Pricing categories and cost elements

A pricing category groups money by kind, such as "Freight", "Waiting time", "Toll" or "Fuel surcharge". Every price module, quote line and invoice line has a category. The category carries the ledger codes that are used when invoices go to your accounting package, and decides whether the amount counts as trip revenue.

Create a pricing category

1. Open the side menu (☰) and choose Settings.
2. Open the Variables tab.
3. Go to the Pricing Category section.
4. Enter the Name.
5. Enter the Credit code (the revenue ledger account, for example 8000) and the Debit code (the cost ledger account, for example 4000).
6. Optional: enter a Default value.
7. Switch on Enabled so the category can be chosen.
8. Leave Trip revenue on if amounts in this category count as revenue of a trip. Switch it off for pass-through items you do not want in trip revenue.
9. With the chargeApproval platform feature, switch on Extra charges need customer approval for categories such as waiting time. See Have extra charges approved by the customer.
10. Click Create.

The table below the form lists all categories with their codes, Default value, Enabled and Trip revenue. Filter it on Enabled or search by name.

To book lines of the same category on different ledger accounts, for example per country or per team, use Accounting mapping rules.

Edit or remove a category

1. Find the category in the table, or search for it.
2. Click Edit on the row. The values move into the form at the top.
3. Change them and click Update, or click Cancel.
4. To delete a category, click Remove on the row.

Add cost elements

A cost element is a single amount in a pricing category, for example a terminal fee at a location or an extra handling charge on an order. You add them in the Cost elements section of a location, and in the financial section of a transport order or trip.

1. Open the form of the location, order or trip.
2. Go to Cost elements and click + Add cost element.
3. Choose the category in Select pricing category.
4. Choose the business the cost relates to, if any.
5. Enter the amount.
6. Optional: click + Add comment and add a description.
7. Click Save on the form.

A Price elements module bills the cost elements of one category that it finds on the trip, its consignments and the locations it visits. See Price modules explained.