOICE BACKUPSAMPLE INVOICE BACKUP (PREVIOUS PERIOD)(PREVIOUS PERIOD)(PREVIOUS PERIOD)(PREVIOUS PERIOD)

external vbs invoicing manual v2.0

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