MACH VBS
External Haulier User Guide
VBS Invoicing User Manual
Version 2.0 Issue Date: 1st
January 2016
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Introduction
This USER MANUAL provides an explanation of the functionality in the New MACH VBS system
supporting HAULIER enquiries on current month VBS charges as well as invoices for previous months.
The functionality in principle works in a very similar way to the old system and is very simple to use and
the following pages provide an explanation of the functionality.
Note:Note:Note:Note:
There is one specific difference to the way that new MACH VBS presents information on NO SHOW
charges which is explained below.
This change is only associated with the way data on NO SHOWS is provided and is not associated with
any changes to the logic for NO SHOW charges.
NO SHOW CHARGES NO SHOW CHARGES NO SHOW CHARGES NO SHOW CHARGES
No show charges occur as a result of several situations with bookings and in the old VBS system there
was no differentiation.
In New MACH VBS these different situations are differentiated for more clarity and will be displayed on
charge summaries and invoices as follows:
NO SHOWNO SHOWNO SHOWNO SHOW---- BOOKINGSBOOKINGSBOOKINGSBOOKINGS
Standard no show situation where booking made and haulier does not arrive by end of slot + any extension
NO SHOWNO SHOWNO SHOWNO SHOW---- CANCELCANCELCANCELCANCEL:
A booking has been cancelled and no subsequent booking for that Category for that slot have taken place to relieve liability
NO SHOW NO SHOW NO SHOW NO SHOW –––– SWAP SWAP SWAP SWAP
All container details for a booking have been removed via the SWAP transaction effectively cancelling the booking and no subsequent bookings for that
Category for that slot takes place to relieve liability
NO SHOW NO SHOW NO SHOW NO SHOW –––– MOVEMOVEMOVEMOVE / LATE MOVE PENALTY/ LATE MOVE PENALTY/ LATE MOVE PENALTY/ LATE MOVE PENALTY
This is where a booking is moved to a new booking slot leaving the original booking slot vacant. If the original booking slot isn’t re-used then a penalty is
applied
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MACH VBS Invoicing
The MACH VBS Invoicing Reports can be used to review charges from the terminal prior to the issue of
the monthly invoice. After charges have been finalised and the invoice has been raised, copy invoices
are available. This section explains how to generate the reports used to review charges and the copy
invoices.
The Report Generation transaction is accessed from the Reports drop-down menu: -
The Report Generation transaction will open in a new tab at the top of the screen: -
The Report Generation transaction is a simple screen with various options to filter the report. The screen
is used differently to generate reports depending on whether the report is being run for the current
period or a previous period
Set Invoice check box as appropriate
depending on whether you are checking
previous months invoice or current
Press Down and Select from list if
generating a previous month invoice
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Summary and Detailed reports can be run at any time for the current monthly period. However, at the
end of each monthly period, after the Terminal Admin staff have finalised the data for invoicing, it will
only be possible to generate copy invoices for the previous period, and the screen must be populated in
a different manner.
To assist with the correct population of the fields, the colouring of the field labels will indicate whether
the field is a mandatory requirement. The colouring will change depending on whether the Invoiced
flag is marked (the Invoiced flag should only be marked when generating a report for a previous
period).
Generating a Report for a Current Period
To generate a report for any date range within the current period, the following process should be
followed: -
• The HaulierHaulierHaulierHaulier field will be populated by default with the Haulier Code associated with the User ID
• The From From From From DateDateDateDate field is a standard Date field. Type the start date of the report in to the field directly,
or click on the Calendar icon to the right of the field to select the date from the calendar popup
window
• The To DateTo DateTo DateTo Date field is a standard Date field. Type the end date of the report into the field directly or
click on the Calendar icon to the right of the field to select the date from the calendar popup
window
Two reports are available from the screen – a Summary ReportSummary ReportSummary ReportSummary Report showing the number of chargeable
bookings of each Booking Type, and a Detailed ReportDetailed ReportDetailed ReportDetailed Report showing the individual booking details within
each category. These reports can be generated by clicking on the respective button at the top right
hand corner of the screen: -
Examples of these reports can be found in the appendix at the end of this document.
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Generating a Report for a Previous Period
To generate a report for a previous period, the following process should be followed: -
• Mark the InvoicedInvoicedInvoicedInvoiced flag
• The HaulierHaulierHaulierHaulier field will be populated by default with the Haulier Code associated with the User ID
• The From DateFrom DateFrom DateFrom Date field is a standard Date field. Type the start date of the required period in to the field
directly, or click on the Calendar icon to the right of the field to select the date from the calendar
popup window
• The Invoice NoInvoice NoInvoice NoInvoice No field is supported by a dropdown list that will contain past invoice numbers related to
the Haulier account and associated with the From Date. To Select the invoice number first select the
field and press the down key to reveal the list, select as appropriate
• Press the SummarySummarySummarySummary button to generate a copy invoice for the period. Press the DetailDetailDetailDetail button to see
the Invoice Backup document containing all the background detail for the invoice
Examples of these reports can be found in the appendix at the end of this document.
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APPENDIXAPPENDIXAPPENDIXAPPENDIX
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SAMPLE INVOICE SUMMARY REPORTSAMPLE INVOICE SUMMARY REPORTSAMPLE INVOICE SUMMARY REPORTSAMPLE INVOICE SUMMARY REPORT (CURRENT PERIOD)(CURRENT PERIOD)(CURRENT PERIOD)(CURRENT PERIOD)
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SAMPLE INVOICE SAMPLE INVOICE SAMPLE INVOICE SAMPLE INVOICE DETAILDETAILDETAILDETAIL REPORTREPORTREPORTREPORT (CURRENT PERIOD)(CURRENT PERIOD)(CURRENT PERIOD)(CURRENT PERIOD)
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SAMPLE INVOICESAMPLE INVOICESAMPLE INVOICESAMPLE INVOICE (PREVIOUS PERIOD)(PREVIOUS PERIOD)(PREVIOUS PERIOD)(PREVIOUS PERIOD)
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SAMPLE INVOICE BACKUPSAMPLE INVOICE BACKUPSAMPLE INVOICE BACKUPSAMPLE INVOICE BACKUP (PREVIOUS PERIOD)(PREVIOUS PERIOD)(PREVIOUS PERIOD)(PREVIOUS PERIOD)
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