If a carrier is assigned to a shipment but is no longer needed, you can use the Truck Order Not Used (TONU) cost item to pay the carrier, then add a second carrier to execute the shipment.
This article covers:
Adding a TONU cost item
It’s important to keep the unused carrier assigned to the shipment in Turvo in order to add the Truck Order Not Used cost item. In the Details tab of the shipment, scroll to the Carriers block and click to expand the Costs segment.
Click + Add item to add a new cost for the carrier. In the item field, select the Other - truck ordered not used item.
Protip: The item field is searchable, so you can quickly find the “Other - truck ordered not used” item by entering all or part of the title in the field.
In the Location field, select the associated location for the cost item. In the Price field, enter the amount to be paid to the carrier for the TONU.
The Description field allows you to add additional details or an explanation to the cost item. If the carrier has a Turvo tenant, you can choose to share this description with them by selecting the lock icon to the left of the description and selecting the carrier’s name. The lock icon will change to the shared icon to indicate the description is visible to additional parties.
Once you enter all cost information, click SAVE to add the cost.
Note: If applicable, TONU costs can also be added as a billable cost in the Costs segment of the Customers block.
Recording payments for TONU
In order for carrier costs to be recorded as paid, an invoice must be uploaded for the shipment. If the carrier does not provide an invoice for the TONU cost, you may use the rate confirmation as the invoice instead.
To generate a rate confirmation, follow the instructions in Add, share, or send a document in a shipment. Make sure to select Carrier rate confirmation as the Document type.
Once created, the rate confirmation document preview automatically opens.
Next, you can download the document and re-upload it to Turvo to be used as the carrier invoice.
Click the download icon at the top of the document to save a PDF version of the document to your computer.
Return to the Documents tab of the shipment and repeat the process for adding a document, but select “Carrier invoice” as the document type. Confirm the invoice amount listed in the modal is correct; in this case, the invoice amount will reflect only the fee for the TONU.
Confirm the invoice due date and enter the invoice number. In the modal, click to browse or drag and drop the file to add the downloaded carrier rate confirmation. When finished, click UPLOAD.
Note: If Turvo is the system of record, invoices in “Approved” status will automatically sync with your integrated FMS. To learn more about how Turvo syncs with different Financial Management Systems, see our article on Turvo's FMS integrations.
With the carrier invoice (or rate confirmation as carrier invoice) added to the shipment, you can record the TONU payment for the carrier. Return to the Details tab on the shipment, scroll to the Carriers block and click to expand the Payments and deductions segment.
This segment displays the balance due and the invoice information. In this case, the balance and invoice amount reflect the TONU fee due to the carrier. Click Pay invoice to record a payment.
Payment details are displayed with the purpose and amount automatically populated. Once you confirm the information is correct, click RECORD PAYMENT.
The payment is recorded in the Transactions section of the segment, and the indicator at the top shows the carrier as paid.
Assigning a new carrier after TONU
If the shipment still requires coverage after the TONU, a new carrier can be added to execute the shipment. For help on how to add a carrier, see How to manually add a specific carrier to a shipment.
Do not delete the initial carrier as the payment record for the TONU will be affected!
When adding carrier documents (such as rate confirmations or carrier invoices) for the new carrier, the new carrier must always be selected from the Carrier dropdown to replace the unused carrier.
If the unused carrier has their own Turvo tenant, document sharing may still be automatically applied. Confirm and adjust sharing settings when each new document is added to prevent the unused carrier from viewing the new carrier’s documents.
Next, you must reassign the route to the new carrier. Navigate to the Details tab, scroll to the Shipment block and click to expand the Route segment. In the Carrier field, select the new carrier from the dropdown menu for any route segments that apply.
Click SAVE on the bottom right when finished. The new carrier is now assigned to the route and the shipment is ready for execution.
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