BATS Configuration and Workflow for "Full Pay Orders"

BATS Configuration and Workflow for "Full Pay Orders"

Because of BATS' built in power and flexibility you can set up your system to suit your business model and operational workflows and not have to fit your business into a small box like you do with other software solutions.

Most brokers only send the "total tariff" information in their marketing/sales emails, so it is natural to display that same information to the customer on the contract that you are asking them to sign.  In BATS this feature is referred to as "Show Full Pay On SPORT".  SPORT is the Shipper PORTal where your shippers (customers) can electronically sign the contract, speeding up the booking process and eliminating the need for the time consuming process of merging information into third party electronic document signing solutions such as Right Signature or eSign.  SPORT also securely collects customer's credit card information and stores it in your merchant provider's secure vault so there is no need to collect sensitive credit card information in writing or over the phone.  SPORT is a feature that is included in your BATS subscription.  

To set up your system for "Show Full Pay On SPORT" follow these steps:

1. In BATS click on Setup - System Settings, then scroll down to "SPORT" section
2. Click on "Show Full Pay On SPORT" to enable this feature

 

3. As can be seen on the above screenshot, four new fields will become visible after enabling that feature.  You have to tell BATS what information to use in this workflow:
  • SPORT Full Pay Terms: This option tells SPORT what terms to display to the customer on the contract when "Show Full Pay On SPORT" is enabled.  This is what it will look like on SPORT:

  • Default Carrier Pay Terms, Default Carrier Pay Time, and Default Carrier Pay Time Start: Because you are enabling "Full Pay" arrangement with the customer, meaning that the broker will collect full pay and will distribute the Carrier Pay to the carrier, you have to tell BATS how to set up the payment terms to the carrier after the customer signs the contract.  This information is not visible to the customer, but it is used when you post the order on a load board to inform the carrier of the payment terms.  This is what the Order screen will look like after customer signs the contract on SPORT:

You can see that the payment terms on the Order will show "Complex Payment Terms" that match the terms that are configured in "Show Full Pay On SPORT" section of System Settings.  This is done so that the payment terms that the customer has signed on the contract match the payment terms that the broker is presenting to the carrier.  

That is pretty awesome, but, you may be wondering, now what?  At this point you have a few options depending on your internal business policies:
  • Process the Order to completion as "Full Pay"
  • Change Complex Payment Terms on the order to match the arrangement that you will have made with the carrier, then ask the customer to sign the Change Order, showing their acceptance of the new terms
  • Revert back to basic payment terms and ask the customer to sign the Change Order accepting those payment terms

Please note the following 
  • If your customer is signing the contract while the opportunity in in Quote status and "Show Full Pay On SPORT" is enabled, then the customer will see "Full Pay" option on their contract.
  • If "Show Full Pay On SPORT" is disabled, then your customers will see the default payment terms that are configured in "Quotes" section of System Settings
  • "Show Full Pay On SPORT" feature is enforced only while the opportunity is in Quote status.  Once the opportunity is converted to Order then SPORT will display the actual terms that are set up on the Order, ignoring "Show Full Pay On SPORT" setting.  If you have converted the Quote to Order manually, and then you want the customer to sign the contract with "Full Pay" terms, you must configure "Complex Payment Terms" as shown in the screenshot above.
  • Contract will always show the information that was presented to the customer at the time that they have signed the contract.  If you need to change the terms of the contract, please use the Change Order feature.

v.1.4.09.14.18.1