Deductions/Additions, Escrows, and Reconciliation

To enable Scheduled Deductions and Additions, contact EKA Admin. Go to Finance → Deductions/Additions to add scheduled deductions or additions, or create an escrow. In the importer tab, there is also the option to fetch EFS and PFJ files and run a reconciliation report. 

Importer

To import deductions and additions via a file, go to the Importer tab. To download a template, click the Download Template button. Upload a file and click Import.

Select the input format and click Submit.

After the import is complete, the deductions and additions will be posted.

To fetch EFS and PFJ files, enter in the credentials and the buttons will be enabled. For more information on entering credentials, refer to this article.

Click the Fetch EFS File button, enter in the date and click Fetch.

If found for that date, the file will be downloaded.

Click the Fetch PFJ Transaction File button, enter in the date, and click Fetch.

The files will display on screen where they can be clicked and downloaded. The number of files returned for a particular day is dependent on the number of account numbers entered in when configuring the credentials.

The Reconciliation report can also be run with any EFS and PFJ files and is not dependent on credentials or file fetching. To run the report, click the Run EFS/PFJ Reconciliation button. Select each file for upload. The number of PFJ files to be uploaded depends on the number of account numbers in the PFJ settings.

The threshold is configured in settings, but can be updated for each report run. Click Run and the report will be generated and sent to your email and mailbox.

The report features a section for EFS which are transactions not found in the PFJ files and a section for PFJ which are transactions not found in the EFS file. What is returned in these sections depends on the threshold set when generating the report. There is a third section of validations which highlights any assets not found in the system, as well as transactions not able to be matched to a load. It uses fuel card numbers for asset matching and then looks for a load pickup up and delivered within the time frame of the transaction.

Deductions/Additions

To schedule a deduction or addition, go to the Scheduler tab.

Click the  icon to open the Create a New Schedule modal.

Select the Asset Type as either a Truck or Driver and then search for the asset the schedule will apply to and select the Description which is the accessorial the deduction or addition will apply as. Then, enter the Amount, Schedule Type which can be either weekly or monthly, and the Start Date and End Date. Click Submit to save the schedule.

Accessorial default amounts can be set in the Scheduler Accessorial Defaults tab.

Click the  to add an accessorial default. Enter the Description and Amount and click Submit to save it.

These defaults will auto-fill when adding a new schedule with that description, but can be edited.

The scheduler will run nightly and post the deductions/additions based on the schedule to loads it matches to. It will match to the most recent unpaid load assigned to the asset.

 If no qualifying load is found, depending on the setting in Configurations (Refer to this article for more information), it will either accrue the amount or create a debit or credit memo.

If the amount is accrued, it will be visible in the Scheduler tab. It shows the date the accrual was last posted to a load, the current accrued amount, and the unposted details.

To view unposted details, click on the  icon.

To view the posted transactions, go to the Scheduler Posted Transactions tab.

Deductions and additions can also be imported from a spreadsheet from the Importer tab.

Escrows

Escrows can be added by going to the Escrow tab and clicking the  icon. Incrementing and decrementing escrows are available.

Enter in the required fields and click Submit to create the escrow. Once a new escrow has been created, create a matching schedule using the same Asset and Description as the escrow.

On the Scheduler tab, for escrow accessorials, the Escrow Start Amount, Escrow Increment/Decrement, and Escrow Balance are shown. When the scheduler runs and the accessorial is applied to a load, the escrow balance will update accordingly.

The details of the escrow will show in the Escrows tab. The Starting Balance of the escrow can be updated by clicking the icon and then clicking the icon to save, or the  to discard changes. To view Posted Details, click on the .

If the escrow balance hits $0 and is a decrementing escrow, the schedule will be deactivated.

Escrow accessorials can also be created for a load manually by adding it as an accessorial to the load in Delivered Loads. This will update the escrow balance.

In Delivered Loads, escrow accessorials can be viewed and updated.

Click the View Escrow button to view the escrow accessorial details.

Click the icon to edit the amount, and then click the to save the change, or to discard the changes. To delete the escrow accessorial, click the  icon.