Delivery Extras and Surcharges

Using Delivery Extras and Surcharges for Organisations

Hitrak's Delivery Extras feature enables charges for any services offered which are separate to freight, e.g., rubbish removal for bulky item deliveries.

The Surcharges feature facilitates additional fees to be added to customer consignments, e.g., Fuel Adjustment Factor.

This article provides a guide for Admin Portal users responsible for maintaining Administration settings, Organisation Setup and/or Pricing Setup in Hitrak.

In this article:

Creating and Editing Delivery Extras

Assigning Delivery Extras to an Organisation

Custom Extras pricing for Organisations

Surcharge Types

Editing Surcharges

Custom Surcharge Pricing for Organisations

Delivery Extras

Delivery Extras are created at a system level. These are usually configured as part of initial Hitrak system setup. 

Creating and Editing Delivery Extras

Extras can be added or edited in the Admin Portal at any time. 

To add a new Delivery Extra:

• Navigate to Administration>Delivery Extras.
• Click Create New.
• Add a Name and unique Code for the Delivery Extra.
• Optionally, add a Description. 

• Add a Note for Drivers and the Estimated time to Complete the service.

• If there should only be one of this Extra added to a single consignment, check the Limit to one per consignment box.
  

• Optionally, add the "Initial Rate" pricing. This is useful if there are standard rates applicable to customers who will use this Delivery Extra:
• • Enter a Base Rate to set the dollar amount charged for the first completed Extra on the consignment. 
  • Enter an Increment Rate to set the dollar amount charged per subsequent unit of the same Extra, where applicable. 
  • The Cost ($) field is completely optional and has no impact on the charges to a customer for the Extras, nor any of the reporting currently available in Hitrak. However, some users may still want to add this data in preparation for future operational costing support in the system. 
  • If any of the $ fields is not applicable, leave its value at 0.

• When all fields have been completed, click Create to save the new Extra.

 

To edit a Delivery Extra:

• Navigate to Administration>Delivery Extras.
• Select the Extra from the list to view its details and Rates.
• Click Edit to make changes to any field except the Code. As per Organisation Codes, Account Codes and Site Codes, a Delivery Extra Code cannot be changed.

• Rates in Hitrak cannot be backdated, therefore an existing Delivery Extra's Rate cannot be modified.  To edit an Extra's pricing: 
  • Click New Rate.
  • Enter values specific to the customer for the Base Rate, Increment Rate and Cost fields as required:

• • Select a Start Date for the Rate (must be tomorrow or later).
  • Click Create to confirm the new rate.

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Assigning Delivery Extras

When creating a new Organisation, the Extras available on a customer's consignments must be assigned.

To assign Delivery Extras:

• Navigate to the Organisation's Delivery Extras tab.
• Click Assign Delivery Extra.
• Select the Service Type to which the Extra applies.
• Choose from the list of configured Delivery Extras.

• Choose the Default Instruction for the Extra on the customer's consignments:

• • Included means it will be added to all consignments with that Service Type.
  • On Request means it will be available to add to any consignment with that Service Type, if requested by the Sender or Receiver. Drivers will be able to assign the Extra in the Driver App.  
  • Not Included means the Extra is not included for any consignments with that Service Type. 
  • Not Available means the Extra will not be available for Drivers to view or add to consignments with that Service Type.

• Click Save to confirm the settings. 

If the "Initial Rate" has already been set for the Delivery Extra at a system level, it will default to that rate for the customer. If a different rate should apply, custom pricing can be configured in their Organisation, as detailed in the next section.

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Custom Delivery Extra pricing

If there are price adjustments to be made to Extras at a customer level, many Hitrak users will do this as part of the Organisation's Pricing Setup. This can be done at any time, via the Organisation page.

To customise a Delivery Extra's pricing by customer:

• Navigate to the Organisation's Delivery Extras tab. 
• Click to select from the list of assigned Extras in the left section.
• Details of the Extra will be displayed on the right. Click Add New Rate.

• Enter the Base Rate, Increment Rate and Cost specific to this customer:
  • If any value should be the same as the system rates, enter the system rate.
  • If any of the fields is not applicable, leave its value as 0.

In this example, the Base Rate is higher than the default, the Increment Rate is the same as the default, and no Cost has been set. 

• Click Create to save the new custom Rate.

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Surcharges

Hitrak's Surcharges function enables the configuration of fees for adding to customer consignments. Your preferred Surcharges are configured during onboarding/system setup. This process is supported by the Hitrak team.

Depending on the purpose of a Surcharge, fees can be based on a per consignment dollar value, per unit, or as a percentage of the calculated freight price.

Surcharge Types

Currently, the following types of Surcharges are supported:  

Fuel Adjustment Factor

-> A proportion of freight pricing, as per industry standard.

-> FAF rates are configured and updated in Hitrak as Percentage Fees (%).

-> The defined percentage is applied to a consignment's calculated freight price at the time of Delivery. 

Hireage

-> Allows users to capture hireage details on consignments in Hitrak, enabling the tracking of quantities hired, owed and retrieved during consignment movements.

-> When Hireage is enabled, the number of items for hire are defined when a consignment is created. Drivers then confirm the total units exchanged when completing their collection and delivery tasks in the Driver App.

-> Hireage fees are unit-based charges, with a dollar value Base Fee applied for the first unit, and an Increment Fee applied for any subsequent units. 

-> Currently used by Hitrak customers for CHEP Pallet hire, but this Surcharge could be utilised for other hire items.  

Export 

-> Facilitates adding Export fees to consignments.

-> When Export is enabled, an E-Cert text field is available, for the user to record Export certificate details when a consignment is created or edited. 

-> Export fees use a dollar value Base Fee only.

We'd love to understand any other requirements your business may have for Surcharges. Please reach out to our team with any requests. 

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Editing Surcharges

Following initial setup, only a Surcharge's name and pricing can be modified. As per other Codes in Hitrak, a Surcharge code cannot be changed.

• Navigate to Administration>Surcharges.
• Select the Surcharge from the list to view its details and rates.

To update the name:

• Click Edit.
• Change the Surcharge Name. 
• Click Save Changes to confirm.

To update the rate:

• Click New Rate.
• Hireage and Export: Enter a Base Fee ($). The Base Fee is charged per consignment, and covers the first unit when there are multiple hire units.
   
• Hireage only: Enter an Increment Fee ($). This fee is charged per subsequent unit of the same Surcharge, where applicable. 
  
• FAF: Enter a Percentage Fee (%) to apply to the consignment's calculated freight price. 
  
• Choose a Start Date for the Rate (must be tomorrow or later).
• Click Create to save the new Rate.

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Custom Surcharge pricing

Similarly to Delivery Extras, Surcharges can be adjusted for a specific customer if required. 

For example, if a customer should be charged an additional $1 on the standard rate for each unit of CHEP Pallet Hire, this can be changed in the Organisation's Surcharges page. 

Using the Hireage surcharge as an example:

• On the Hireage line, click the ↓ arrow to the far right.
  
• Click Yes to confirm you want to apply an Organisation override to the Surcharge.
• Complete the Surcharge Base Fee and Increment Fee fields to reflect the higher rates.
• Choose a Start Date for the pricing (must be tomorrow or later).
  

• Click Create to save the custom Surcharge rate. The change will be visible in the Organisation Surcharge Overrides section.

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