The Bills tab in AscendTMS has many useful functions.
Search:
The search tab enables you to search for a bill by using a company name, load number, bill number, pick/drop address, or load status.
To view more details about a particular bill, click the plus sign to the left of the company name:
Record a received bill:
Click “Record a Received Bill From [Bill you selected] on Load #[your load number].
Fill in the bill date, bill amount, reference number, payment terms, payment method, and bill notes if applicable.
You will notice that you are able to select which pay items you want to record as being received. This makes it easier to record and export expenses that are added later to the load.
4. Click “Save Bill” when you’re done. You will now be brought back to the main bills menu and the new bill will be added.
5. If you have the same Remit To address for multiple carriers, you can multi-select all with the same remit to and record all at the same time.
You have the option of directly selecting the bill you want to work with by either clicking on the bill itself or selecting the checkbox next to the company name. Your selection will turn green and you will also see a message that says, “Selected 1 Bill”. In addition, you will now have the new options to edit the bill, export the bill to QuickBooks, and record a bill payment.
To Edit a Bill:
Click the square with the plus sign next to the name of the bill you want to look at to expand your selection.
Select the bill that you want to edit.
Click “Edit Bill”.
You can edit anything for this bill to include the date, bill amount, reference number, payment terms, payment method, and even the notes. When you’re done, click “Save Bill”.
To Export Bill To QB:
The "Export Bill to QB" link automatically downloads your select bills into an IIF file. This type of file can later be uploaded to QuickBooks.
Record a bill payment:
Select the bill that you want to edit. Your selection should turn green. Click “Record a Bill Payment.
Fill out the payment date, internal reference number, total payment amount, and notes if any.
3. Click the “Save Payment” button.
4. You should now be back to the main menu and the bill you just paid should be marked as “Paid”.
Reconcile and Archive Tab
Search:
The search box enables you to search for loads sent to accounting by using a company name or load number.
Filter Loads:
This function lets you filter the loads that have either been "paid and settled" or by showing "all loads"
To view more details about your load, click on the box with the plus sign to expand. You will now see the invoices and bills associated with your load.
You have the option of directly selecting the load you want to work with by either clicking on the bill itself or selecting the checkbox next to the load number. Your selection will turn green and you will also see a message that says, “Selected 1 Load”. In addition, you will now have the new options to archive the load or send the load back to load management.
Archive Loads:
Archiving removes your loads from accounting management and it is advisable to only archive loads that have been paid and settled. If you need to view or unarchive your archived load, you can visit the "Search Archived Loads" tab.
Send Load Back to Load Management:
Sending loads back to load management removes your selected load from accounting management. This is helpful if the load needs to be edited by users without "Accounting" permission.
Search Archived Loads Tab
The “Search Archived Loads” tab lets you search for loads that are archived. Typically, loads that are archived in our system have been paid and settled.
Search:
The search tab enables you to search for archived loads by using a company name or load number.
To view the details of the archived load, click the box with the plus sign to expand the details. You will now see a summary of the invoices and bills associated with that load.
You have the option of directly selecting the load you want to work with by either clicking on the load itself or selecting the checkbox next to the load number. Your selection will turn green and you will also see a message that says, “Selected 1 Load”. In addition, you will now have the new option unarchive your load.
Unarchive Load:
Unarchiving your load will send your load back to account management. Use this option if you need to make any changes to the accounting details of this load.