Configure business rules for payments

To help streamline your organization’s Turvo experience, users with Admin-level permissions and above can configure tenant-level rules via the Admin console. The below article describes how to configure Advances, Invoices, and Payments rules for the payments in your tenant.

Protip: Articles for configuring the other business rules available in the Admin console can be found in the following articles:

Important note: We recommend updating rules during low-use hours, or when minimal users are using the system. Rules can be updated at any time, but low-traffic hours help ensure a low risk of rule implementation clash. 

Business rule validations

The rules toggled using the Configurations section trigger Business rule validations. When a payment update is made to a shipment that corresponds to a business rule, Turvo will block the change if the rule is violated, an error message will appear, and a Business rule validation event will be added to the shipment’s Timeline tab.

Step 1: Locating Payment rules

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

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Click the Rules card.

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On the Rules page, click the Payment header in the column to the left, if not already selected.

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Step 2: Configuring Payment rules

Payment tenant rules are split into sections for Advances, Invoices, and Payment rules. Click any of the section headers to expand the section and begin configuring your rules

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Important note:  It can take up to 30 minutes for a rule to take effect in Turvo. Once a rule is enabled for your tenant, the rule will be locked from future changes up to 30 minutes. You can view whether a rule is locked by the notification to the right of the rule line. 

To unlock the rule, click the circular arrows to the right after the displayed time has passed.

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Advances

The rules available under the Advances section header enables Turvo to ensure advance payments and fuel advances do not exceed the advance limits set by your tenant.

Note: To learn more about the settings available in the Payments Admin console, see our article on How to adjust payment terms, methods, and advances in Admin console

To enable the rule for your tenant, click the Advance check toggle to the blue ON position and then click SAVE to save your changes. 

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Note: After each configuration is saved, you’ll see the Update rules? pop up. It’s important to note any rules enabled or disabled will affect your entire tenant. You can choose to force all users in your tenant to refresh in order to apply the changes using the provided checkbox. We recommend forcing all users to refresh their browser to apply the changes to keep rule implementation consistent across users. To continue with the setup, click YES.

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Once any of the rules are configured for your tenant, an error message will show for the following scenarios:

Advance check 

Scenario: An advance made to a carrier exceeds the Advance % limit and Advance amt limit set in the Payments section of your Admin console. 

Error message:

Advance_error.png

Resolution: To continue with updating the shipment, adjust the amount of the advance payment to be within the limits set for your tenant. 

Fuel advance check limit

Scenario: A user tries to add a fuel advance payment to a shipment, but the total of the fuel advance payments exceeds the set limits.

Error message:

Advance_error.png

Resolution: To continue with updating the shipment, adjust the amount of the fuel advance payment to ensure that the total fuel advance payment amount does not exceed the set limits.

Invoices

The rule available under the Invoices section header allows Turvo to create a unique invoice number for customer and carrier invoices by adding a dash and an additional number to the end of the given invoice number.

To enable the rule for your tenant, turn the Unique invoice number toggle to the blue ON position and click SAVE to save your changes.

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Once the rule is enabled for your tenant, Customer and Carrier invoices uploaded against a shipment will include an additional number after the Invoice number. For example, if you upload a Carrier invoice with the Invoice number 123456789, the number will show as 123456789-1 with the rule enabled. 

You can view the invoice number in the Documents tab of the shipment below the document type in the Type column:

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As well as the document’s details in the Invoice number field:

Invoice_number_document_details_example.png

Payment

The rule available under the Payment section header prevents users from making payments on shipments in the Quote phase. 

To enable the rule for your tenant, turn the Payment not allowed in Quote phase toggle to the blue ON position and click SAVE to save your changes.

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Once the rule is configured, if a user in your tenant tries to record a payment on a shipment that is in the Quote phase, the following error message will show at the bottom of the screen:

Quote_phase_error_message.png

To continue updating the shipment, take the necessary steps to move the shipment beyond the Quote phase into the Plan or Ship phases. For more information around sending offers to carriers, see our How to send an offer to a carrier article. 

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