Use this workflow when a customer has already paid part of a load and you want the invoice or quote to show only the remaining balance due.

In Load Manager, the partial payment is entered on the load as a Payment Advance in the Commodities and Accessorials table. Even though the setup type is called Payment Advance, it can be used to show a customer payment or deposit that should reduce the customer balance on the invoice or quote.

When to Use This Workflow

Use this workflow when:

• The customer paid a deposit or partial payment before the invoice was created.
• You want the invoice or quote to show the original charges and the remaining balance due.
• You need the partial payment to appear as a line item on the customer document.

Do not use this workflow just to mark a load as fully paid. Use your normal customer payment or accounting workflow when the full balance has been paid.

Before You Start

You need an active Commodity or Accessorial Type with the Type set to Payment Advance. If you do not already have one, go to All Loads >> Commodity Type and create one first.

For step-by-step setup details, see All Loads >> Commodity Type Overview.

Enter the Partial Customer Payment on the Load

1. Open the load.
2. Scroll to the Commodities and Accessorials table.
3. Click Add New Row.

4. Enter 1 in Qty.
5. In Type, select your Payment Advance type. Your company may name this type something like Customer Deposit, Partial Payment, or Payment Advance.
6. In Description, enter a clear description such as Partial customer payment received or Customer deposit.
7. In Customer Rate, enter the amount the customer already paid.
8. Leave the Carrier Rate or Driver Rate at 0.00 unless you are also recording a carrier or driver advance.
9. Save the load.

How the Balance Is Calculated

Load Manager subtracts the Payment Advance amount from the customer total on the invoice or quote.

Example:

• Original customer charges: $1,000.00
• Partial customer payment entered as Payment Advance: $300.00
• Invoice or quote balance due: $700.00

The Payment Advance line appears as a negative amount on the customer document so the customer can see why the balance due is lower than the original load total.

Create the Invoice or Quote

1. After saving the load, open the customer invoice or quote from the load screen.
2. Review the Commodities and Accessorials section on the document.
3. Confirm that the partial payment appears as a negative line item.
4. Confirm that the amount due reflects the outstanding balance.
5. Send or save the invoice or quote using your normal workflow.

For more information about the invoice and quote layout, see Customer Invoice and Quote Layout.

Tips

• Use a description the customer will understand, such as Deposit Received or Partial Payment Received.
• Enter the payment amount in the Customer Rate column when the payment is from the customer.
• Do not enter the customer payment in the Carrier Rate or Driver Rate column unless you are recording an advance paid to the carrier or driver.
• Do not mark the load as customer paid until your company considers the customer balance fully paid.

Related Articles

• All Loads >> Commodity Type Overview
• Customer Invoice and Quote Layout
• Load Screen Overview