Introduction to Accounting Settings

Overview

The Accounting Settings section centralizes all configuration options related to Accounts Receivable and Accounts Payable processes. These settings control how financial data is managed, displayed, and integrated with external systems like QuickBooks.

This article outlines the key components of the Accounting Settings configuration, including accounting rules, charge codes, deductions, currency and tax options, and expense visibility.

1. Accounting Configuration – Accounting Options

Within Accounting Options, administrators can define rules that govern financial workflows. Some notable features include:

• Load Completion Requirement Before Invoicing:
  Enable this option to prevent invoicing until a load is marked as completed.

• Information Tooltips:
  Each toggle includes an “i” icon, providing in-platform explanations for added clarity.

• Per Diem Charges (Automatic Application):
  When enabled, per diem charges are automatically applied using free days and tiered day costs defined under Equipment > Container.

  Note: Charges will trigger when containers exceed their system-generated cut-off dates, and the additional charges will populate in the Billing tab of the associated load.

2. Invoicing Format Variations

The sample invoice layout may differ based on the company’s invoicing setup:

• Companies using the legacy invoice format will see an invoice that mirrors the load number.

• Those using the customized format may observe a modern layout with enhanced formatting.

3. Profit Margin Display Settings

Profit margin indicators—based on color-coded percentages—can be configured here to visually distinguish:

• Bad (low margin)

• Neutral

• Good (healthy margin)

This feature helps users quickly assess profitability.

4. Currency and Dynamic Tax Settings

• Currency Configuration:
  Used for companies operating in multi-currency environments.

• Dynamic Tax Rules (Super Admin Only):
  When enabled, dynamic tax conditions can be defined to apply only to specific loads based on operational criteria.

  These options are only visible for users with Super Admin permissions and are typically used in regions where variable tax rules apply.

5. Charge Codes

• QuickBooks Sync Status:
  Charge codes display a green check mark when successfully synced with QuickBooks.

• Functionality:
  These codes are applied as billable items on customer invoices and driver settlements.

• Charge Code Labels:
  If a column for labels appears, this indicates the account is integrated with a broker system. Labels ensure accurate mapping across naming conventions.

  If a charge code label doesn't match exactly, use the label “Other”, and include a description on the invoice for clarity.

6. Deductions and Settlement Integration

• Deduction Names:
  These link directly with Settlement Settings for driver pay. Each deduction can be toggled on or off based on operational needs.

7. Expense Tracking

• Static Expense Visibility:
  Currently for informational use only, this section includes non-load-specific expenses (e.g., yard storage fees).

• Dynamic Load-Specific Expenses:
  Expenses such as chassis rental or fuel charges can be added under Accounts Payable > Dynamic Expenses. These items are reportable and linked directly to loads.

Watch the video below for a visual walkthrough of these features and their configurations.