Part A – Recording the Scale Ticket

1. On the Site Map screen, click Materials Management > Data Entry > Scale Ticket Transactions.

2. Enter a unique Batch code for the batch of tickets being entered and press Enter.

3. Click the Add button.

4. In the New/Edit Scale Ticket window, enter the Plant code for the ticket location or press F4 to select a plant code.

5. Complete the Ticket portion of the window. At the Type field, select Customer sale.

6. Once you have completed the Ticket section, the Properties and User-Defined Fields windows display in succession. Complete each window, as needed, and click OK.

7. The Haul Info window displays. If hauler information has been completed on the Materials Management Maintenance menu (either in Hauler File Maintenance or Job Material Contract Maintenance), freight rate information will default. Complete this window for the selected ticket.

   Note: If special hauler information was designated for the selected job contract, this hauler rate will default. If special pricing was not specified, then the standard rate for the selected hauler will default.

8. In the detail portion of the screen, enter the item(s) hauled for the ticket on a line-by-line basis. Press F4 at the Item field to select a valid item code.

9. Repeat step 8 for each additional item hauled on the ticket. Once you have completed the ticket, click Continue.

10. OPTIONAL: If your company is adding additional hourly freight information, click the Frt Hours button and complete the Freight Hours Entry screen.

11. Click the Update button and complete the Scale Ticket Journal screen. Preview the report.

12. The Scale Ticket Update screen displays. Once you have verified that information is correct on the report, click Continue.

Part B – Reconciling the Invoice in Freight Cost Reconciliation

The Freight Cost Reconciliation screen serves two purposes. The first is to adjust or reconcile the freight charged on a ticket-by-ticket basis. The second is to group tickets and to create an A/P invoice (after you receive the vendor invoice).

This procedure is performed at the time the hauler requests payment. When you receive hauler invoices, compare the amounts being billed with those entered in Spectrum. In most cases, the charges should be the same, but there will be charges that need to be reconciled to match the hauler's requested amount. In the event that there is a large discrepancy between the amounts due, then further investigation of the differences may be necessary. If their amount differs from what your company has on file and you accept their amount, then this is recorded here. Additionally, quantities and rates can be changed here as needed.

1. On the Site Map screen, click Materials Management > Data Entry > Freight Cost Reconciliation.

2. At the Vendor code field, enter the vendor code for whom you are reconciling freight costs or press F4 to select a vendor code.

3. At the Invoice no field, enter the invoice number for the invoice you are reconciling or press F4 to select an invoice number.

4. At the Invoice date field, the last date of the current payment processing cycle displays. Press Enter to accept this date or enter a different date and press Enter.

5. In the detail portion of the screen, locate the tickets that are included on the invoice being reconciled and select the checkbox in the Include column that corresponds to each of these tickets.

6. Make any necessary changes to the ticket in the Rate type, Quantity, or Rate fields for each ticket.

   Note: As changes are made to quantity or rates on a ticket, Spectrum will automatically calculate the new ticket amount in the Charge column. Additionally, if at any time you want to view ticket or item detail for a ticket, place the cursor anywhere in the ticket's line and click the Ticket or Items buttons, respectively.

7. Once you've reconciled all of the tickets for the invoice and made any necessary adjustments, click OK twice.

8. Click the Update button.

9. In the Freight Cost Journal / Update screen, complete the Selections fields and click Preview. Review the reconciliation report for accuracy.

10. In the Freight Cost Update screen, click Continue.

    Once the update is run, Spectrum will create A/P invoices for any freight costs listed on the report (except for those tickets with a zero balance).

OPTIONAL

Part C – Reconciling Freight Hours

The Freight Hours Reconciliation screen is used when reconciling the hours for tickets where the "grouping" of tickets for invoicing is of no concern. This screen is designed specifically for reconciling the quantity (hours or tonnage) on a ticket.

1. On the Site Map screen, click Materials Management > Data Entry > Freight Cost Reconciliation.

2. Click the Hours button.

3. At the Batch code field, enter the batch code you are using to reconcile freight costs or press F4 to select a batch code.

4. At the Truck code field, enter the truck code for the tickets your are reconciling or press F4 to select a truck code.

5. Complete the From date and To date fields, press F4 to select a date using the Date Change window, or press Enter to select the default at each field.

   Note: The From date field defaults to blank to include all tickets for the selected truck code; the To date field defaults to the current processing date.

6. In the detail portion of the screen, locate the tickets that are included on the invoice being reconciled and select the checkbox in the Include column that corresponds to each of these tickets.

7. Make any necessary changes to the ticket in the Freight hours, Rate type, and Freight Quantity fields for each ticket.

   Note: The Freight Quantity field is applicable only if Ton is selected in the Rate type column.

8. Once you've reconciled all of the tickets for the batch and made any necessary adjustments, click OK twice.

9. On the Freight Hourly Reconciliation Print screen, select the type of tickets you want to preview and then click Preview.

   Note: If you select to preview by Batch, the Additional Selections window will display when you preview the report. Enter a batch code, press F4 to select a batch code, or use the SuperSelect options. Once the update is run, Spectrum will create A/P invoices for any freight costs listed on the report (except for those tickets with a zero balance).