Load Advances and Vendor Payment Money Codes

Go to Load Management → Loads → Active or Delivered Loads to issue a load advance or a vendor payment money code. Load advances can be issued to carriers that have been set up to receive load advances. Three different types of load advances are available: EFS, Comdata, and Manual. Vendor Payment Money Codes are also available to be generated through EFS. In order to issue Comdata and EFS load advances, it must be enabled for the user by your administrator. For more information on enabling the setting for a user, refer to this article.

A subscription is required to utilize EFS Load Advances and Vendor Payment Money Codes. User level EFS credentials can be enabled by an EKA Administrator. For more information on entering EFS credentials, refer to this article. Fee structures for EFS advances are managed by the Broker Administrator. A subscription is also required for Comdata Load Advances. Only one subscription can be enabled at a time.

Select Load Advances from the dropdown list of actions. Only carriers that are set up to receive load advances in their carrier profile will have this option available. For more information on enabling the setting for a carrier, refer to this article.

Click Create Load Advance to continue. The application will issue a warning if it does not detect a proof of load pickup. Enter the pickup date in Load Events or tick the box Authorize Load Advance in order to continue. 

EFS

To issue an EFS advance, select Issue EFS Load Advance. (Reminder - a subscription is required). The Advance Fee set in Broker Configurations will automatically be applied. Enter the Advance Amount and click Create to generate the advance.

A confirmation will open. Enter the email that will receive the money code and press Send to continue and confirm the advance or press Cancel to return to the previous screen.

The load advance will be displayed in the list of load advances and payments.

Vendor Payment Money Code

To create a vendor payment money code, select Vendor Payment Money Code. (Reminder - a subscription to EFS is required).

Enter in the amount or create the shipper accessorial first.

If the amount is entered first, click the Add Shipper Accessorial button and the amount will be pre-filled into the rate for the accessorial.

Ensure the correct type is selected and click Save to create the shipper accessorial. The window will close automatically. Accessorial creation is not required to generate the vendor payment money code.

Click Create to generate the vendor payment money code. A confirmation will open.

Enter the email and driver that will receive the vendor payment money code and press Send to continue and confirm or press Cancel to return to the previous screen. The vendor payment money code will be displayed in the list of load advances and payments.

The fee from EFS will be posted to the general ledger, but will not be visible from the specific vendor payment money code. Vendor payment money codes also do not affect the carrier settlement, but will display in the Load Advances/Vendor Payments section in the load card in delivered loads.

Comdata

To issue a Comdata advance, select Issue Comdata Load Advance. A subscription is required for issuing Comdata load advances. The Advance Fee set in Broker Configurations will automatically be applied. Enter the Advance Amount and click Create to generate the advance.

A confirmation will open. Enter the email that will receive the express check and press Send to continue and confirm the advance or press Cancel to return to the previous screen.

Manual

To track a load advance issued outside of the application, use the Record Manual Load Advance option. Enter the Advance Amount and any fees. Click Create to generate the financial record for the advance.

A confirmation will open. Press Yes to continue and confirm the advance or press No to return to the previous screen.

A summary of each transaction will be listed in the Load Advances/Payments menu.