Table of Contents

  1. AR Conclusion
  2. AR Dashboard
  3. Collections Summary
  4. Create Invoices
  5. Credit Hold
  6. Introduction to AR

1. AR Conclusion

Accessing Support and Resources for Tai TMS Accounts Receivable

This section provides detailed information on how to access support and additional resources for the Tai TMS Accounts Receivable system. Users can utilize the Tai Knowledge Base, contact dedicated support teams, and reach out to onboarding specialists depending on their implementation stage.

Tai Knowledge Base

The Tai Knowledge Base is a searchable repository of articles and documentation designed to assist users with all aspects of the Tai TMS platform. It is continuously updated with new content and revisions to ensure accuracy and relevance.

  1. Access the Tai Knowledge Base through the Tai TMS portal or company website.
  2. Use the search bar to enter keywords related to your topic or issue.
  3. Review the available articles and select the one that best matches your inquiry.
  4. Follow the guidance provided in the article to resolve your question or perform the required task.

The Knowledge Base is the recommended first resource for troubleshooting, learning new features, and understanding system functionality.

Contacting the Tai Support Team

If additional assistance is required beyond the Knowledge Base, Tai provides dedicated support channels for both onboarding and active users.

  1. Determine your current stage of use:
    1. If you have not yet gone live with the Tai TMS, contact the Onboarding team.
    2. If your system is already live and operational, contact the Support team.
  2. For onboarding assistance:
    1. Send an email to onboarding@tai-software.com.
    2. Include your company name, contact information, and a brief description of your onboarding status or questions.
  3. For active system support:
    1. Submit a support request directly from within the Tai TMS platform.
    2. Alternatively, email support@tai-software.com with detailed information about your issue.
    3. You may also call 877-847-8680 during regular business hours for immediate assistance.

Best Practices for Support Requests

  1. Always provide clear and specific details about your issue, including any error messages or steps taken prior to the problem.
  2. Include screenshots or logs if applicable to help the support team diagnose the issue efficiently.
  3. Indicate the urgency level of your request to ensure appropriate prioritization.

Summary

The Tai TMS Accounts Receivable system is supported by multiple resources to ensure users have access to timely and accurate assistance. The Tai Knowledge Base offers self-service documentation, while the Onboarding and Support teams provide personalized help depending on your implementation stage.

2. AR Dashboard

AR Accounting Dashboard Overview

The AR Accounting Dashboard provides a comprehensive snapshot of your accounting environment within the Tai back office. It is accessible directly from the back office home page and displays key metrics related to accounts receivable, invoicing, and outstanding balances.

If the dashboard does not appear, verify that accounting access is enabled in your staff permissions. Without proper access, the dashboard will not be visible.

Dashboard Components

  1. Ready for Invoicing — Displays the number of shipments that have been delivered and are ready for invoicing. Selecting this section opens the Create Invoices page.
  2. AR Variance List — Shows the number of shipments with discrepancies that are preventing invoicing.
  3. Not Printed or Sent — Lists invoices that have been created but not yet sent to the customer. Creating an invoice and sending an invoice are two separate actions.
  4. AR Open Amount — Displays the total dollar amount currently owed by customers.

Dashboard Refresh and Data Updates

  1. Dashboard data updates regularly but not in real time.
  2. The timestamp in the lower right corner indicates when it was last refreshed.
  3. If recent changes are not immediately reflected, allow time for the next scheduled update.

Navigation and Shortcuts

  1. Each section on the dashboard functions as a shortcut to a related page:
    1. Ready for Invoicing opens the Create Invoices page
    2. AR Variance List opens the Variance management page
    3. Not Printed or Sent opens the Invoice dispatch page
    4. AR Open Amount opens the Accounts receivable summary page
  2. To return to the home page, click Back Office in the upper left corner.

Customizing the Dashboard Layout

  1. Scroll to the bottom of the back office home page.
  2. Click Edit Dashboard.
  3. Adjust the layout or visibility of dashboard components.
  4. Save changes to apply the new configuration.

3. Collections Summary

Collection Summary Page Overview

The Collection Summary page functions as both an aging report and a collections management tool. It provides a comprehensive view of customer account statuses, outstanding balances, and collection activities.

Accessing the Collection Summary Page

  1. Click the AR Open Amount link in the AR Accounting dashboard.
  2. Alternatively, navigate to the Accounting tab and select Collection Summary.

Understanding the Collection Summary Layout

  1. On the left side, a list of all customers is displayed.
  2. Each customer record includes:
    1. Credit Limit — Maximum credit amount assigned to the customer.
    2. Total Open Amount — Total outstanding balance across all invoices.
    3. Current Amount Due — Portion of the balance currently due.
    4. Past Due Amounts — Broken down by aging periods (0-30, 31-60 days, etc.).
    5. Disputed Total — Total amount currently under dispute.
    6. Disputed Percent — Percentage of total balance that is disputed.
    7. POD Attached Percentage — Percentage of invoices with Proof of Delivery attached.
  3. Any amount in blue is a hyperlink to the Invoice Search page for detailed review.

Collection Tools and Actions

  1. To record customer communication, open the Actions menu and select Activity Log.
    1. Choose an activity type.
    2. Enter a note or select a preset note.
    3. Click Save to record the activity.
    4. The Last Contact column updates automatically.
  2. Use the Received Payments shortcut to enter payments.
  3. Select View Statement to generate and send customer statements.
  4. Use the Customer Accounting Profile shortcut for detailed account information.

4. Create Invoices

Creating Invoices in the Tai TMS Accounting Workflow

The accounting workflow begins when a shipment is delivered. At that point, users can create invoices for completed shipments.

Accessing the Create Invoices Page

  1. Open the AR Accounting dashboard.
  2. Click the Ready for Invoicing link, or navigate to Accounting then Create Invoices.
  3. The page automatically displays all shipments ready for invoicing.
  4. The Delivered Only filter is preselected.
  5. Use filter options or click Show Advanced for additional criteria.

Understanding the Page Layout

  1. Results are organized by shipment ID, shipment type, POD required, and BOL required.
  2. A red triangle icon indicates a required document is missing. A check mark means it is attached.
  3. The system does not prevent invoice creation if documents are missing, but missing documents may cause payment delays.

Auto Validated Column

  1. A check mark means the shipment has a positive margin and pricing has not been modified.
  2. If missing, review the Margin column or Shipment Activity Log.

Editing Pricing Information

  1. Click the sell amount to open the Edit Pricing window.
  2. If the carrier bill is approved, the Buy column will be locked.
  3. Click outside the box to update totals, then Save.

Creating Invoices

  1. Select one or multiple shipments.
  2. Choose the invoice date.
  3. Optionally approve the carrier bill by selecting the Approve Bill checkbox.
  4. Click Create Invoices to generate.
  5. Shipments move to the Invoice Delivery page for further processing.

5. Credit Hold

Credit Hold Management

The Credit Hold page allows administrators to block a customer from booking new shipments. When applied, the customer can still access the system but cannot generate rates or book shipments.

Accessing the Credit Hold Page

  1. Go to the Accounting tab.
  2. Click Credit Hold.
  3. The page displays all current credit holds.

Adding a Credit Hold

  1. Click Add Credit Hold.
  2. Select the customer.
  3. Choose the scope: block all tariffs or selected tariffs only.
  4. Optionally set a future start date.
  5. Enter a note for context.
  6. Click the check mark icon to activate.

Removing a Credit Hold

  1. Locate the hold on the Credit Hold page.
  2. Click the trash can icon.
  3. Confirm deletion.

Functional Notes

  • Applying a credit hold blocks tariff visibility and shipment booking.
  • Customers under hold can still log in and access non-booking features.
  • Export the credit hold list to Excel for record-keeping and audit purposes.

6. Introduction to AR

Tai TMS Accounts Receivable Overview

The Tai TMS Accounts Receivable (AR) module provides a structured workflow for managing customer billing, invoice tracking, and payment processing.

Accounts Receivable Workflow

  1. Access the Accounting tab from the Tai TMS back office home page.
  2. Select the Accounts Receivable section.
  3. Review the workflow stages:
    1. Billing Preparation — Review shipment details and confirm charges.
    2. Invoice Generation — Create and issue invoices to customers.
    3. Payment Tracking — Monitor outstanding invoices and record payments.
    4. Payment History — View completed transactions.
  4. Process shipments through the AR workflow. Shipments automatically transition between stages.
  5. The system supports both manual and automated processing.

System Flexibility and Customization

The AR module is designed for adaptability across different business models. Users can customize workflows, reporting formats, and automation settings to align with internal accounting policies.

7. Invoice Delivery

Invoice Delivery Process in TAI Accounting System

Accessing the Invoice Delivery Page

  1. Open the AR Accounting dashboard.
  2. Click the Not Printed or Sent link.
  3. Alternatively, go to Accounting then Invoice Delivery.

Understanding Key Columns

  1. POD Required — Whether a Proof of Delivery is required before invoicing.
  2. BOL Required — Whether a Bill of Lading is required.
  3. Delivery Method — How the payer prefers to receive invoices (email or download).

Sending Invoices

  1. Filter the page to show invoices you want to send.
  2. Select invoices individually or use the top checkbox for bulk selection.
  3. Optionally check Update Invoice Date to use the current date.
  4. Click Email to send. The system groups multiple invoices per customer into a single email with one PDF.

Downloading Invoices

  1. Click Download to save selected invoices as a single PDF.
  2. Once sent or downloaded, invoices are removed from the Invoice Delivery page.

Invoice Search and Management

Accessing the Invoice Search Page

  1. Go to Accounting then Invoice Search.
  2. The page does not automatically display results. A search must be performed.

Running an Invoice Search

  1. Use filters at the top to define search criteria.
  2. Search by pay status, shipment ID, or invoice number.
  3. Click Search to display results.

Viewing and Managing Invoices

  1. Click View Invoice to open the invoice document.
  2. Additional options: View Activity Log, Send Message, Send Collection Notice, Dispute Invoice.

Modifying an Invoice

  1. Click Modify Invoice to edit.
  2. The system appends R1 to the invoice number to indicate a revision.
  3. Update Invoice Date, Due Date, Charge Line Type, and Amount as needed.
  4. Leave Recalculate Commissions checked to auto-recalculate, or uncheck to skip.
  5. Click Update Invoice to save.

9. Payment History

Payment History Page

Accessing the Payment History Page

  1. Go to Accounting then Payment History.
  2. The page automatically displays payments received within the last 30 days.

Using Search Filters

  • Customer — View payments from a specific customer.
  • Payment Type — Filter by payment method (check, electronic transfer).
  • Check Number — Locate a specific payment by reference.
  • Date Range — Select a specific period or No Date Range for all payments.

Understanding Payment History Columns

  • From — Customer who made the payment.
  • Check Date — Date the payment was issued.
  • Check Number — Reference number.
  • Deposit Reference — Deposit identifier.
  • Payment Type — Method used for payment.
  • Processing Status — Current status.
  • Amount — Total received. Click to open Payment Details.
  • Number of Invoices — How many invoices the payment was applied to.
  • Alerts — Open balance or payment-related alerts.

Exporting Payment Data

Click Export to Excel to download all displayed records for reporting purposes.

10. Receive Payments

Received Payments Page

Accessing the Received Payments Page

  1. Go to Accounting then Receive Payments.

Entering a Customer Payment

  1. Select the customer who sent the payment.
  2. Choose a payment type.
  3. If the customer specifies which shipments to apply to:
    1. Check off the corresponding shipments.
    2. Click Apply Total Selected.
    3. Click Register Payment.
  4. If the customer does not specify:
    1. Enter the check/reference number and amount.
    2. Check off shipments as the system counts down remaining funds.
    3. Click Register Payment.

After registering: fully paid shipments are removed, partially paid shipments update with new Paid and Balanced values.

Using Bulk Payment Upload

  1. Enter the check/reference number.
  2. Click Upload and download the template.
  3. Fill in all required fields and save.
  4. Click Choose File, select your spreadsheet, and click Process.
  5. Review the Bulk Payment Summary, click Records Found to verify.
  6. Click Apply, then Register Payment to finalize.

11. Variance List

AR Variance List Overview

The AR Variance List manages shipments requiring additional review before invoicing, including those with negative or no margins.

Accessing the AR Variance List

  1. Go to the AR Accounting dashboard then AR Variance List link.
  2. Or open Accounting then Variance List.

Reviewing Shipments

  1. Locate the shipment to review.
  2. Use the Activity Log to view complete shipment history.
  3. Click the sell amount to modify pricing if needed.

Removing Shipments from the Variance List

Option 1: Invoice Shipments

  1. Select the shipments to invoice.
  2. Go to Bulk Operations.
  3. Choose the invoice date and click Create Invoices.
  4. Shipments move to the Invoice Delivery page.

Option 2: Do Not Invoice

  1. Select the shipments you do not wish to invoice.
  2. Click Do Not Invoice.
  3. This action is permanent and cannot be reversed.
  4. Shipments can still be found via Universal Search or Shipment Search.

Key Notes

  • The Variance List is for shipments requiring manual review before invoicing.
  • Pricing edits and history review are done directly within the Variance List.
  • Once removed (invoiced or not invoiced), shipments leave the active accounting workflow.