How to Set Up Ad Hoc Charges for Work Orders in 3PL Billing

Ad-hoc charges feature on a work order's detail page allows you to add charges for the work completed on a work order to a 3PL Client in the 3PL Billing tool. This guide will walk you through the process of adding these charges directly from the Work Orders page in ShipHero, along with important limitations and considerations.

Things to Consider

• Permission Requirements: Only ShipHero users with "Billing" or "Admin" permissions can add ad-hoc charges.
• Active Work Orders Only: Ad-hoc charges can only be added to work orders that are in an "Open" or "In Progress" status in ShipHero.
• Completed Work Orders: Once a work order is marked "Complete" or "Done", the system prevents adding new charges. To add ad-hoc charges to a work order with a Done or Completed status, you need to click Re-open the work order, add the new charge, and then re-close it.
• Invoice Generation: Ad-hoc charges from the work orders page are added to the Client's 3PL Billing portal after the work order status is updated to "Done" or "Complete", and will be included the next invoice that is generated.

• Editing and deleting ad-hoc charges: Ad-hoc charges added via the work order page do not have an active sync after being sent to the 3PL billing portal. Edits or deletions made to an ad-hoc charge after re-opening a work order do not update the ad hoc charge in the 3PL billing portal and vice versa.

  If adjustments need to be made to an existing ad-hoc charge, you must complete the edit on both platforms: the work order page and the customer's current ad-hoc charges section of their 3PL billing page.

Additional Resources: Please take a look at the Special Project Billing for more details on how to accurately track the labor costs for work orders.

Adding an Ad-Hoc Charge on the Work Order page

Using the Ad-hoc charges section on the work order's details page allows your accounting team and 3PL customers to cross reference completed work easily. 

1. Open the work order's details page and click the "Add new charge" button in the Ad-hoc charges section.
2. Fill in the required information:
   • Select the Unit: Per hour, Per unit, or Per order 
   • Description of the charge (optional)
   • Quantity of the units to be charged
   • Rate to charge for each unit
3. Review the information for accuracy.
4. The information entered per charge is automatically saved on the work order and a note is added to the work order's timeline for each edit made.
5. If you need to add multiple ad-hoc charges to the same work order you can do so by selecting the Add new charge button and repeat the steps as needed.
6. Once all the charges have been added update the work order status to Complete by using the Mark as done button.

How Work Order Ad-hoc Charges Appear in 3PL Billing

When an ad-hoc charge is added via the work order page the system automatically categorizes the charge in the 3PL Billing page as an Add-hoc charge and provides the specific details entered. 

To review the Ad-hoc charges added to your customer's account:

1. Go to the 3PL Billing portal and open your Customer's billing page by selecting their name. If you have multiple warehouses, be sure to open the corresponding customer page for the warehouse the work order was completed in. 

2. The Ad-hoc charge will show in the Current Ad-hoc charges section and display the charge details, including: 

   Column Name	Definition
   Charge	Work order ID
   Date	When the work order status was updated to Done or Complete
   Unit	Type of unit being charged
   Qty	Number of units charged
   Unit rate	Cost per unit charged
   Total	Total cost of the ad-hoc charge: Quantity x Unit rate

3. The ad-hoc charges will be added to the next bill that is generated for the customer.

Troubleshooting Common ShipHero Issues

• Charge Not Saving: Verify you have the correct permissions in ShipHero and that the work order is in an eligible status.
• Charge Not Appearing on Invoice: Ensure the charge was added before the bill was generated.