Billing
Tax Codes
The Tax Codes menu allows you to define all tax codes used within your company’s various locations. Tax codes should correspond with those set up in your third-party accounting system.
If your organization will be using direct QuickBooks Online integration, click here for instructions on how to add tax codes directly from QBO.
The table provides an overview of all tax codes created or imported to Fast-Weigh, and displays all available information entered.
Tax Code Group
Tax Code Groups allow you to group entered codes to be selected when creating orders. This is useful when working within areas that may have multiple city, county, or state tax options, or when your organization needs to consolidate between regions or locations.
Clicking the [+New Group] button will allow you to create a new group, which you will then select the desired tax codes to be contained in this group.
Tax Sub Codes
Tax Sub Codes can be entered as a "secondary" tax to handle additional VAT, City, or local taxes. This can be enabled in the Portal Settings. Enable Secondary Tax by going to Administration Portal Settings and checking the "Use Secondary Tax" box under Other Settings. Then, navigate to Resources > Tax Codes and add or edit a tax code to include secondary tax.
Pay Terms
Payment Terms
Pay Terms allows you to set up your payment terms and billing modes. These terms and codes should be set up in conjunction with your Accounts Receivable Terms Codes.
Billing Terms
These are used in each customer’s profile to further isolate records selected during a billing cycle selection. As an example you might setup the following billing methods:
Once Terms and Billing modes are set up, go to Resources > Customers and edit your customers to assign these Terms to each customer record.
Adding a particular billing mode to a customer profile allows you to select tickets for billing based on the customer’s assigned method.
Price Adjustments
With Price Adjustments, you can easily establish pricing adjustments and add them to multiple order and quote products. Price adjustments can be set up using multiple calculations, and then up to three can then be applied per product.
To enter an adjustment, click the [+New Adjustment] button, and then enter the desired values for type and method. Once an adjustment is created, highlighting it will allow you to enter the length of time and rate that the adjustment is available by clicking the [+New Rate] button in the adjacent box.
Once the rate is submitted, the adjustment is available to be applied to order products and quotes.
Freight Matrix
The Fast-Weigh Freight Matrix was created to apply rates to orders, products, and locations that would usually be created when adding products to orders. A Freight Matrix is weighted by a point system that Fast-Weigh calculates automatically, and is considered at three different levels within the Web Portal:
Order Level: This is set on the order when creating or editing when selecting the Freight Pricing.
Global Level: This is set within the Resources>Billing>Freight Matrix menu. Setting up a Freight Matrix can be reviewed in this article. This matches the entered freight and hauler rate that matches entered values on the order.
Order Product Level: This is the rate set on the order product.
Selections are one point each, and each line calculates a point total. When it has cycled through, the calculated score applies the freight matrix price. Priorities can also be applied to a Freight Matrix, indicating that a certain listing should be first-choice.
Invoice Adjustment Types
Similar to Price Adjustments, Invoice Adjustment Types allow you to apply adjustments to an invoice on the Invoice/Payment Query. You will need to create the Adjustment type before it can be applied to an invoice.
In the Billing menu, adjustments can be applied on the Invoice/Payment Query by clicking the More button, and selecting the desired adjustment from the drop down menu. If you have common values that you need applied, you can create a few "default" options to adjust invoices. These can be payment fees, late fees, or other miscellaneous fees added or subtracted from the invoices.
In the below example, a 2% discount was created to be applied to the material rate on an invoice.
Customer Payment Information
The Customer Payment Info menu allows you to register your customers preferred payment methods between cards or ACH payments. If multiple payment methods are entered, you can select the "Set as Default" so that the appropriate method is selected for payments. To create or view the entered payment methods, first select the Region then the Customer. If there is a Credit Balance, this number will be reflected once the customer is selected. To create a new payment, click the [+New Payment Method], then enter the necessary information.
Pay To User Assignment
When utilizing payment terminals supported by Fast-Weigh, users can be associated with these terminals. The users listed in this table reflect the users created and their assigned roles.
Any customer role that is unassigned can have a default terminal assigned when a payment link is submitted.
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