AR Variance List

This article will show you how to utilize the AR Variance List

Overview

The AR Variance List is a dedicated page within the TMS where shipments can be placed for review before they are invoiced. This tool is especially useful for shipments that may have a negative margin, no margin, or simply require additional review due to pricing discrepancies or unusual circumstances. By moving shipments to the AR Variance List, users can ensure greater accuracy and accountability in their invoicing process.

To access the AR Variance List, navigate to the Accounting section in your TMS and click on Variance List. This page is structured very similar to the Create Invoices page. The main focus on this page is to review the shipments you’ve placed on the Variance List for further evaluation.

If you're unsure how to move shipments to the Variance List, be sure to check out the instructional article on Creating Invoices.

Page Layout

The Variance List page looks and functions similarly to the Create Invoices page. By default, it is set to show delivered shipments only.

Key Features

Activity Log

Use the Activity Log from the right-hand menu to review a shipment’s history and see who has worked on it. This tool is especially helpful when reviewing shipments on the Variance List, as it allows you to identify any changes or pricing updates. If anything is unclear, the log can also help you determine whether you need to reach out to a team member for further clarification.

Edit Pricing

To adjust the pricing before invoicing, click on the sale amount in the Sell column. This will open the Edit Pricing page, where you can update the shipment’s pricing details as needed. For additional guidance, refer to the Shipment Edit Pricing.

The Edit Pricing page allows you to modify Linehaul and Fuel charges, as well as add accessorials or other charge lines by clicking the blue + Add Charges button.

When you click the + Add Charges button, dropdown lists for Accessorials and Charge Lines will appear, allowing you to select the appropriate charge. You can then enter the corresponding Sell Amount and Quantity for each item.

✅ How to Remove a Shipment from the Variance List

1. Invoice the Shipment

This adds the shipment back into the invoicing workflow.

Steps:

1. Select the shipment using the checkbox to the left of the row.
2. Go to Bulk Operations and choose an Invoice Date (Pick up Date, Delivery Date, or Today’s Date).
3. Click Create Invoice.

💡 This will generate the invoice and move the shipment to the Invoice Delivery page, just like from the Create Invoices page.

Optional: You can also approve the bill during this step if needed.

Once the invoice is selected, it will display an "Updating" status as the invoice is generated. The shipment will then be automatically removed from the Variance list.

You can locate the finalized invoice by navigating to the Accounting tab and selecting Invoice Search.

2. Do Not Invoice

This permanently removes the shipment from the accounting process.

How to:

1. Select the shipment using the checkbox to the left of the row.
2. Click the “Do Not Invoice” option.

⚠️ Important: This action cannot be undone. Make sure this is your intended choice before confirming. Even after using this option, you can still find the shipment using the Universal Search or Shipment Search tools, but the shipment will no longer have any accounting records.