About the MS Haul Payment Worksheet Form

Use this form to prepare ticket and time sheet data prior to generating AP invoices for your independent haul vendors.

You can initialize payments to the batch using MS Haul Payment Initialize (accessed by selecting File > Initialize Payments) or enter them manually in this form.

Invoice Restriction

The Invoice Restriction field allows you to restrict worksheet transactions based on sale type. By restricting the transactions for an invoice, you can effectively create separate invoices for each haul vendor based on customer/customer job, JC job, and/or 'sell to' location. Available options are:

  • N-None – Select this option if no restrictions apply. Any transaction posted to the specified haul vendor can be applied to the invoice, regardless of sale type.
  • C-Customer/Cust Job – Only transactions that reference a designated customer and customer job can be applied to the invoice. (Note: If the customer job is blank, only transactions for the customer that have no customer job specified can be applied to the invoice.)
  • J-JC Job – Only transactions that reference a designated JC company and job can be applied to the invoice.
  • I-Inventory – Only transactions that reference a designated IN company and 'sell to' location can be applied to the invoice.

Pay Category and Pay Type

If you are using pay categories (i.e. you checked the Using Payable Category box in AP Company Parameters), you will also have the option to specify the pay category and pay type. These fields will default as defined for the company, but may be overridden.
Note: If you leave the pay category blank, the pay type must also be blank. You cannot enter one without the other.

Ticket and Timesheet Transactions

After entering header information, you can manually add ticket or hauler time sheet transactions using the detail section of the form.

You can add only transactions that:

  • match the invoice restriction specified in the header;
  • have a hauler type of H-Haul Vendor and were posted to the same haul vendor specified in the header;
  • were posted in a month equal to or prior to the current batch month;
  • are not applied to another invoice in the current batch or do not exist in another batch; and
  • have not already been updated to AP.

You can add, delete, or make minor edits to transactions in the grid as necessary. Although you cannot edit any of the hauler information (i.e. material, truck, truck type, etc.), you can edit the pay code, basis amount, pay rate, or amount.

Note: For Australia or Canada (where the Default Country in HQ Company Setup is AU or CA), you also have the option to edit haul payment tax info. For more information about these fields, see Haul Payment Taxes section below.

Haul Payment Taxes (Australia and Canada)

You can calculate taxes on haul payments to a vendor when entering tickets (in MS Ticket Entry) or hauler time sheets (in MS Hauler Time Sheets); the calculated tax amounts will then be included when processing haul payments in this form.

If you did not include haul payment taxes on the original ticket or timesheet transactions, you may add that information here. Once you enter the haul pay tax type and tax code, the system calculates the haul payment tax amount (tax rate x pay amount).

Haul payment tax amounts will be updated to Accounts Payable when processing haul payments in MS Batch Process.

Invoice Totals

As you add transactions, they will update the Basis, Haul, Surcharge, and Invoice totals above the header.

The basis total will be the total of units, hours, loads, etc. (depending on the transaction pay codes), which can be useful in reconciling haul vendor invoices with tickets. However, if transactions included for payment have differing pay codes--that is, the pay rate basis differs between pay codes--the basis total may not be meaningful (e.g. if pay rate basis for one transaction is units and pay rate basis for another transaction is hours, the basis total would be a sum of units and hours).

Although haul charges and surcharges are calculated during ticket entry, they will appear as separate transactions when pulled in for payment. The haul total represents the total invoice net of surcharges; it will be the sum of all transactions in the grid with the Surcharge box unchecked. The surcharge total will be the sum of all transactions with the Surcharge box checked. The invoice total will be the sum of the haul and surcharge totals.


If you are using the surcharges functionality in Material Sales, surcharges assessed for a ticket that are associated with a pay code (in MS Surcharge Codes) will be pulled in with the parent ticket during initialization.

Note: If you manually add transactions to the grid, you must add surcharge tickets separately; adding a parent ticket to the grid does not automatically pull in the related surcharge ticket(s).

Pay rates for surcharges are based on a percent of the surcharge total; therefore, the pay basis for each surcharge ticket will automatically default the surcharge amount. As with normal haul payment transactions, the system will use the standard pay rate hierarchy to determine the rate to use for surcharge transactions. See Pay Rate Hierarchy - Table 1 for more information.


Although discount dates and amounts are not included on the worksheet, they will calculate during the batch update based on the payment terms for the haul vendor. Discount taken amounts display for each applicable invoice on the MS Hauler Payment AP Audit list. The update determines the GL distributions based on the Post Discounts Offered to GL and Net Amounts to Subledgers option in AP Company Parameters. For more information, see About Using Discounts .

Vendor Compliance

If you are tracking vendor compliance for non-PO/SL invoices (flag in AP Company Parameters), and you specify a non-compliant haul vendor, a warning indicating the vendor is ***Out of Compliance*** displays in red above the invoice header; however entry will be allowed.

Updating to Accounts Payable

To update haul payment information to AP, select File > Batch Process and process the batch as normal. For more information, see MS Batch Process .

When a hauler payment batch posts, the system creates AP expense invoices based on the information provided here. The update to AP allows you to only add invoices; you cannot use it to correct or delete previously interfaced information. If you need to change hauler payment information that has been previously updated to AP, you should post additional tickets or time sheets with reversing entries, then create and post a new hauler payment batch.

Note: You may edit or delete AP invoices created from a hauler payment batch using the AP Transaction Entry form; however, the system will not automatically update MS. You can manually update the information in MS by first deleting the transactions in AP Transaction Entry, and then editing the related ticket in MS Ticket Entry.

For more information about the AP update, see Update to AP.