Freight Billing and To-Pay Collection

Freight is billed as the booking said it would be, by consignment or on a monthly cycle. Paid, to-pay and billed amounts each follow their own route to the ledger.

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Three ways freight is settled

Paid at booking

The consignor pays when the goods are handed over. A receipt prints at the counter. The consignment closes on money.

To-pay at delivery

The consignee pays before the goods come off the lorry. Until the cash reaches your office it sits against the driver or the delivery branch.

Billed to the party

A contract party is billed on its cycle, with the month’s consignments listed on one bill and the lorry receipt numbers shown.

What a freight bill carries

The bill shows freight for each consignment, with loading, unloading, detention and any door delivery charge on separate lines. GST goes on as your billing is set up. The consignment list is attached, so the party’s accounts clerk can tick it against the gate entries his own stores staff made. One bill can cover a month.

Following the money

Party ledger

Bills raised and payments received sit in one running account for each consignor. The oldest unpaid bill comes first.

To-pay with drivers

Collections taken at delivery points stay open against the driver until he hands them in at the office or the branch.

Branch collections

A delivery branch that collects on your behalf shows its own open amount, which the head office reads daily.

Age of what is due

Bills are grouped by how long they have been outstanding, which tells your accounts staff whom to ring first.

What your office decides

The billing cycle for each contract party
Whether detention is billed or waived on a route
Who may give a party credit and up to what age
Which staff may receipt a to-pay collection
How the bill looks and what it prints

What billing does not do

Billing here is not bookkeeping. Vouchers, bank entries and your returns stay with your accountant or advisor, who can read freight and collection figures here. No payment is pulled from a party on its own, and what GST treatment applies to a service is not decided by this system.

FAQ

Frequently asked questions

Can one party have paid and to-pay loads together?

Yes. The term is chosen on each booking, and the party ledger shows only what is actually due from that party.

How is a part payment against a bill handled?

It is posted against that bill, which stays part paid, so the age of the remaining amount keeps running.

Do parties get the bill by mail?

Yes. A bill with the consignment list can go out by mail or WhatsApp. The office keeps a record of what was sent and when.

Can a driver be stopped from carrying collections?

That is your rule to set. Some transporters let only the branch receipt to-pay freight, and the driver only hands over goods.

Is a UPI payment recorded against the bill?

Yes, where a payment gateway or UPI collection is set up. Which bank and which mode you use is confirmed during scoping.

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