💲Updating your Road Use Agreement Rates and Monthly Maintenance

When you need to update your monthly maintenance fees on your fully executed agreements, Tressl offers the flexibility you need to regenerate invoices.

This allows you to adjust the rate amount and type in case your billing rates have changed, you need to adjust or correct the Purpose of Use on the request, or apply a Grantee discount.

Find a step-by-step below on how to do all of that under your Agreement!

1. If you know your existing agreement number, navigate to your Agreement Inventory and search the Agreement.

You can filter the Agreements by status to find all your Fully Executed Agreements as well. 📌 Learn how to Navigate your Agreement Inventory.

2. Once you find the Agreement, click on it. This will land you on the Agreement Stepper page. Go back two steps on the stepper by clicking the Previous button at the left bottom corner, landing on the Manage Agreement Rates step.

3. Under Manage Agreement Rates, you will be able to Edit specific rates pertaining to the agreement in place. Navigate to a specific rate that is applied to your agreement and click Edit in the right corner.

4. Pop-up window will allow you to edit the rate amount, Purpose of Use associations, distribution (per km, per agreement, etc.), and other rate settings. Edit the necessary setting that needs to be adjusted on invoices (past or future ones). ‼️

Note that Editing the Agreement Rates under a specific, Fully-Executed Agreement does not edit your general Billing Rates and only adjusts it under this Agreement.

To adjust the rate amount itself, simply navigate to the rate field and change the number. You can simultaneously adjust rate frequency (per km, per agreement).

If you notice that the Invoices do not represent the correct amount as per your billing rates, ensure that the Purpose of Use that the Applicant indicated is correctly mapped on the back end of the rate.

For example, is the Applicant indicated Riser Site as a purpose of use, but your Minor Facility rate is not applied, that might be because Riser Site is not mapped to the rate.

After making sure Purpose of Use is indicated correctly, go to your Agreement Stepper and navigate to Manage Agreement Rates and find Minor Facility rate. Depending on what you need adjusted, navigate to Initial Consideration or Monthly Maintenance rate list.

Click on Next on the Invoice Editing step and add or edit purpose of use that is currently mapped to the rate. Ensure the Purpose of Use dropdown field includes the purpose of use your applicant indicated on the Request.

If you established a mutual relationship with a Grantee organization and need to add a different rate to the invoice (a discounted or reciprocal rate) as opposed to your usual organizational rate, navigate to Rates Override when editing a rate.

Add a rate override for a specific grantee organization by searching for the organization name and typing in a specific rate. Don’t forget to click on the floppy disk icon to save the rate before Submitting it.

5. When clicking Submit, it will prompt you to Regenerate past invoices if you need to adjust those as well.

Note that this functionality allows you to troubleshoot an errored invoice or the invoice on the agreement that has been submitted through the Historical Data Upload.

You can test your adjusted invoicing by clicking Invoice Preview or going to Invoicing & Payments Tab in your project to generate an invoice for testing a new invoice or verifying if the past ones were regenerated correctly. Don't forget to void it to avoid error invoicing or duplication.

Preview Invoice

Invoicing & Payments Tab

6. To ensure incorrect invoices are not showing up on your monthly EnergyLink report, go to Reporting tab at the top panel and navigate to Download/Upload Report under EnergyLink.

Let us know if you have any feedback on adjusting your rates per specific agreement! We are available via the support chat below or at support@tressl.ca.