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Extended Overload Functionality
1. Background
This feature provides the capability to (1) create overload deductions at a certain fixed rate per unit of weight (e.g. $012/ton or $.23/Kg) over the truck's maximum weight; and/or (2) create overload deductions based on a stepped schedule (e.g. $50 for 1-2000 lbs overloaded, $100 for 2001 to 4000 lbs, etc).
In the standard overload functionality, the pay weight is reduced by the amount of the overload, thereby resulting in an effective deduction equal to the overload weight multiplied by the otherwise effective payment rate. There is only one entry - the net pay entry - that is created on vendor, employee or customer statements.
The extended functionality calculates pay based on the unadjusted pay weight - it does not reduce the pay weight like the standard method does. Instead, this method creates a miscellaneous entry equal to the amount of the calculated deduction. Thus, there are two entries - the full pay for the load and a miscellaneous deduction - that are created under the extended functionality.
Steps:
2. Go into basic setup.
1. Use extended deduction functionality. This flag invokes the extended overload functionality. If this flag is checked, the standard overload functionality is turned off and the new functionality is invoked. The flags 'Don't get paid for trucking overloads' and 'Don't pay trucking for overloads' are still used to determine whether or not revenue or pay or both are deducted from under ether method (standard or extended) for deduction overloads.
2. The 'Misc Expense A/C' in an account that MUST be set in order for the extended functionality to work. This account is used when the The Logger's Edge creates miscellaneous entries in the tables: miscellaneous expenses, miscellaneous income or employee expenses. In general, you should set up an account that is only used for overload deductions.
3. Add relevant fields to the Destinations table, viz:
The extended overload functionality is applied on a destination-by-destination basis.
The new fields are:
1. IS_USE_OVERLOAD_RATE: Flag that invokes a flat rate per unit of over weight.
2. IS_USE_OVERLOAD_SCHEDULE: Flag that invokes the use of a step schedule for calculating overloads
3. DEDUCTION_RATE: Flat rate used for overload deductions. Rate is per unit of weight measured in the same units as the gross (or net) weight
4. OVERLOAD_SCHEDULE_CODE: Field that allows you to identify which step schedule will be used for a certain destination.
5. OVERLOAD_DEDUCTION_ACTIVITY_CODE: Field that allows you to identify the PAY activity against which any deduction is applied.
6. OVERLOAD_REV_DEDUCT_ACTIVITY_CODE: Field that allows you to identify the REVENUE activity against which any deduction is applied.
Note: If you only use the flat rate method, you need the IS_USE_OVERLOAD_RATE and DEDUCTION_RATE fields. If you only use the step schedule method, you need the IS_USE_OVERLOAD_SCHEDULE, OVERLOAD_SCHEDULE_CODE. If you deduct against pay, you need the OVERLOAD_DEDUCTION_ACTIVITY_CODE field; if you deduct against revenue (the mill docks you), you need the OVERLOAD_REV_DEDUCT_ACTIVITY_CODE field.
4. Create Schedules.
If the 'Use extended deduction functionality' flag is checked in Basic Setup, a new menu item will be made visible under Setup | Equipment / Trucks | Trucks | Overload Schedules.
This menu item allows you to set up your overload schedules.
The Overload Schedules menu item calls up a window with two Tabs:
Tab 1: Overload Deduction Schedule Names (Schedule Headers)
Tab 2. Schedule Rates
The Schedule Names are the entries that are used to enter on destinations to tell The Logger's Edge which schedule to apply. In the grid, you can set up as many different schedules as you need.
If your schedule changes
over time, you can set up a new schedule and then change the reference on the
destination to refer to the new schedule.
The second tab is where you set up the breaks for the overload deductions, viz:
The columns are:
Schedule Code: The name of the schedule to which the deduction applies
Lower Bound: The lower bound for the deduction. Thus, in row 1, the $100 deduction applies to loads that are overloaded by 1,000 or more. The deduction applies to the weight that is greater than or equal to the lower bound. The deduction in row 1 applies applied to overloads until the next highest lower bound is reached. In this example, the next lower bound is 2,000 -- thus, the $100 deduction applies over the range of 1,000 to 1,999. The next step ($200) applies for overloads from 2,000 to 2,999 and so on.
The unit of measure for
the overload amount is for the same as the unit of measure for the gross weight
on load slips.
Deduction: Deduction amount.
Code: Unique Primary Key.
5. Setup Maximum Truck Weights.
The schedules for overloads are based on the weight in excess of the maximum load weight set up for the truck. Maximum weights are setup under Setup | Equipment / Trucks | Trucks | Truck Weights.
If a maximum weight is not set up for a truck (or Truck Configuration), you will receive a warning message that no overload deduction will be applied.
6. Assign Schedules to Destinations.
Each destination is assigned the schedule or rate that applies to overloads.
Navigate to Setup | Destinations.
The destinations grid now shows the additional columns added in Step II above.
The columns that are relevant for the extended overload functionality are:
1. Use OverLD Deduct Rate: Flag that invokes a flat rate per unit of over weight. If checked the deduction rate will be applied to the amount of the overweight in order to calculate the deduction.
2. Use OverLD Schedule: Flag that invokes the use of a step schedule for calculating overloads. If checked, the schedule in the column Schedule Code will be applied in order to calculate the deduction
3. Deduction Rate: Flat rate used for overload deductions. Rate is per unit of weight measured in the same units as the gross (or net) weight. In the example above, the rate is $0.03 per pound.
4. Schedule Code: Field that allows you to identify which step schedule will be used for a certain destination.
5. OverLD Deduct Activity: Field that allows you to identify the PAY activity against which any deduction is applied.
6. OverLD Rev Ded Activity: Field that allows you to identify the REVENUE activity against which any deduction is applied.
You can apply both a
flat rate and a schedule by checking both "Use OverLD Deduct Rate" and "Use OverLD
Schedule" check boxes. If neither box is checked, NO overload deduction
will be made.
7. Run Pay.
The overload deductions will be calculated when you run pay (vendor, employee or invoices). If a load is overweight, The Logger's Edge will create a miscellaneous expense entry for the vendor/employee who is being paid for the activity being processed. For example, if the deduction activity is 'CUT/HAUL', the deduction will be made against the vendor who is paid for the 'CUT/HAUL' activity. This is very important where different vendors are being paid for different activities on a given load.
The miscellaneous entry that is created is as such:
The Entry Date (not shown above) is the 'Date Out' for the load.
The Expense Code is the account code (Misc Expense A/C) you set up in Basic Setup (Step I above).
The Description is auto filled by The Logger's Edge when the deduction is calculated. If you want, you can edit this entry.
The invoice # contains the pre defined entry 'LOAD TICKET: ' XXXX, where XXXX is the ticket number. You must not edit this entry. This entry is used to relate the miscellaneous entry to the associated load ticket -- if edited, The Logger's Edge will lose the connection between the miscellaneous entry and the related load.
The Amount is the amount of the deduction. It is a negative number because it is a deduction against the vendor's pay.
If you edit the load
-- say you change the weight or destination --
The Logger's
Edge will recalculate the overload and
modify the miscellaneous entry where appropriate. You should not have to
mess with this miscellaneous entry.
If you do not want the
overload rules to apply to a load, you need to click on the 'Do Not Apply Max
Weights' checkbox on the Loadslip. If this checkbox does not appear on the
Loadslip window, you need to login as an administrator and enable the field 'IS_NO_OVERLOAD'
on the Loadslips Table.
The Overload Deduction appears on the Vendor Statement as a miscellaneous item. Unlike the standard overload functionality that reduces the pay weight of the load, the extended functionality calculates the FULL pay for the load (ignoring the overload) and then adds a miscellaneous deduction.
Shown below is how the deduction appears on the vendor statement grid:
The overload deduction is shown on the front of the Crystal vendor statement and line-by-line basis.
On the front page, all overload deductions will be grouped into the one miscellaneous deduction line.
On the detailed pages, each overload deduction will be detailed:
