Billing and Contracts Management
Billing and Contracts Management
Overview
The billing and contracts system manages customer agreements, pricing, and automated billing for warehouse services. It ensures accurate and timely billing based on storage, handling, and value-added services.
Warehouse Contracts
Creating Warehouse Contracts
- Go to Warehousing > Setup > Warehouse Contract
- Click New to create a new contract
- Fill in the contract details:
- Customer: Customer for the contract
- Contract Type: Type of contract
- Start Date: Contract start date
- End Date: Contract end date
- Terms: Contract terms and conditions
Contract Configuration
Basic Information
- Customer: Customer for the contract
- Contract Number: Unique contract identifier
- Contract Type: Type of contract (Storage, Handling, VAS, etc.)
- Status: Contract status (Draft, Active, Expired, etc.)
- Start Date: Contract start date
- End Date: Contract end date
Contract Terms
- Payment Terms: Payment terms and conditions
- Billing Frequency: How often to bill (Monthly, Quarterly, etc.)
- Currency: Contract currency
- Tax Settings: Tax configuration
- Discounts: Applicable discounts
Contract Items
- Services: Services covered by the contract
- Pricing: Pricing for each service
- Minimum Charges: Minimum charges
- Maximum Charges: Maximum charges
- Volume Discounts: Volume-based discounts
Contract Types
Storage Contracts
- Basic Storage: Basic storage services
- Temperature Controlled: Temperature-controlled storage
- High Security: High-security storage
- Bonded Storage: Bonded warehouse storage
Handling Contracts
- Inbound Handling: Inbound processing services
- Outbound Handling: Outbound processing services
- Cross-dock: Cross-docking services
- Transfer: Transfer services
VAS Contracts
- Packaging Services: Packaging-related services
- Quality Services: Quality-related services
- Processing Services: Processing services
- Logistics Services: Logistics services
Pricing Models
Volume-based Pricing
- Per Cubic Meter: Charge per cubic meter
- Per Pallet: Charge per pallet
- Per Container: Charge per container
- Tiered Pricing: Different rates for different volumes
Weight-based Pricing
- Per Kilogram: Charge per kilogram
- Per Ton: Charge per ton
- Weight Tiers: Different rates for different weights
- Minimum Weight: Minimum weight charges
Time-based Pricing
- Per Day: Charge per day
- Per Week: Charge per week
- Per Month: Charge per month
- Overtime Rates: Overtime charges
Service-based Pricing
- Per Operation: Charge per operation
- Per Hour: Charge per hour
- Per Order: Fixed charge per order
- Per Item: Charge per item processed
Periodic Billing
Billing Configuration
- Go to Warehousing > Billing > Periodic Billing
- Configure billing parameters:
- Billing Period: Monthly, quarterly, etc.
- Billing Date: When to generate bills
- Customer: Customer to bill
- Contract: Applicable contract
Billing Process
- Data Collection: Collect billing data
- Calculation: Calculate charges
- Validation: Validate billing data
- Generation: Generate billing documents
- Approval: Approve billing documents
- Delivery: Deliver to customers
Billing Components
Storage Charges
- Volume Charges: Charges based on volume
- Weight Charges: Charges based on weight
- Time Charges: Charges based on time
- Location Charges: Charges based on location
Handling Charges
- Inbound Charges: Inbound processing charges
- Outbound Charges: Outbound processing charges
- Transfer Charges: Transfer charges
- Special Handling: Special handling charges
VAS Charges
- Service Charges: Value-added service charges
- Material Charges: Material charges
- Labor Charges: Labor charges
- Equipment Charges: Equipment charges
Charge Management
Charge Types
- Storage Charges: Storage-related charges
- Handling Charges: Handling-related charges
- VAS Charges: Value-added service charges
- Special Charges: Special service charges
Charge Calculation
- Automatic Calculation: System calculates charges
- Manual Override: Manual charge adjustments
- Discounts: Apply discounts
- Taxes: Calculate taxes
Charge Validation
- Data Validation: Validate billing data
- Calculation Verification: Verify calculations
- Approval Process: Approval workflow
- Exception Handling: Handle exceptions
Billing Reports
Customer Billing
- Invoice Summary: Summary of invoices
- Detailed Invoices: Detailed invoice information
- Payment Status: Payment status tracking
- Outstanding Balances: Outstanding balances
Operational Reports
- Revenue Reports: Revenue analysis
- Cost Reports: Cost analysis
- Profitability: Profitability analysis
- Performance: Performance metrics
Contract Management
Contract Lifecycle
- Draft: Contract is being created
- Review: Contract is under review
- Approved: Contract is approved
- Active: Contract is active
- Expired: Contract has expired
- Renewed: Contract is renewed
Contract Monitoring
- Performance: Contract performance
- Compliance: Contract compliance
- Renewals: Contract renewals
- Modifications: Contract modifications
Best Practices
Contract Design
- Clear Terms: Use clear and specific terms
- Fair Pricing: Set fair and competitive pricing
- Flexibility: Allow for modifications
- Risk Management: Manage contract risks
Billing Accuracy
- Data Quality: Ensure data quality
- Validation: Validate billing data
- Reconciliation: Reconcile billing data
- Audit Trail: Maintain audit trail
Customer Relations
- Transparency: Be transparent about charges
- Communication: Communicate clearly
- Support: Provide billing support
- Resolution: Resolve billing issues quickly
Common Issues
Q: How do I modify a contract after it's active?
A: Create a contract amendment to modify active contracts. Some changes may require customer approval.
Q: Can I change pricing during a contract period?
A: Yes, but changes typically require contract amendments and customer approval.
Q: How do I handle billing disputes?
A: Use the billing dispute process to investigate and resolve billing issues with customers.