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Preferred Payment Method by Carrier

Business Objective

  • Centralize carrier-specific AP preferences on the broker carrier profile so approvers and payers see the right context the moment they interact with a bill.
  • Reduce payment errors and rework by surfacing each carrier’s preferred payment type, payment frequency, and credit card policy directly on the Approve Bills and Pay Bills pages.
  • Enable downstream automation (Quick Pay indicators, credit card surcharges, payment batching) to work from a single source of truth instead of inferring preferences from past payments.
  • Strengthen carrier relationships by paying on the schedule and through the method each carrier has agreed to.

User Guide

Where preferences are set

Open the broker carrier profile (Carriers > select a carrier) and edit the AP-related fields:

  • Preferred Payment Type. The carrier’s preferred method. Supported values: Cash, Check, Credit Card, ACH, EFS, HaulPay, and Other.
  • Payment Frequency. How often this carrier expects to be paid. Supported values: Not Set, Weekly, and Monthly.
  • Net Terms. Number of days from bill date to due date.
  • Credit Limit. Upper bound on outstanding AP to this carrier.
  • Accept Credit Cards. Yes/no flag that controls whether credit card is a valid payment method for this carrier.
  • Credit Card Processing Fee %. Surcharge percentage applied when paying this carrier by credit card.
  • Factoring Company and Use Factor Automation. Used when the carrier has assigned their receivables to a factor.

Where preferences appear to approvers and payers

These fields are displayed as read-only context (“AP Data From Carrier Profile”) on:

  • The Approve Bills page while reviewing a bill for this carrier.
  • The Pay Bills page while registering a payment.

The fields shown in context include: Vendor Address, Net Terms, Credit Limit, Payment Method, Accepts Credit Cards, Payment Frequency, and Last Payment Date. Reviewers can consult these without leaving the AP workflow.

How preferences affect related workflows

  • The Quick Pay indicator throughout AP pages is driven by the carrier profile flag, not by an individual bill.
  • Credit Card Processing Fee % is used when registering credit card payments, and appears as a separate Payment Detail on the resulting bill payment.
  • Factoring Company and Use Factor Automation interact with the Factoring Management page; when Use Factor Automation is off the Factoring Management page will warn that only the customer’s data will flow to the factor.

Technical Information

  • Preferred payment fields live on the broker carrier record. Changes take effect immediately across all AP screens that display AP profile context.
  • The Approve Bills and Pay Bills pages read a lightweight “preferred payment by carrier” payload that includes Accept Credit Card, Credit Card Processing Fee %, Payment Frequency, and Preferred Payment Type. This payload is fetched per carrier as part of loading the open bill list.
  • Payment Frequency supports Not Set, Weekly, and Monthly; additional cadences are not currently supported.
  • Payment Type values are Cash, Check, Credit Card, ACH, Other, EFS, and HaulPay. EFS and HaulPay selections work in conjunction with their respective integrations (EFS Money Codes and HaulPay wallet).

Troubleshooting checklist when preferences do not behave as expected:

  • Confirm the changes were saved on the correct broker carrier profile (carriers can appear multiple times across organizations).
  • If the Credit Card Processing Fee is not being applied, confirm Accept Credit Cards is enabled and the payment was registered with Credit Card as the type.
  • If Quick Pay is not shown on a bill, confirm the flag on the carrier profile and that the shipment’s carrier on the transit leg matches the carrier with the Quick Pay setting.
  • If a Preferred Payment Type is EFS or HaulPay but payment still requires a check, confirm the corresponding integration is configured and the carrier has a valid wallet/account on the integration side.
  • If Payment Frequency does not filter bills as expected on payer screens, confirm it has been set to a value other than Not Set.