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Autopilot: Automatically apply customer billable rates to shipments

Users on your tenant with Admin-level permissions and above can use Autopilot to create billable rate application rules, which will indicate scenarios where, upon creation of a shipment, Turvo should check to see whether there are contracts or global rates for the customer that apply to the shipment. If so, Turvo will automatically apply the rate to the shipment, removing the need to manually rate the shipment for the customer. We also have a video on this topic! Check out the Auto-Rate Demo video.

If a contract or global rate does apply for the customer on the shipment but, for whatever reason, Turvo fails to apply the rate to the shipment, a Rating issue exception will be created for the shipment.

The article below provides information and steps for:

Protip: Turvo also offers the ability to automatically apply your carrier’s payable rates to a shipment. See our article, How to assign a contracted carrier rate to a shipment, to learn more about this feature. 

Autopilot rule creation logic

Typically, Autopilot uses When/If/And/Then statements to dictate the action that will take place. However, billable rate application rules can be created with only a When/Then statement. No If/And statements are required for billable rate application rules.

To better understand Autopilot rule creation logic, try thinking of the scenario you need to create rules for by putting the criteria in sentence form:

  • When: The scenario that the rule is being created to address.
    • Most When statements create exception rules, but others create billable rate application rules, accessorial acceptance/rejection rules, or payable discrepancy rules. 

When [X] occurs…

  • If: The first qualifying criteria that must be true during the scenario that defines the rule.
    • For billable rate application rules, you will be able to use a drop-down to choose which If statement is needed for the rule.
    • The If statement in Autopilot usually comes with additional fields, such as text fields, drop-downs, and Is/Is not toggles where you will define the statement.

When [X] occurs, if [Y] is true…

  • And: Additional criteria that narrow the circumstances defining the rule.
    • Most scenarios allow for multiple And statements to be added using the +Add Criteria button.

When [X] occurs, if [Y] and [Z] are true…

  • Then: The action taken by Turvo based on the criteria in the previous statements. This appears within the Action section of the modal and is not explicitly marked as “Then” within the user interface.
    • When creating a billable rate application rule, the Action section will have a drop-down that allows you to change the action taken by Turvo.
    • Creating a billable rate application rule creates not only the action for automatically applying a billable rate to a customer on shipment creation but also an exception rule to create an Automation issue exception if the action fails.

When [X] occurs, if [Y] and [Z] are true, then take Action [A].

Protip: Reference our video, Automate workflows with Autopilot rules to see the logic behind setting up rules for your tenant in action. Autopilot also provides you with the ability to configure Payable discrepancy rules, Automatic exception rules, and Automatic accessorial acceptance/rejection rules.

How to create a billable rate application rule

To create a billable rate application rule:

  1. Navigate to the Admin console by clicking on your profile icon in the top right corner of your dashboard.
  2. Select Admin console from the drop-down menu.

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  1. Click the Rules card.

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  1. On the Rules page, click the Shipment header in the column to the left. Then, click the Autopilot section header to expand.

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  1. Click + Create rule to open the Create shipment rule modal.
  2. Use the When drop-down to select A shipment is created.

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  1. This will update the modal with the required fields for the automated billable rate application rule.

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  1. Enter a name for the rule in the Rule name field.
  2. If you would like to narrow the rule’s parameters, use the And (optional) drop-down field(s) described in the sub-bullets below to create additional parameters. If not, proceed to step
    1. Note: These fields are optional. If you choose not to use And criteria, the rule will indicate that Turvo should check for customer contracts or global rates for all shipments upon creation. If you would like to narrow the scope of the rule, use the And criteria.
    2. For each And criteria field, use the Is/Is not toggle and then type in a name in the provided field, then select from the matching results that appear below. Multiple types of each parameter may be added. The drop-down features the following And criteria options:
      1. Customer: Choose whether to include or exclude specific customers from your rule.
      2. Group: Choose whether to include or exclude shipments assigned to specific groups from your rule. 
      3. Mode: Choose whether to include or exclude shipments with specific modes from your rule.
      4. Shipment status: Choose whether to include or exclude shipments with specific statuses from your rule. 
      5. Tag: Choose whether to include or exclude shipments with specific tags from your rule.
  3. Click the +Add criteria button to create additional And statements, which will narrow down the rule further.

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  1. The Actions section will display options for what actions Turvo should take with matching shipments.
    1. Use the Auto-calculate customer billable rates from the drop-down to select from Contracts, Global rates, or Contacts and Global rates.
    2. Under the When rating fails subsection:
      1. Exceptions are created when rating fails. The system wil generate this section based on why rating failed and the exception that was created.
        1. See the Rating issue exceptions section below for more detailed information.

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  1. Click SAVE to create the rule.

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How customer rates are automatically applied

Once a rule is applied to your tenant, any time a shipment is created that matches the criteria specified in the rule, Turvo will check for contracts or global rates (or both) that might be applicable to the shipment.

Protip: This applies to shipments created manually, created from an order, created using order-to-shipment planning, or created via API/TDI.

Note: When the Contacts and Global rates option is selected in the rule’s Auto-calculate customer billable rates from the drop-down if both a contract and a global rate might be applicable, Turvo will give preference to the contract. 

Turvo will find the contract or rate that is best suited for the shipment and calculate the customer costs. Turvo uses the settings in your tenant’s Admin console > Settings > Shipments > Rating segment to determine which contract or global rate should be used on the shipment. 

Protip: To learn more about configuring the Rating settings, see our Help Center article on Understanding and updating tenant settings. 

Once the preferred rate is identified, a cost item is added for the appropriate customer, in the shipment’s Details tab > Customers block > Costs segment. The Description field on automatically applied billable rates will note that the rate was automatically applied from a matching contract or global rate.

Note: If multiple customers are on the shipment, all customers that both have a billable rate application rule that applies to them and an applicable contract/global rate will receive an automatic billable rate cost item.

Automatically re-rate when a shipment is updated

When a shipment is updated

And updated status is _________

And optional criteria on autopilot: group, updated mode, tag

Then 

  • Re-rate customer billable 
  • Re-rate carrier payable 

Configuring auto re-rate when a shipment is updated

To configure the auto re-rate setting:

  1. In Admin console, on the Rules page, click the Shipment header in the column to the left.
  2. Click the Autopilot section header to expand.

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  1. Click + Create rule to open the Create shipment rule modal.

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  1. Use the When drop-down to select A shipment is updated.

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  1. In the If Shipment status field, select the shipment statuses for which you want this rule to apply. If a shipment is updated to one of the selected statuses, this rule will trigger.

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If you want Turvo to consider all customer orders on a shipment that matches the autopilot criteria for a re-rate, toggle ON the Rate customer billable option and select the checkbox for Contracts rates, Global rates, or both. If you select both Global rates and Contract rates, Turvo will give preference to the contract.

Note: This is an optional field.

  • If a customer order has a contracted rate, Turvo:
    • Re-rates by fetching all matching contracts and applying the top contract. 
      • Note: The new contract could be different from the earlier applied contract.
    • Keeps any manually rated items as is.
  • If no contract is found, Turvo:
    • Removes the contract and reset the contracted rate to zero.
    • Creates an exception:
      • Type: Rating issue
      • Reason: Failed to rate customer order
  • If contract is found, Turvo:
    • Applies the new contract and new rate.
    • If the rating is partial, Turvo creates an exception.
      • Type: Rating issue
      • Reason: Customer order has missing costs

Toggle ON the Rate carrier payable option and select the checkbox for Contract rates, Global rates, or both. If you select both Global rates and Contract rates, Turvo will give preference to the contract. Note: This is an optional field.

  • If a carrier order has a contracted rate, Turvo:
    • Re-rates by fetching all matching contracts and applying the top contract. 
      • Note: The new contract could be different from the earlier applied contract.
    • Keeps any manually rated items as is.
  • If no contract is found, Turvo:
    • Removes the contract and reset the contracted rate to zero.
    • Creates an exception: 
      • Type: Rating issue
      • Reason: Failed to rate carrier order
  • If a contract is found, Turvo:
    • Applies the new contract and new rate.
    • If the rating is partial, Turvo creates an exception.
      • Type: Rating issue
      • Reason: Carrier order has missing costs

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Rating issue exceptions

If billable rate application fails or partially fails, a Rating issue exception will be created for the shipment. 

If no cost is applied to the shipment upon creation, the Reason will read, “Rating failed for one or more customer orders”  

If any of the following are true about the applied contract or rate used at shipment creation, a Rating issue exception will be created and the Reason will read, “Partially rated one or more customer orders”:

  • Freight cost: If the applied rate has no freight cost line item.
  • Fuel cost: If the applied rate has no fuel costs. 
    • Note: When a lane rate has Fuel included checked, the fuel cost will not be applied to the shipment. No exception will be created.

A Rating issue exception will be generated for the shipment if an auto re-rate fails or partially fails. 

If any of the following are true, a Rating issue exception will be created and the Reason will read, ”Carrier order has missing costs” for Carrier orders and “Customer order has missing costs” for Customer orders:

  • Freight cost: If the applied rate has no freight cost line item.
  • Service cost: If any one of the shipment or stop level service is not rated.
  • Fuel cost: If the applied rate has no fuel costs. 
    • Note: When a lane rate has Fuel included checked, the fuel cost will not be applied to the shipment. No exception will be created.

Rating issue exceptions need to be resolved manually once the customer’s costs have been rated in the shipment.

Protip: Check out the following articles to learn more about creating and managing other exception types: 

Updating existing rules

To make any changes to your existing rules, hover over the rule and click on the More actions icon (three vertical dots) on the right of the row. This will give you the options to edit, disable/enable, copy, or delete your rule.

Note: The list of rules will feature all rules configured in Autopilot, whether they are for billable rate application, exceptions, accessorial acceptance/rejection, or payable discrepancies. Refer to the Actions column to understand more about what the rule is for at a glance.image9.png

Editing rules

Click Edit from the drop-down menu to bring up the Edit rule modal and make any changes you need to the rule. Make sure to click SAVE to save your changes.

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Disabling and Enabling rules

Disabling a rule will stop it from triggering until it is enabled again. This option is good for those rules that need to be paused, but not removed from the list. You can see whether a rule is Disabled or Enabled in the Status column of the Rules list view.

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Copying rules

Select Copy to copy an existing rule’s information into a new rule.

Protip: The copied rule won’t indicate it’s a copy anywhere in the name, so be sure to change the new rule name to something unique.

Deleting rules

To completely remove a rule from your tenant, select Delete from the drop-down menu.

When Delete is selected, you’ll receive a prompt asking if you’re sure you’d like to delete the rule. To continue with deleting, select YES or select NO to keep the rule in place.

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Note: Once a rule has been deleted, you can’t recover it from the system.

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