Invoice Management by Owner Operator
- 06 Nov 2023
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Invoice Management by Owner Operator
- Updated on 06 Nov 2023
- 9 Minutes to read
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- DarkLight
- PDF
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The owner operator has the access to generate, update and send an invoice to their supervisor for review and approval for further payment.
Each Owner operator will have their own profiles where they can access their past invoices, create invoices and access their personal information's.
IMPORTANT NOTE:
Never share your login credentials with anyone. These credentials are for your use only to access the invoice management platform.
Invoice Creation & Submission
1.Enter the URL https://assettrack.knnx.com/on your web browser.
- Enter your Owner Operator credentials and click on Sign in.
Sign in window
Log in Details:
Password must be at least 6 characters long and include an uppercase letter, digits, and special characters.
Change your password every 180 days.
After 3 failed attempts, your account will be locked.
To reset your password, click the Reset Password button. You will receive an email notification with instructions.
- Enter the Tenant Name and click on Continue to Login, if required.
- Click on the Business Workflows page from the Navigation Panel on the left-hand side of the screen and then, Select the required Invoice Management Business Workflow.
Business Workflow – Invoice Management
- The Owner Operator can review all previous invoice forms in the dashboard.
Owner Operator – All previous invoice
- Click on the View Details button on the right side of the screen to view the invoice details.
Load Listing Page - View Details
- Click on the Create button at the top right of the screen.
Load Listing Page - Create Button
- Once clicked on Create button, invoice form will appear to fill out the required data points.
Create Button - Invoice Form
IMPORTANT NOTE:
Owner Operators can generate a single invoice per day.
Click the button at the top right corner of the invoice form creation page (shown below) to expand the page to add required data points.
Invoice Form - Expand Page
- The following attributes (mandatory/optional) are required to be filled out to generate an invoice:
| # | Attribute Name | Type | Tag group | Mandatory (Yes/No) | Condition |
|---|---|---|---|---|---|
| 1 | Date | Datepicker | User Information | YES | |
| 2 | Check_Ride | Dropdown | User Information | YES | |
| 3 | Rental_vehicle | Dropdown | Vehicle Information | NO | Required if rental vehicle is used. |
| 4 | Rental_Vehicle_Plate_Number | Textbox | Vehicle Information | NO | Required if rental vehicle is used. |
| 5 | Vehicle_Kms_Departing_Facility | Textbox | Vehicle Information | YES | |
| 6 | Vehicle_Kms_Arriving_Facility | Textbox | Vehicle Information | YES | |
| 7 | Part_of_Sort | Dropdown | Route Activity | NO | Required if OO is involved in the sorting activities. |
| 8 | Sorting_Hours | Textbox | Route Activity | NO | Required if OO is involved in the sorting activities. |
| 9 | Number_of_Delivery_stops | Textbox | Route Activity | YES | |
| 10 | Number_of_Pick_Up_stops | Textbox | Route Activity | YES | |
| 11 | Number_of_Pieces_Loaded | Textbox | Route Activity | YES | |
| 12 | Any_Second_Attempts | Dropdown | Route Activity | NO | Required if any second attempts to deliver are made |
| 13 | Number_of_Second_Attempts | Textbox | Route Activity | NO | Required if any second attempts to deliver are made |
| 14 | Number_of_Delivery_pieces | Textbox | Route Activity | YES | |
| 15 | Number_of_Pieces_Picked_Up | Textbox | Route Activity | YES | |
| 16 | Not_Delivered | Textbox | Exceptions | YES | |
| 17 | Any_Missed_Pick_Ups | Dropdown | Exceptions | NO | Required if any missed pick up |
| 18 | Number_of_Missed_Pick_Ups | Textbox | Exceptions | NO | Required if any missed pick up |
| 19 | Any_Additional_Charges | Dropdown | Additional Charges | NO | Required if any additional charges |
| 20 | Additional_Charge_type | Dropdown | Additional Charges | NO | Required if any additional charges |
| 21 | Additional_Charge_Amount | Textbox | Additional Charges | NO | Required if any additional charges |
| 22 | Upload_Proof | File upload | Additional Charges | NO | Required if any additional charges |
| 23 | Any_Parking_ticket | Dropdown | Additional Charges | NO | Required if any parking ticket |
| 24 | Ticket_Issued_Date | Dropdown | Additional Charges | NO | Required if any parking ticket |
| 25 | Parking_Ticket_ID | Textbox | Additional Charges | NO | Required if any parking ticket |
| 26 | Ticket_Amount | Textbox | Additional Charges | NO | Required if any parking ticket |
| 27 | Upload_Ticket_Proof | File upload | Additional Charges | NO | Required if any parking ticket |
| 28 | Any_calls | Dropdown | Additional Charges | NO | Required if calls were done |
| 29 | Call_count | Textbox | Additional Charges | NO | Required if calls were done |
| 30 | Supporter | Dropdown | Supporter | NO | Required if Supporter is involved |
| 31 | Number_of_Pieces_Loaded_by_Supporter | Textbox | Supporter | NO | Required if Supporter is involved |
| 32 | Number_of_Delivery_pieces_by_Supporter | Textbox | Supporter | NO | Required if Supporter is involved |
| 33 | Number_of_Pieces_Picked_Up_by_Supporter | Textbox | Supporter | NO | Required if Supporter is involved |
| 34 | Total_Pieces_Supporter | Dynamic | Supporter | NO | Required if Supporter is involved |
| 35 | Any_Missed_Pick_Ups_by_Supporter | Dropdown | Supporter | NO | Required if Supporter is involved |
| 36 | Number_of_Missed_Pick_Ups_by Supporter | Textbox | Supporter | NO | Required if Supporter is involved |
Important notes:
Sorting hours for Winnipeg location must not be more than 8 hours.
Sorting hours can be added only in full digits or with .25, .5 and .75 decimals (Example: 3; 3.25; 3.5; 3.75).
- Once the details are added, click on the Create button to generate invoice.
Invoice Form - Create Button
- The generated invoice can be reviewed in the dashboard by clicking View Details button.
Invoice Form - Detail Button
Invoice Detail Form
All calculations will be available in invoice details form.
- Click Update button to edit any data point in invoice.
Update Button
- Once the details are edited, click on the Update button to save the updates.
Update Button
- Once the invoice is ready, click on the Send button to send it to Supervisor for review and approval.
Send Button
15.Click on the Download button shown below to download the invoice. This action can be done anytime (before or after sending the invoice to the Supervisor).
Download Button
Access Delegation
This section explains how the Owner Operator can delegate the invoice creation access to another Owner Operator/Relief Driver.
1.Enter the URL https://assettrack.knnx.com/on your web browser.
- Enter your Owner Operator credentials and click on Sign in.
Sign in window
- Enter the Tenant Name and click on Continue to Login, if required.
- Click on the Business Workflows page from the Navigation Panel on the left-hand side of the screen and then, Select the required Access Delegation Business Workflow.
Business Workflow – Access Delegation
- Click on the Create button at the top right of the screen.
Access Delegation - Create Button
6.Once clicked the Create button, the delegation form will appear and then, fill the below listed points:
“Delegated to” – to select the name of the Owner Operator who will be able to create invoices on your behalf.
“From_date” – start date of the access delegation.
“To_date” – end date of the access delegation.
Access Delegation - Form
- Once the details are added, click on the Create button to generate the delegation, and then click Send button to enable access for another OO/Relief Driver.
Access Delegation - Create
It is also possible to click the “Create And Send” button to enable access for another Owner Operator in one click.
- Created delegation request can be reviewed in the Dashboard panel.
Created Delegation Page
- Once the access is delegated to another OO (Owner Operator), the invoice can be created by the delegated Owner Operator on behalf of the Owner Operator who provided the delegation during the pre-defined period (Refer section Invoice creation on behalf of another Owner Operator for more details).
Invoice creation on behalf of another Owner Operator
This section explains how the Owner Operator with the delegated access can create and send an invoice on behalf of another Owner Operator.
1.Enter the URL https://assettrack.knnx.com/on your web browser.
- Enter your Owner Operator credentials and click on Sign in.
Sign in window
- Enter the Tenant Name and click on Continue to Login, if required.
- Click on the Business Workflows page from the Navigation Panel on the left-hand side of the screen and then, select the required Invoice Delegation Business Workflow.
Business Workflow – Access Delegation
- The Owner Operator can review all previous invoice forms in his dashboard.
Owner Operator – All previous invoice
- Click on the View Details button on the right side of the screen to view the invoices created on behalf of other Owner Operators.
Load Listing Page - View Details
- To create the invoice, click on the Create button at the top right of the screen.
Load Listing Page - Create Button
- Once clicked the Create button, invoice form will appear to fill required data points.
Create Button - Invoice Form
Click the button in top right corner of the invoice creation page (shown below) to expand the page to add required data points.
9.The following attributes (mandatory/optional) are required to fill in to generate invoice:
| # | Attribute Name | Type | Tag group | Mandatory (Yes/No) | Condition |
|---|---|---|---|---|---|
| 1 | Date | Datepicker | User Information | YES | |
| 2 | Check_Ride | Dropdown | User Information | YES | |
| 3 | Rental_vehicle | Dropdown | Vehicle Information | NO | Required if rental vehicle is used. |
| 4 | Rental_Vehicle_Plate_Number | Textbox | Vehicle Information | NO | Required if rental vehicle is used. |
| 5 | Vehicle_Kms_Departing_Facility | Textbox | Vehicle Information | YES | |
| 6 | Vehicle_Kms_Arriving_Facility | Textbox | Vehicle Information | YES | |
| 7 | Part_of_Sort | Dropdown | Route Activity | NO | Required if OO is involved in the sorting activities. |
| 8 | Sorting_Hours | Textbox | Route Activity | NO | Required if OO is involved in the sorting activities. |
| 9 | Number_of_Delivery_stops | Textbox | Route Activity | YES | |
| 10 | Number_of_Pick_Up_stops | Textbox | Route Activity | YES | |
| 11 | Number_of_Pieces_Loaded | Textbox | Route Activity | YES | |
| 12 | Any_Second_Attempts | Dropdown | Route Activity | NO | Required if any second attempts to deliver are made |
| 13 | Number_of_Second_Attempts | Textbox | Route Activity | NO | Required if any second attempts to deliver are made |
| 14 | Number_of_Delivery_pieces | Textbox | Route Activity | YES | |
| 15 | Number_of_Pieces_Picked_Up | Textbox | Route Activity | YES | |
| 16 | Not_Delivered | Textbox | Exceptions | YES | |
| 17 | Any_Missed_Pick_Ups | Dropdown | Exceptions | NO | Required if any missed pick up |
| 18 | Number_of_Missed_Pick_Ups | Textbox | Exceptions | NO | Required if any missed pick up |
| 19 | Any_Additional_Charges | Dropdown | Additional Charges | NO | Required if any additional charges |
| 20 | Additional_Charge_type | Dropdown | Additional Charges | NO | Required if any additional charges |
| 21 | Additional_Charge_Amount | Textbox | Additional Charges | NO | Required if any additional charges |
| 22 | Upload_Proof | File upload | Additional Charges | NO | Required if any additional charges |
| 23 | Any_Parking_ticket | Dropdown | Additional Charges | NO | Required if any parking ticket |
| 24 | Ticket_Issued_Date | Dropdown | Additional Charges | NO | Required if any parking ticket |
| 25 | Parking_Ticket_ID | Textbox | Additional Charges | NO | Required if any parking ticket |
| 26 | Ticket_Amount | Textbox | Additional Charges | NO | Required if any parking ticket |
| 27 | Upload_Ticket_Proof | File upload | Additional Charges | NO | Required if any parking ticket |
| 28 | Any_calls | Dropdown | Additional Charges | NO | Required if calls were done |
| 29 | Call_count | Textbox | Additional Charges | NO | Required if calls were done |
| 30 | Supporter | Dropdown | Supporter | NO | Required if Supporter is involved |
| 31 | Number_of_Pieces_Loaded_by_Supporter | Textbox | Supporter | NO | Required if Supporter is involved |
| 32 | Number_of_Delivery_pieces_by_Supporter | Textbox | Supporter | NO | Required if Supporter is involved |
| 33 | Number_of_Pieces_Picked_Up_by_Supporter | Textbox | Supporter | NO | Required if Supporter is involved |
| 34 | Total_Pieces_Supporter | Dynamic | Supporter | NO | Required if Supporter is involved |
| 35 | Any_Missed_Pick_Ups_by_Supporter | Dropdown | Supporter | NO | Required if Supporter is involved |
| 36 | Number_of_Missed_Pick_Ups_by Supporter | Textbox | Supporter | NO | Required if Supporter is involved |
Important notes:
Sorting hours for Winnipeg location must not be more than 8 hours.
Sorting hours can be added only in full digits or with .25, .5 and .75 decimals (Example: 3; 3.25; 3.5; 3.75).
- Once the details are added, click on the Create button to generate invoice.
Invoice Form - Create Button
- The generated invoice can be reviewed in the dashboard by clicking View Details button.
Invoice Form - Detail Button
Only the values entered by Owner Operator with delegated access will be visible. All calculations based on inputs will be visible only to the Owner Operator who delegated access and the other users of the “Invoice Management” workflow (Supervisor, Manager, Area Ops Manager and Payroll).
- Click the “Update” button to edit any data point in the invoice.
Update Button
- Once the details are edited, click on the Update button to save the updates.
Update Button
- Once invoice is ready, click on the Send button to send it to the Supervisor of the Owner Operator who delegated his access.
Send Button
- The Owner Operator can review the invoice flow by clicking the Show Timeline button.
Show Timeline Button
- Until the Supervisor accepts the invoice, Owner Operator can revoke the invoice and make updates if required. Click the Revoke button to revoke and update the invoice. Once invoice is updated, click Send button to submit the invoice to the Supervisor.
Revoke Button
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