When a registered van line order is processed as COD and the agent has already received and deposited the payment from the shipper or when the agent bills their customer directly then the Accounts Receivables must be modified to reference the correct customer’s Accounts Receivable.

 

 Another way of looking at this is that we know at the time of the billing that we, the moving company, will receive a chargeback because we collected cash or we are billing a customer directly instead of the van line.

 

In either case, the follow steps can be taken to make the correct entries for Accounts Receivables that involves creating two transactions: One for Accounts Receivables due for the van line chargeback and a second for the Accounts Receivables due from the customer.

 

 

     Creating revenue entries for a van line chargeback

1.   Access the Mover’s Suite application,

2.   Open the Revenue Entry interface,

3.   Find and open a booked Order that contains revenue items for the cost of the move,

4.   Open the Transactions tab,

5.   Click on the Add Item button,

6.   Select Revenue Group from the available options and the Add Revenue Group dialog will appear,

7.   Select  the Revenue Group matching Van Line Chargeback Process,

8.   Press the Save button to add the group, close the dialog, and make the group available within the Transaction grid,

9.   Click on the VL Chargeback Process group within the Transaction grid,

Create Accounts Receivables due for the van line chargeback:

10.  Click on the Add Item button,

11.  Select Revenue Item from the list of Add Item options and the Add Revenue Item will appear,

12.  Select an Agent,

13.  Select the Service code of VL Chargeback Process,

14.  Enter the Invoice Amount for the chargeback amount as a negative number.  For example, if the cost of the move is for $10,000.00 then enter “-10000” within this field.  This will, in effect, pull the amount from the van line customer’s Accounts Receivable,

15.  Enter data values for other fields within the dialog where needed,

16.  Press Save & New to add the revenue item and to clear the dialog to add a second entry within the Add Revenue Item dialog,

Create Accounts Receivables due from the customer:

17.  Select an Agent,

18.  Select for Alternate Billing the customer to be invoiced,

19.  Select the Service code of VL Chargeback Process,

20.  Optionally, modify the Invoice Description from “VL Chargeback Process” to something more suitable to display on the customer’s invoice.

21.  Enter the Invoice Amount for the chargeback amount as a positive number.  This will add the revenue to the correct customer’s Account Receivables,

22.  Press Save & Close to complete the entry.

 

Once this procedure has been completed, the Transactions grid will display the original source of revenue, such as that for transportation charges, and the following revenue items for the chargeback.

 

Figure 2: Sample Revenue Entry > Transactions grid.

 

 

These transactions can be invoiced and processed as part of a user’s standard process.

 

View the Accounting Transaction Trees section to see an example complete with accounting information.