tms guide: charges and demurrage -...

TMS Guide: Charges and Demurrage

Copyright

Copyright © 2011 Railcar Management Inc. All Rights Reserved. Reproduction in any form prohibited, without express permission.

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Copying and disclosure prohibited without express written permission from RMI.

RMI3475 Piedmont Rd NE, Suite 250Atlanta, Georgia 30305 USAPhone: 404.355.6734Fax: 404.352.8814Internet address: www.rmiondemand.com

Warning

All information in this document, as well as the software to which it pertains, is proprietary material of RMI, and is subject to an RMI license and non-disclosure agreement. Neither the software nor the documentation may be reproduced in any manner without the prior written permission of RMI.

Specifications are subject to change without notice.

About This Manual

The TMS Guide: Charges and Demurrage is an instructional document designed to be used as a reference while using RailConnect, TMS, RMS, ShipperConnect Rail Carrier Interface, and Cash Application applications, products of RMI.

This version of the TMS Guide includes changes made to the system for TMS Release 18.3.

Trademarks

RailConnect, TMS, RMS, ShipperConnect Rail Carrier Interface, and Cash Application are registered trademarks of RMI.

TMS Guide: Charges and Demurrage

Table of ContentsSwitching/Other Charges

Setting Up TMS to Generate Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Basic Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Naming Charge Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Creating Service Type Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Adding or Modifying Charge Codes in the Charge Master File . . . . . . . . . . . . . . . . . 9Entering Charge Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Creating and Applying Child Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Entering a Charge in the Child Charge Surcharge Table . . . . . . . . . . . . . . . . . . . 14Creating a Child Charge Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Attaching the Child Charge to the Parent Charge . . . . . . . . . . . . . . . . . . . . . . . . 17

Adding Charge Codes to an RWC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Generating Switching and Other Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Basic Procedures: How TMS Generates Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Inbound Interchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Outbound Interchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Online Moves . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Cars on a Track . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Reviewing and Modifying Charge Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Reviewing Charges in the Incidental Billing File . . . . . . . . . . . . . . . . . . . . . . . . . . 24Reviewing Charges by Track . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Reviewing Charges by Consist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Finding and Correcting Missed Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Modifying and Recalculating Current Charges in Mass . . . . . . . . . . . . . . . . . . . . . . . 31Invoicing Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Reprinting Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Extracting Charge Files for Download . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Running the Detailed Settlement Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Non-Transportation Charges Setting up TMS to Generate Non-Transportation Charges . . . . . . . . . . . . . . . . . 42Basic Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Creating Non-Transportation Service Type Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Entering Charge Codes in the Non-Transportation Master . . . . . . . . . . . . . . . . . . . . 44

Example of a Recurring Master Charge Record . . . . . . . . . . . . . . . . . . . . . . . . . . 48Example of an On-Demand Master Charge Record . . . . . . . . . . . . . . . . . . . . . . 49

Generating Non-Transportation Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Creating Recurring Non-Transportation Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Creating Individual Non-Transportation Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Reviewing and Modifying Non-Transportation Charges . . . . . . . . . . . . . . . . . . . . . . . 53

Revised 8/11 TMS Guide: Charges and Demurrage 3

Invoicing Non-Transportation Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Invoicing a Single Non-Transportation Charge . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Reprinting Non-Transportation Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Running the Non-Transportation Charge Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Demurrage and StorageSetting Up TMS to Generate Demurrage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Basic Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Adding or Modifying Codes in the Demurrage/Storage Master File . . . . . . . . . . . . . . 63

Demurrage Code Setups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Example of a Straight Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Example of a Storage Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Example of a Simplified Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Example of a Special Agreement — Straight . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Example of a Special Agreement — Average . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

How TMS Assigns a Demurrage Code to a Move . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Setting Up Default Demurrage in Railroad Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Customizing Codes for a Customer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Setting Up Demurrage in an RWC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77Adding or Modifying Demurrage Pool Car Exceptions . . . . . . . . . . . . . . . . . . . . . . . . 78Defining Demurrage Holidays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Flagging Private Cars as Railroad Cars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Creating a Demurrage or Storage Blocking Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Running Demurrage Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Daily Procedures for Demurrage Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Printing a Trial Demurrage/Storage Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Generating Current Demurrage/Storage Charges (Extract) . . . . . . . . . . . . . . . . . . . . 88Modifying Current Demurrage/Storage Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90Reviewing Demurrage Summary Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Reviewing Demurrage/Storage History Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Invoicing Demurrage/Storage Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Reprinting Demurrage/Storage Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Reversing Invoiced Demurrage/Storage Charges from History . . . . . . . . . . . . . . . . . 99Reversing Invoiced Demurrage/Storage Charges with Version Numbering . . . . . . . 101

Field DefinitionsSwitching/Other/Non-Transportation Charge and Master File Fields . . . . . . . . . . . . . 104Switching/Other/Non-Transportation Invoice Printing Fields . . . . . . . . . . . . . . . . . . . 110Demurrage Charge and Master File Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114Demurrage Charge Worksheet and Invoice Printing Fields . . . . . . . . . . . . . . . . . . . . 118

4 TMS Guide: Charges and Demurrage Revised 8/11

Switching/Other Charges Setting Up TMS to Generate Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Basic Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Naming Charge Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Creating Service Type Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Adding or Modifying Charge Codes in the Charge Master File. . . . . . . . . . . .9 Entering Charge Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 Creating and Applying Child Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14 Adding Charge Codes to an RWC. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Generating Switching and Other Charges . . . . . . . . . . . . . . . . . . . . . . . .22 Basic Procedures: How TMS Generates Charges . . . . . . . . . . . . . . . . . . . .22 Reviewing and Modifying Charge Records . . . . . . . . . . . . . . . . . . . . . . . . . .24

Reviewing Charges in the Incidental Billing File. . . . . . . . . . . . . . . . . .24 Reviewing Charges by Track . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27 Reviewing Charges by Consist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Finding and Correcting Missed Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . .29 Modifying and Recalculating Current Charges in Mass . . . . . . . . . . . . . . . .31 Invoicing Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

Reprinting Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36 Extracting Charge Files for Download . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37 Running the Detailed Settlement Report . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

The TMS switching and other charges functions are used primarily to settle freight that moves in switching or junction settlement service. You can also use the incidental billing functions to generate charges for almost any online or interchange car movement or to keep track of items payable to other parties.


Switching/Other ChargesBasic Procedures

Setting Up TMS to Generate Charges

To use the TMS switching/other charges billing functions successfully, you must properly establish the types of billing you will produce in the Service Type, Switching/Other Charge, and RWC masters.

Basic Procedures

1. Carefully plan your charge coding scheme. Before you enter charge codes in TMS, you should first carefully plan how you will set up these codes. Consult your sales/marketing or rating/pricing group before setting up these codes. See “Naming Charge Codes” on page 7 for suggestions.

2. Create service type codes to represent the various billing types on your operation. Service type codes control the way records are grouped and printed.

3. Set up your charges in the Switching/Other Charge master file as described in “Adding or Modifying Charge Codes in the Charge Master File” on page 9.

4. Set up the TMS blocking tables to assign charges:

• You can use the blocking tables to assign charges directly to a car. The Automatic Charges blocking table applies charges based first on qualifying movements, then on waybill selection criteria that you specify.

• You can also apply charge codes via RWCs for billing to be automatically generated at interchange or upon placement/release of the car. The Inbound EDI blocking table allows you to assign RWCs and their associated charge codes automatically to inbound traffic or bills of lading received from customers via EDI.

5. Establish regular routines to monitor car movements to ensure that you have adequately protected your revenue. TMS provides several options that allow you to determine if each car you handled on the railroad had associated ISS or switching charges applied:

• Supertrip has a Non-Revenue Report that you can use to check for cars missing either switching, miscellaneous, or ISS revenue.

• Switching operations can use the Missing Charges Work Queue to review on screen each car handled that does not have associated revenue.

• You can review the cars and associated revenue for any track or interchange within TMS.

• You can automatically assign RWCs and their associated charge codes to inbound traffic or bills of lading received from customers via EDI.

• If your railroad handles no interline traffic (ISS), you can use the settings in your railroad profile to force users to enter RWCs for all inbound and outbound traffic. This ensures that you apply revenue to movements at interchange.


Switching/Other ChargesNaming Charge Codes

Naming Charge Codes

If you have only a few switching or junction settlement rates, you can usually manage with a very simple set of charge codes. Larger switching terminals handling traffic under multiple rates will have a more complex set of charge codes.

Before you begin setting up your charge codes, you should have a good understanding of how your railroad will be using TMS to generate charges. You should refer to a copy of your tariffs and contracts as a reference.

Example 1

You handle cars in switching service with only one Class I railroad and receive the same per-car switching fee for all loaded cars handled. Only two charge codes are required:

Example 2

You have switching or junction settlement agreements with multiple carriers at multiple interchanges; your codes might look like this:

Example 3

Railroads with a wide variety of traffic moving under a more complex set of charges will have more complex codes. The tariff or contract number can be incorporated as part of the charge code. This relates the code to a document easily referenced by personnel involved in rating moves:

Code Description

NSINBOUND Inbound switch against NS.

NSOUTBOUND Outbound switch against NS.

Code Description

IN-NS-STL Inbound switch against NS in St. Louis.

IN-CSXT-GRAIN Inbound switch against CSXT for handling grain.

Code Description

OTAR5411 Originating switch move referencing tariff item 5411.

OSW310CSXT Originating switch move referencing tariff item 310 against CSXT.

TSU1023VULC Terminating surcharge, with contract number and shipper initial (Vulcan Materials).

GKPLANT 49 Plant switching against the customer Georgia Kraft for hazardous materials.


Switching/Other ChargesCreating Service Type Codes

Creating Service Type Codes

You must establish a set of service type codes to categorize the various kinds of switching or other charges you process. These service type codes will be used when you create a charge record in the Charge master file.

To add a switching or other charge service type code:

1. Go to the Edit Type of Service Codes window. (Figure 1)TMS Main Menu 23 Switching/Other Charges 2 Service TypesFast Path = MSERV

2. Select Go to “Add” Mode. The Edit Type of Service Codes window switches to ADD mode.

3. Enter a service type code and description for each charge. Select a valid Service Group Cd that best describes the type of charge.

4. Select OK to create the new code(s), then Exit to return to the menu.

Figure 1


Switching/Other ChargesAdding or Modifying Charge Codes in the Charge Master File

Adding or Modifying Charge Codes in the Charge Master File

The charge codes in the Switching/Other Charges master file tell TMS who to bill and how much to bill for the services indicated. This file includes charges for switching settlements, junction settlements, or any type of billing other than those involved in interline settlements.

To add or modify a charge code:

1. Go to the Show Incidental Charge Master window. TMS Main Menu 23 Switching/Other Charges 1 Charge MasterFast Path = MCHA

2. Select Add to create a new code or type 1 next to an existing code to modify.

TMS TIPS: If the charge code you are adding is similar to an existing code (for example, when you are changing rates on an established charge), you can make a new charge by copying the existing record. Enter C next to the existing charge and select OK. TMS creates a copy of the existing record and you can then modify the new charge code with any necessary changes.

TMS TROUBLESHOOTING: Use caution if you specify expiration dates for your charge codes. If you are generating charges automatically, TMS will not generate the charge if the applicable charge code has expired.

Figure 2



3. Enter the appropriate values in the fields on the Edit Incidental Charge Master window. (Figure 2)

4. Click OK to save the information. Your charge code is complete.

Field Definitions

Charge Code Unique code to describe and identify the charge. Before you enter any charge codes in TMS, you should first carefully plan out the scheme you will use to set up these codes. See “Naming Charge Codes” on page 7 for more information.

Effective Date Date the charge code goes into effect. Charges cannot be billed before they are effective or after they have expired.

Billing Road Road generating the charges to be invoiced.

Billing Station Station where the charge was incurred. For switching or junction settlement moves, this is usually the interchange station.

You will normally leave this field blank because TMS generates the charge based on the car’s actual location in inventory. However, you can use this field as an over-ride to force in a station. If a value is entered in this field, TMS verifies the station against the Station Master.

Expire Date Date the charge is no longer valid. Charges cannot be billed before they are effective or after they have expired.

TMS TIPS: You should not delete most expired charges. You can use these charges as an historical reference for past rates.

Reference Free-form explanation of the type of billing performed.

Service Code Code that identifies the type of service for which the charge is generated. The code you enter must be set up in the Service Types master file.

Road Road to bill for switching or junction settlement moves.

Customer Customer to be billed for the charge. The customer code must be set up in the Customer Master.

Settlement Type

Type of traffic associated with the charge: Received (R), Forwarded (F), or Bridge (B).



Charge Adjustment Code

Code representing adjustments to charges. These adjustments are used primarily to add taxes that might apply to a charge. TMS verifies the code against the Charge Adjustment Code Master.

The associated percentage is a display only field and is populated automatically when you enter a valid code.

TMS TIPS: When you print an invoice for a charge, any charge adjustment will automatically be included in the charge amount.

Quantity For switching charges, this field shows the number of cars on multi-car waybills to which charge is applied.

Currency Type Code that indicates the currency in which the charge was billed: Canadian dollars (CND), Mexican pesos (MXP), or US dollars (USD).

Rate Dollar amount or rate to bill. The rate is used in conjunction with a Rate Code.

Rate Code Criteria for calculating the charge.

If you enter a Per Car rate code (PC), TMS will generate the dollar amount shown in the Rate field for each car billed with that code. You will not need to use the Minimum Amount field.

If you use rate codes Per Gross Ton (GT), Per Hundred Weight (PH), or Per Net Ton (PT) TMS will multiply the rate against the weight listed on the waybill. If you use these values, RMI highly recommends using the Minimum Amount field in the event waybills are received from your connecting carriers without weights.

Other options include Per Hitch (PI) and Per Trailer (PT).

Minimum Amount

Minimum dollar amount to bill if the rate is other than a per car rate. (The amount you enter in this field is billed if the charge TMS calculates is less than this amount.) If a minimum amount was not used when TMS generated this charge, the word “NO” appears in this field.

For example, if the junction settlement is based on $2.00 PT (per net ton) and a car carried 90 tons, the calculated amount is $180. However, if you enter $200 in the minimum amount field, the junction settlement is billed at $200.



Sales Tax Code

Type of sales tax applicable to the charge. Enter S for state sales tax or I for intra-state sales tax.

Price Authority: Type

Code that indicates whether the pricing basis for the charge comes from a contract (CT), tariff (TS), or price quote (PR). When you choose the option to print switch charges, you can choose to also print this information.

Price Authority: Number

Contract/price quote tariff number associated with this charge.

Price Authority: Agency

Regulatory agency that governs the contract.

Price Authority: Item Number

Number assigned in the tariff to the rate or group of rates applying to the shipment.

Include in Supertrip

Selecting this field will include the charge in Supertrip records.

In most cases, you should select this field. In some cases, however, you may be using TMS to generate a charge that you do not want reflected in the Supertrip traffic reports. For example, if the charge is a trackage rights fee you pay other railroads for the use of the track required to move the freight, you might not want this fee reflected as part of you supertrip traffic report, so you would leave this field blank.

Absorbed or Unabsorbed

Code that indicates whether the charge is absorbed (A) or unabsorbed (U) into the freight charges.

Suppress Zero Charges

Selecting this field prevents TMS from creating a charge with zero dollar amounts. This field is usually needed only on weight-based rates for which the car has no associated weight.

Suppress Extract to Cash

Selecting this field prevents TMS from extracting this charge to Cash.

GL Number Account number to be used if you are interfacing your charge records with an accounting system.

Cost Center Internal cost center assigned to the charge.


Switching/Other ChargesEntering Charge Adjustments

Entering Charge Adjustments

Charge adjustments are used primarily to add taxes that might apply to a charge. You can set up adjustments on any charges in TMS.

To enter charge adjustments:

1. Go to the Display Charge Adjustments window. TMS Main Menu 23 Switching/Other Charges 3 Charge AdjustmentsFast Path = CHGAD

2. Select Add to create a new adjustment.

3. On the Edit Charge Adjustments window (Figure 3), enter the Charge Code representing the type of charge adjustment and the Effective Date that the adjustment becomes active.

4. Select OK to accept the charge adjustment. The Edit Charge Adjustments window reappears in CHANGE mode.

5. Type in a free-form description of the charge adjustment and the percent to charge for the adjustment.

6. Select OK to save and complete the record. The Display Charge Adjustment window reappears with your new charge adjustment listed.

Figure 3


Switching/Other ChargesCreating and Applying Child Charges

Creating and Applying Child Charges

You can generate surcharges that are attached to another charge using the child charge function in TMS. In these cases, the primary charge is known as the “parent” charge and the surcharge is known as the “child” charge. Often, the child charge is based on a percentage of the parent charge. The most common examples of these percentage-based charges are fuel surcharges and the UP TRAIN II reporting bonus.

Creating child charges involves three steps:

• “Entering a Charge in the Child Charge Surcharge Table” on page 14.

• “Creating a Child Charge Template” on page 15.

• “Attaching the Child Charge to the Parent Charge” on page 17.

Entering a Charge in the Child Charge Surcharge Table

Any child charge that changes on a regular basis should be handled via the surcharge table. This allows you to quickly add the new rate updates in a simple format, without having to change the charge setup. You will use the table when you create the child charge template.

To enter a charge in the surcharge table:

1. Go to the Display Surcharge Table window. TMS Main Menu 23 Switching/Other Charges 6 Child Charge Surcharge TableFast Path = CHST

2. Select Add to create a new surcharge rate.

Figure 4



3. On the Edit Surcharge Table window (Figure 4), enter the following:

TMS TIPS: You can create multiple rates for the same road, but with different IDs. This allows you to manage different charges with concurrent effective periods.

4. Select OK to save and then confirm. The Display Surcharge Table window reappears with your new rate listed.

Creating a Child Charge Template

You must create a template for each child charge. The template includes basic information about the charge and is attached to the parent charge record. If this is a charge that never, or rarely, changes, you can enter the rates manually into the template. However, if the rates for the charge change often, you should use the child charge surcharge table to enter the charge rates, and then set up the template to read those charges automatically.

To create a child charge template:

1. Go to the Child Charge Template window. TMS Main Menu 23 Switching/Other Charges 5 Child Charge TemplateFast Path = CHAT

Road Road for which the rate applies.

ID Unique code to describe and identify the rate.

Code Code that indicates how the rate is calculated: Per Car (PC), Per Mile (PM), or Percentage (PW) of the parent charge.

Effective Date Date the rate goes into effect. Surcharge rates do not have expiration dates. The rate will remain in effect in the table until a new rate with the same Road/ID combination is entered in the table and takes effect.

Rate Dollar amount or rate to bill.



2. Select Add to create a new template.

3. On the Edit Child Charge Template window (Figure 5), enter the following:

Figure 5

Child Charge Template

Descriptive name for the child charge.

Special Charge Code

Type of charge. Common types include energy surcharge (ENS), customs (CUS), or switching (SWC) charges.

Reference Free-form internal reference code.

Surcharge Table

Road/ID combination from the surcharge table. If you enter a value in this field and leave the rate information blank, TMS will search the surcharge table for the latest rate value each time the template is used. You can enter a question mark (?) in this field to search for valid template values.

Surcharge Table Rate Code

Code that indicates how the rate is calculated: Per Car (PC), Per Mile (PM), or Percentage (PW) of the parent charge. This value is populated automatically when you enter a Surcharge Table value.

Rate Dollar amount or rate to bill. Leave this field blank if you are using the surcharge table.

Rate Code Code that indicates how the rate is calculated: Per Car (PC), Per Mile (PM), or Percentage (PW) of the parent charge. Leave this field blank if you are using the surcharge table.

Quantity Number of miles for a per mile charge.




4. Select OK to save and then confirm. The Child Charge Template window reappears with your new template listed.

Attaching the Child Charge to the Parent Charge

Once you have created the child charge, you must attach it to the parent charge. Once you do this, all charges accrued for a car can be billed on a single invoice.

To attach a child charge to a parent charge:

1. Go to the Incidental Charge Master window. TMS Main Menu 23 Switching/Other Charges 1 Charge MasterFast Path = MCHA

2. Enter 1 next to the charge record you want to add charges to, then select OK.

3. On the Edit Incidental Charge Master window, select Other Charges.

4. On the Display Miscellaneous Charge Master window, select Add New Other Charge.

5. On the Edit Miscellaneous Charge window (Figure 6), enter the child charge in the


Exclude Chg from Adjust Cd

Selecting this field instructs TMS to exclude the child charge amount from Canadian taxes or conversion.

Active/Inactive Flag

Indication of whether the charge is active (A) or inactive (I).

Figure 6



Charge Template ID field.

The window is automatically populated with the values from the child charge you entered.

6. Select Update to save and then confirm. The Display Miscellaneous Charge Master window reappears with the child charge added.

7. Exit to return to the Edit Incidental Charge Master window. The phrase “Other Charges Apply” appears in the upper right corner to indicate that this charge has child charges associated with it. (Figure 8)

Figure 7

Figure 8



TMS TIPS: When you print invoices for charges with fuel surcharges applied, select Detail Print type ENS (E) to list the surcharges separately.

TMS TIPS: TMS offers a Child Charge Settlement report/extract to review details of child charges (Option 30 Settlement Report with Child Charges from the Switching/Other Charges menu, Fast Path = CCSR). The report selection allows you to specify up to 5 child charges for a single report and shows details of the charges you select by separating the charge type and amount from the final bill amount.


Switching/Other ChargesAdding Charge Codes to an RWC

Adding Charge Codes to an RWC

If your railroad has charges that are automatically generated at interchange or upon placement or release of a railcar, you can attach a charge code directly to the Repetitive Waybill Code used to bill the traffic.

To add charge codes to an RWC:

1. Go to the View Waybill RWC window. TMS Main Menu 23 Switching/Other Charges 4 Repetitive Waybill Codes-RWCFast Path = RWC

2. Type W next to the RWC you want to add charge codes to, and select OK.

3. Select Charges/Blocking from the Repetitive Waybill Code Page 1 window.

4. The charges already associated with the RWC appear at the top of the Edit RWC Miscellaneous Info window. Select Charges.

5. Select Add.

Figure 9


Switching/Other ChargesAdding Charge Codes to an RWC

6. On the Edit RWC Charge Codes window (Figure 9), enter the Move Type that should trigger the charge and the Charge Code to generate the charge.

7. Once you enter a charge code, TMS will fill in the Charge Road/Cust/Code to bill and the Rate associated with that charge. Double check this information to ensure that you picked the correct code. If the charge code does not contain a bill to party you can enter it at that point.

8. Select OK to save. The new charges have been added to the RWC.


Switching/Other ChargesBasic Procedures: How TMS Generates Charges

Generating Switching and Other Charges

Basic Procedures: How TMS Generates Charges

Inbound Interchange

Inbound receipt can generate switching charges, junction settlements, car hire reclaim codes, exceptions, and blocking instructions for cars received in interchange.

To apply charges automatically using blocking tables:

If you use the Inbound EDI blocking table to instruct TMS to apply RWCs automatically to cars handled in inbound interchange, the information contained in the bill is compared against your entries in the blocking table as waybills or consists are received via EDI. If TMS finds a match, it automatically attaches the RWC to the bill for that car.

You can also use the Automatic Charges blocking tables to assign charges directly to a car. The blocking table applies charges based first on qualifying movements, then on waybill selection criteria that you specify.

See the Automatic Blocking chapter of the TMS Guide: Advanced Automation for specific instructions on how to set up your blocking tables to apply charges.

To apply RWCs manually at inbound interchange:

You can also manually enter inbound RWCs if you do not use the blocking tables or if the blocking tables do not block all of your cars.

See the Interchange Consist chapter of the TMS Guide: Customer Service for specific instructions on how to apply RWCs manually.

Outbound Interchange

You can also use TMS to generate switching or junction settlement charges when loaded cars are delivered off-line using an RWC containing charge codes to load and bill the car.

For example, you might use an RWC to represent an outbound switch from a connecting carrier. The RWC would contain information such as the STCC, consignee, and destination FSAC as well as the switching charge, a Transfer of Liability code for car hire, and the Destination Block code. When you interchange the cars containing the RWC off-line, TMS automatically generates the switch charge.


Switching/Other ChargesBasic Procedures: How TMS Generates Charges

Online Moves

You can use the incidental billing functions to generate billing moves not related to an interchange:

• Intra-plant switches

• Extra switching costs

• Weighing charges

• Car cleaning

• Moves handled as a switch between two customers located online

• Extra crew costs

• Local industry to industry moves not handled through the freight billing process.

For example, if you provide extra plant switching to a large industry, you can use the incidental billing functions to quickly generate billing for these moves.

Cars on a Track

TMS allows you to apply charges directly to cars at your facility using the Incidental Charges window. You can also apply charges at the same time you move, load, or unload cars.See the Cars in Stations and Yards chapter of the TMS Transportation Guide for specific instructions on how to apply charges to cars in your facility.


Switching/Other ChargesReviewing and Modifying Charge Records

Reviewing and Modifying Charge Records

Reviewing Charges in the Incidental Billing File

When you generate switching/miscellaneous records in TMS, the billing records are kept in the incidental billing file.

To review or modify charges:

1. Go to the Switching/Other Charges menu. TMS Main Menu 23 Switching/Other ChargesFast Path = /SWC

2. Select option 10 Incidental Charges Not Invoiced to view charges for unbilled cars or option 11 Incidental Charges to view charges for cars already invoiced.

Figure 10



The Show Charges Not Invoiced window (Figure 10) and the Incidental Charges (Figure 11) window show billing records for all charges (other than interline) generated by TMS sorted by car initial/number, then by date sequence.

3. You can enter values in the header filter fields to view only charges matching those criteria.

Figure 11



4. Type 1 next to the record you want to see in detail and select OK. The Edit Incidental Charge window shows you specific information about the charge. (Figure 12)

You can also enter or update information in many of these fields. Complete field definitions are available in “Switching/Other/Non-Transportation Charge and Master File Fields” on page 104.

5. Select Exit to return to the charge list window to review other charges.

TMS TIPS: You can also review incidental billing records from most windows where you can trace or move cars, and you can look at all incidental billing generated for the railroad from the Switching/Other Charges or Customer Service menus.

Figure 12



Reviewing Charges by Track

You can review charges applied to cars by selecting cars on a track. This is a good way to make sure revenue is applied to all cars that should have a charge.

To review charges by track:

1. Go to the Yard Manager window. TMS Main Menu 1 Rail Operations 1 Yard Manage enter Station Manage Yard

2. Enter I next to the track you want to see in detail, then select OK.

3. The Incidental Charges window shows you a list of charges associated with the cars on this track. (Figure 13)

Use the following options to review the charges in more detail:

4. Exit to return to the Yard Manager.

Figure 13

If you want to then

review a car’s history type H next to the car and select OK.

look at the charges on a car type 5 next to the car and select OK.

review the waybill for a car type W next to the car and select OK.



Reviewing Charges by Consist

You can review charges applied to cars by selecting cars from an interchange consist.

To view charges from an interchange consist:

1. Go to the Interchange History window. TMS Main Menu 11 Customer Service 21 Received/Delivered Interchanges Fast Path = IC

2. Enter 5 next to the train consist you want to review.

3. The last two columns on the Cars Train History window show the total miscellaneous charges and switch charges for each car on the consist. (Figure 14)

Exit to return.

TMS TIPS: This window provides an excellent way for switching and/or junction settlement roads to make sure that each car has an appropriate switching charge applied.

Figure 14


Switching/Other ChargesFinding and Correcting Missed Charges

Finding and Correcting Missed Charges

The TMS Missing Switch/Haulage Charges queue lists all cars handled by the railroad that do not have switching charges applied. Roads that do not settle through ISS should review this queue frequently to ensure revenue protection.

To review missed charges:

1. Go to the Work with Missing Switch/Haulage Charges window. TMS Main Menu 26 Work/Hold Queues 7 Missing Charges QueueFast Path = MCHLD

2. This window shows you a list of all cars flagged as switching and/or haulage with no associated revenue. (Figure 15) You can enter values in the header filter fields to view only cars matching those criteria.

3. Review the cars in the work queue and determine if a charge should be applied.

• If you need to apply a charge, type C next to the car and select OK. The Incidental Charges window appears. You can either select one of the charges from the list or add a new charge.

• If no charge is needed, type R next to the car to remove it from the queue and select OK.

Figure 15


Switching/Other ChargesFinding and Correcting Missed Charges

4. Use the following options to review more information about a car and its charges:

5. Exit to return.

If you want to then

view a car’s waybill enter W next to the car and select OK.

view a car’s history enter H next to the car and select OK.

view the EDI enter E next to the car and select OK.

view pending charges for a car enter G next to the car and select OK.

show all holds for a car enter S next to the car and select OK.

delete records from the queue select Purge.


Switching/Other ChargesModifying and Recalculating Current Charges in Mass

Modifying and Recalculating Current Charges in Mass

You may need to change a current charge code and, perhaps, the billing rate associated with that code. For example, the billing customer might change or your business office could raise a rate. If you use the Recalculate function, TMS will modify the charge code and apply that modification to all current charges that use the code.

TMS TROUBLESHOOTING: This method can be used only with current charges that have not been invoiced. If you need to apply the modification to invoiced charges, you will have to reverse the invoiced charges back to current charges before you can recalculate them.

To modify and recalculate a current charge:

1. Go to the Show Incidental Charge Master window. TMS Main Menu 23 Switching/Other Charges 1 Charge MasterFast Path = MCHA

2. Type 1 next to the code you want to modify and select OK.

3. On the Edit Incidental Charge Master, enter the new rate information. For example, enter a new value in the Rate field to modify the per car rate. (Figure 16)

Figure 16



4. Select OK to save the modification, then select Exit. The Show Incidental Charge Master window will show any changes you made. (Figure 17)

5. Type X next to the code and select OK to recalculate the charges.

Figure 17

Figure 18



6. To apply the changes only to particular charges, enter information in one or more of fields on the Recalculate Current Charges window. (Figure 18) If you leave all fields blank (except for Charge Code), the changes will be applied to all charges using that charge code.

7. Select OK, then confirm. TMS applies the new rate and recalculates all applicable current charges.


Switching/Other ChargesInvoicing Charges

Invoicing Charges

You can use the Print Invoices option to generate invoices for any charge billed through the TMS Switching/Other Charges functions, such as scale fees, switching charges, or junction settlements.

TMS TIPS: You can specify a particular return address to be used only when printing switching or other charge documents in the Client Addresses master file. This is useful when you have a specific remittance or inquiry address for those invoices. See the TMS Guide: System Maintenance for instructions.

TMS TIPS: You can set up standard default charge payment terms for each charge type. Do this at the railroad level using a railroad profile option or at the customer level via the Customer master file. See the TMS Guide: System Maintenance for details.

TMS TIPS: You can run switching and miscellaneous invoicing as a scheduled job. Use the ICINVPRT command from the TMS job scheduler to set up invoice printing on the dates and times you need. See the TMS Guide: Reporting for more information on the scheduler.

To print invoices:

1. Go to the Print Switching Invoices window. (Figure 19) TMS Main Menu 23 Switching/Other Charges 20 Print InvoicesFast Path = RINV

Figure 19



2. Enter information to instruct TMS how to generate the invoices.

• You must select a Summary Type indicating the type of charges you are going to invoice.

• The selection fields on this window allow you to choose which charges you want to invoice. For example, you can invoice charges only for a particular Accounting Period and/or for a particular Charge To customer.

• You must specify whether you are going to print Trial invoices or Final invoices in the Final or Trial Run field. During trial runs, TMS does not assign the charge records a final invoice number. You can print as many trial invoices as you want. When you generate final billing in TMS, the program updates the billing records with the invoice number and date.

• You can also define the format of the invoices using the various detail and summary fields.

• Complete field definitions are available in “Switching/Other/Non-Transportation Invoice Printing Fields” on page 110.

3. When you have made all of your selections, select OK to print the chosen invoices, then to confirm. The invoices you selected will be printed as you specified.



Reprinting Invoices

The reprint function allows you to print a new copy of final-invoiced charges. This option is useful if you need another copy for your records or if the customer did not receive an invoice. Note, however, that the invoice is not regenerated and no details may be changed when you reprint.

To reprint invoices:

1. Go to the Reprint Switching Invoices window. (Figure 20)TMS Main Menu 23 Switching/Other Charges 22 Reprint InvoicesFast Path = CHRP

2. Complete the fields to select which invoices you want to reprint and the format you want to use. Complete field definitions are available in “Switching/Other/Non-Transportation Invoice Printing Fields” on page 110.

3. Select OK to reprint the invoice, and to confirm. The invoices you selected will be printed as you specified.

Figure 20


Switching/Other ChargesExtracting Charge Files for Download

Extracting Charge Files for Download

TMS charge file extraction allows you to download records maintained in the charge file into one of several different file formats. You can then import these files into your own accounting system or transmit them to your connecting carriers.

TMS TIPS: You can use the extraction feature to transmit switching to your connecting carriers. Please call RMI Support to establish this new connection with your interchange partners.

To extract charge files:

1. Go to the Switching Extract window. (Figure 21) TMS Main Menu 23 Switching/Other Charges 26 Extract ChargesFast Path = ICEX

2. Use the appropriate fields to select the records that will appear in your extract:

3. Select OK to accept your choices and OK again to confirm and create the extract file.

Field Definitions

Figure 21

Service Group Type of charges you want to include in the extract.

Date Type E selects charges by Event Date and I selects charges by Invoice Date.


Switching/Other ChargesExtracting Charge Files for Download

Date Start/End Date range that instructs TMS to include charges that either occurred (Date Type = E) or were invoiced (Date Type = I) during that period.

Invoiced? Y selects invoiced events only, N selects non-invoiced events only, and A selects all events within the date range.

Invoice Nbr Start/End

Range of invoice numbers to be extracted. Leave blank to include all available invoice numbers.

Billing Road Road generating the charges to be extracted. Usually this field is blank unless you are operating a multi-road operation.

Service Type Charge service types to be extracted. Leave blank to extract charges regardless of service type.

Station Station at which charges to be extracted were incurred. Leave blank to extract charges regardless of billing station.

Charge Code Incidental charge code from the master file. If you enter a charge code, TMS selects charges created with that code.

Charge to Code

P selects records billed against a customer (patron) and R selects records billed against a railroad.

Charge to Customer or railroad to be billed. Leave blank to include all customers.

Currency CAD instructs TMS to select records billed in Canadian dollars, MXP in Mexican pesos, or USD in US dollars.

Extract Format Type of file you want to create. This selection will determine the format of the extract and is usually based on the road to which you will be transmitting charges. You can also create an Excel file, which allows you to work with the file data and reformat easily.

SSDX FTP Road

Road to serve as interchange partner to receive the extract. You must enter a value in this field if you choose SSDX as your format.

TMS TIP: You can use fast path WWFTP to see a transaction log that tells you if and when an ftp transaction is transmitted.

PC Document Name

File name for the extract.

Check Customer/Road Master

Selecting this field instructs TMS to check the customer or road master for the proper type of extract.


Switching/Other ChargesRunning the Detailed Settlement Report

Running the Detailed Settlement Report

The Detailed Settlement Report function allows you to examine the charges generated during a particular time frame. You may extract the report or distribute it by e-mail.

TMS TIPS: TMS also offers a Child Charge Settlement report/extract to review details of child charges (Option 30 Settlement Report with Child Charges from the Switching/Other Charges menu, Fast Path = CCSR). The report selection allows you to specify up to 5 child charges for a single report and shows details of the charges you select by separating the charge type and amount from the final bill amount.

To run the detailed summary report:

1. Go to the Detailed Settlement Summary Report window. (Figure 22) TMS Main Menu 23 Switching/Other Charges 27 Detailed Settlement Report Fast Path = DSR

Figure 22


Switching/Other ChargesRunning the Detailed Settlement Report

2. Use the fields on this window to select the records that will appear in your report. Most are the same as the fields you would use to create an extract. For specific field definitions, see “Extracting Charge Files for Download” on page 37. In addition,

• You must specify a Report Type and whether you want to print detailed or summary information.

• You can specify how the report should be sorted.

• Use the Print Queue field to choose the printer to which you want to send the report. If you enter EMAIL in this field, TMS will allow you to select e-mail addresses or groups for distribution.

3. Select OK to create and send the report.


Non-Transportation Charges

Setting up TMS to Generate Non-Transportation Charges. . . . . . . . . . .42 Basic Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42 Creating Non-Transportation Service Type Codes . . . . . . . . . . . . . . . . . . . .43 Entering Charge Codes in the Non-Transportation Master . . . . . . . . . . . . . .44

Example of a Recurring Master Charge Record . . . . . . . . . . . . . . . . .48 Example of an On-Demand Master Charge Record . . . . . . . . . . . . . .49

Generating Non-Transportation Charges . . . . . . . . . . . . . . . . . . . . . . . . .50 Creating Recurring Non-Transportation Charges . . . . . . . . . . . . . . . . . . . . .50 Creating Individual Non-Transportation Charges. . . . . . . . . . . . . . . . . . . . . .52 Reviewing and Modifying Non-Transportation Charges . . . . . . . . . . . . . . . .53 Invoicing Non-Transportation Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Invoicing a Single Non-Transportation Charge. . . . . . . . . . . . . . . . . . .56 Reprinting Non-Transportation Invoices . . . . . . . . . . . . . . . . . . . . . . . .58

Running the Non-Transportation Charge Report. . . . . . . . . . . . . . . . . . . . . .59

The non-transportation billing function produces invoices for transactions not associated with the movement of a rail car. In TMS, non-transportation billing works much like the incidental billing features for rail car charges; one distinction, however, is that non-transportation charges must always be generated, either automatically or manually. The non-transportation charge function has its own master file, and TMS maintains a record in the charge file for every invoice, which gives you a clear audit trail.

Recurring Non-transportation ChargesNon-transportation charges such as rent payments for easements, track rights, and utility crossings can be recurring. In these cases, you bill a fixed amount at a set frequency, whether weekly, monthly, annually, or at some other interval.

On-Demand Non-transportation ChargesYou may also have charges to a customer that are not billed at a fixed amount and frequency. For example, you may provide on-demand plant switches for a customer that are billed by the hour, person, or day. Because the amount and the billing frequency vary from month to month, it is a one-time charge, not a recurring charge. You can send numerous one-time invoices to the same customer.


Non-Transportation ChargesBasic Procedures

Setting up TMS to Generate Non-Transportation Charges

Basic Procedures

You should create a charge code in the TMS non-transportation master file for every non-transportation situation you recognize, whether the charge is recurring or on demand.

The instructions to set up non-transportation charge codes are very similar to those used to set up charges associated with the movement of railcars. The charges must be generated, then invoiced. There are, however, a few important differences:

• You can set up TMS to produce recurring non-transportation charges automatically on a regular basis. This type of charge is usually associated with rental or lease agreements for items such as real estate, utility crossings, or billboard space.

• Non-transportation charges are not associated with a car initial and number inside TMS.

• Non-transportation charges do not link back to a waybill in TMS.


Non-Transportation ChargesCreating Non-Transportation Service Type Codes

Creating Non-Transportation Service Type Codes

You must establish a set of service type codes to categorize the various kinds of non-transportation charges you process. These service type codes will be used when you create a charge record in the Non-Transportation Charge master file.

To add a non-transportation service type code:

1. Go to the Edit Type of Service Codes window. (Figure 23)TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 2 Service Types Fast Path = MSERV

2. Select Add.

3. The Edit Type of Service Codes window switches to ADD mode.

Enter a service type code and description for each charge. In the Service Group Cd field, enter N.

TMS TROUBLESHOOTING: The only valid service group code for non-transportation charges is N.

4. Select OK to create the new code(s), then Exit to return to the menu.

Figure 23


Non-Transportation ChargesEntering Charge Codes in the Non-Transportation Master

Entering Charge Codes in the Non-Transportation Master

The charge codes in the Non-Transportation master file tell TMS who to bill, how much to bill, and why for transactions not associated with the movement of a rail car. You should create a charge record in the Non-Transportation Charge master file for every charge you bill repetitively, whether it is a recurring or an on-demand charge.

To add a new non-transportation charge master record:

1. Go to the Standard Non-Transport Charge window. TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 1 Non-Trans Charge MasterFast Path = NTM

TMS TIPS: If the charge you are adding is similar to an existing charge, you can enter C next to the existing charge and select OK. TMS creates a copy of the existing record and the Edit Non-Transportation Charge window appears so that you can enter a new Charge Code and make any other necessary changes.

2. Select Add.

3. Complete the fields on the Edit Standard Non-Transport Charge window (Figure 13) to create the new charge record.

4. Select OK to save the information and create your new charge record, then Exit to return to the list of non-transportation charges.

Figure 24



Field Definitions

Charge Code Unique code to describe and identify the charge. Before you enter any charge codes in TMS, you should first carefully plan out the scheme you will use to set up these codes.


Expiration Date

Date the charge is no longer valid. Charges cannot be billed before they are effective or after they have expired.

TMS TIPS: For recurring charges, you should use an expiration date if the charges have a definite ending date. For example, if you have charges originating from a twelve-month agreement for monthly rent you can set the expiration date at the end of the twelve months, when the payment rate changes, to preserve the audit trail.

Service Code Code that identifies the type of service for which the charge is generated. The code you enter must be set up in the Service Types master file.

Accounting System GL Account Number

Account number to be used if you are interfacing your charge records with an accounting system.


Attention Person who will receive the invoice, as set up in the Customer Master.



Reference Free form explanation of the type of billing performed.

Additional Description

Three free-form lines in which you can enter additional information.



Recurring Billing Code

Interval at which TMS should automatically invoice a charge. Enter M if TMS should invoice the charge monthly, A if TMS should invoice the charge annually, or N if TMS should invoice the charge at an interval of a specified number of days. This field is used in conjunction with Day of Month, Number of Days, and Event Dates Next/Last.

Day of Month Day of the month on which TMS should automatically invoice recurring monthly non-transportation charges. If you enter a number greater than the last day of the month, TMS will use the last day. For example, if you enter a value of 31 in this field, June invoices will be generated on June 30, and February invoices will be generated on February 28.

Use this field only if you have used Recurring Billing Code M.

Number of Days

Use this field only if you used Recurring Billing Code N. To automatically generate invoices with a frequency other than monthly or annually, enter the number of days between billings. For example, 1 indicates that charges should be generated daily, and 7 indicates a weekly charge. Do not use the Number of Days field with monthly, annual, or one-time charges. This field is used in conjunction with Event Dates Next/Last.

Event Dates Next/Last

Date from which TMS calculates the Event Dates Next/Last field. TMS will issue the first invoice on the event date.

Rate Dollar amount or rate to bill. For non-transportation charges, the rate is associated with a Rate Qualifier.

Rate Qualifier Code that indicates the type of rate. For example, if you enter Per Car (PC), the rate is calculated per car.

Bill Amount Total amount of the bill without any charge adjustment.

Charge Adjust Code/Pct



Total Amount Total amount due. TMS combines the bill amount with any charge adjustment and computes the total of the charge.



Currency Code

Code that indicates the currency in which the charge was billed: Canadian dollars (CND), Mexican pesos (MXP), or US dollars (USD).

Group Bill Flag This field is used to group charges for the same customer, service type, and billing station. If you select this field, all the non-transportation charges with this code for the same customer, station, and service type will print on one invoice when you print from the Print Non-Transportation Invoices menu option. However, if you print immediately from this window, TMS ignores the Group Bill Flag.



Example of a Recurring Master Charge Record

The railroad rented a gas line crossing with terms of $50.00 rent per month for 12 months, to be billed on the 29th day of each month.

Field Entries:

Figure 25

Effective Date/Expiration Date

The values 8/1/08 through 8/1/10 show a four-year agreement at the rate of $50.00 per month.

Recurring Bill CD

M (Monthly).

Day of the Month

Invoice should be sent on the 29th of each month.

Charge adjust code/pct

None

Group Bill Flag Blank for none. If you had other charges to be invoiced to the same customer and you wanted to send out one invoice, you would select this field.



Example of an On-Demand Master Charge Record

The railroad entered into an agreement to perform on-demand plant switches at a flat fee of $200.00 per switch. The rate is in effect for one year.

Field Entries:

TMS TIPS: All Recurring fields are blank in this type of charge.

Figure 26

Effective Date/Expiration Date

The values 10/1/02 through 10/1/06 show a four-year agreement.

Recurring bill code

The field is left blank, indicating that the invoices will not be generated at a fixed time interval.

Rate The rate is $200.00, indicating a flat fee for the service provided.

Rate Qualifier OT (one time).


Non-Transportation ChargesCreating Recurring Non-Transportation Charges

Generating Non-Transportation Charges

Creating Recurring Non-Transportation Charges

Once you have set up the Standard Non-Transportation Charge Master for your railroad, you can generate recurring charges quickly as part of your routine procedures. For example, if you know you need to send invoices out every week, you must run the automatic generation function at least weekly.

The automatic generation function creates a charge record and writes the information to the Non-Transportation Charges file. It does not create the actual invoice. You must use the Print functions to create the invoice.

TMS TIPS: The automatic generation function for Non-Transportation Charges works on a “catch-up basis.” It generates all charges that have not been invoiced as of the date you select. Therefore, if you missed a cycle (for example, on a four-day weekend) or if you created but did not bill a one-time charge, the generation function will pick up any charges that were not invoiced previously.

To generate recurring charges:

1. Go to the Generate Recurring Charges window. (Figure 27)TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 20 Generate Non-Trans ChargesFast Path = GNTC

Figure 27


Non-Transportation ChargesCreating Recurring Non-Transportation Charges

2. Enter the date through which you want to generate charges and select OK. Select OK again to confirm. All non-transportation charges pending through that date will be generated.


Non-Transportation ChargesCreating Individual Non-Transportation Charges

Creating Individual Non-Transportation Charges

In addition to generating recurring charges automatically from the Non-Transportation Charge Master, you can create charges individually if you have an on-demand charge or if you need to enter a new ad-hoc charge for an existing customer. As with the automatic charge generation function, you must also print the invoice for all non-transportation charges.

To create a new non-transportation charge:

1. Go to the Non-Transportation Charges window. TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 16 All Non-Trans ChargesFast Path = NTC

2. Select Add to create a new charge.

• If you have a charge code record set up in the master file for the type of charge you are creating, enter the name in the Charge Code field and take the Seed option. TMS will complete the remaining fields for you based on the values in the master file. See “Entering Charge Codes in the Non-Transportation Master” on page 44 for more information on creating a charge code in the master file.

• If you do not have a charge code record already established in the master file, you must manually complete the appropriate fields to create the charge. Complete field definitions are available in “Switching/Other/Non-Transportation Charge and Master File Fields” on page 104.

TMS TIPS: Use the Recalc option to recalculate billing and invoice amounts.

TMS TIPS: To attach additional instructions or descriptions to the charge, take the Non-Trans Charge Notes option.

3. Select OK to create the new charge, then Exit to return.


Non-Transportation ChargesReviewing and Modifying Non-Transportation Charges

Reviewing and Modifying Non-Transportation Charges

The Non-Transportation Charges file contains all your charge records, whether they have been invoiced or not. You can use the Non-Transport Charge Details window to change, delete, or void a record.

TMS TROUBLESHOOTING: You cannot change any field on a record that has been invoiced. If you need to change a record that has been invoiced, you must void the record and create a new record to replace it.

To review or modify non-transportation charges:

1. Go to the Non-Transportation Charges menu. TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation ChargesFast Path = /NTC

2. Select one of the following:

• Option 15 Charges Not Invoiced shows non-transportation charges that have not been invoiced.

• Option 16 All Non-Trans Charges shows all non-transportation charges, whether or not they have been invoiced.

The Non-Transportation Charges window shows you the list of charges that you requested. (Figure 28)

Figure 28


Non-Transportation ChargesReviewing and Modifying Non-Transportation Charges

TMS TIPS: You can use the Invoiced/Non-Invoiced option to toggle between windows displaying only invoiced charges, only non-invoiced charges, or both invoiced and non-invoiced charges. The contents of the Status field in the header displays the appropriate label for the information you are viewing.

3. To view a particular charge or group of charges, enter details in the header fields and select OK. The list will narrow down to include only the charges matching your criteria.

4. To modify a charge, type 1 next to that charge and select OK. On non-invoiced charge records, you can enter or override any of the fields on the Edit Non-Transport Charge Details window except for Invoice Number, Last Printed, Accounting Mo/Yr, Bill Date, and Last Modified data, which are system generated.

Complete field definitions are available in “Switching/Other/Non-Transportation Charge and Master File Fields” on page 104.

5. Once you have made all necessary changes, select OK to save the information and Exit to return to the list of charges.


Non-Transportation ChargesInvoicing Non-Transportation Charges

Invoicing Non-Transportation Charges

You can use the Print Non-Trans Invoices option to create and print invoices for non-transportation charges.

TMS TIPS: This function prints a separate invoice for each record unless you activate the Group Bill Flag on the Non-Transport Charge Details window. If the flag is selected, all charges for that customer will print on one invoice.

TMS TIPS: You can specify a particular return address to be used only when printing non-transportation charge documents with the Client Addresses master file. This is useful when you have a specific remittance or inquiry address for those invoices. See the TMS Guide: System Maintenance for instructions.


To print invoices for Non-Transportation charges:

1. Go to the Print Non-Transportation Invoices window. (Figure 29)TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 21 Print Non-Trans InvoicesFast Path = PNTC

Figure 29



2. Complete the fields to instruct TMS how to generate the invoices.

• The selection fields on this window allow you to choose which charges you want to invoice. For example, you can invoice charges only for a particular Event Date Ranged and/or for a particular Charge To customer.

• You must specify whether you are going to print Trial invoices or Final invoices in the Final or Trial Run field. During trial runs, TMS does not assign the charge records a final invoice number. You can print as many trial invoices as you want. When you generate final billing in TMS, the program updates the billing records with the invoice number and date.

• If you are running final invoices, you can specify an Accounting Month/Year to be assigned to the invoices.

• Complete field definitions are available in “Switching/Other/Non-Transportation Invoice Printing Fields” on page 110.

3. When you have made all of your selections, select OK to print the chosen invoices, then confirm. The invoices you selected will be printed as you specified.

TMS TIPS: When you print final invoices, TMS assigns the invoice date and number to each record billed. TMS takes the next invoice number from the Railroad Profile Maintenance file. For more information on setting the initial value for this field, see “Railroad Profile Maintenance” in the TMS Administrator Manual.

Invoicing a Single Non-Transportation Charge

You can print individual invoices directly from the Non-Transportation Charge Details window. This function is particularly useful for one-time charges when you want the invoice to go out immediately.

To print a single invoice:

1. Go to the Non-Transportation Charges window. TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 16 All Non-Trans ChargesFast Path = NTC

2. Select an existing charge with a 1 or create a new charge using the Add option. Edit or complete the necessary fields. (For more information on creating a new charge, see “Creating Individual Non-Transportation Charges” on page 52.)



3. Select Print Invoice and complete the appropriate fields on the Immediate Non-Transport Invoice Print window. (Figure 30) Complete field definitions are available in “Switching/Other/Non-Transportation Invoice Printing Fields” on page 110.

4. Select OK to print the chosen invoices, then confirm. The invoices you selected will be printed as you specified.

TMS TROUBLESHOOTING: If you select OK after you fill in the fields on the Non-Transport Charge Details window, TMS records the changes/additions to the Non-Transportation Charges file and returns you to the list window. In that event, you must reselect your charge with a 1. The Non-Transport Charge Details window for your record reappears and you can then select Print Invoice.

Figure 30



Reprinting Non-Transportation Invoices

The reprint function allows you to print a new copy of final-invoiced non-transportation charges. This option is useful if you need another copy for your records or if the customer did not receive an invoice. Note, however, that the invoice is not regenerated and no details may be changed when you reprint.

To reprint invoices:

1. Go to the Reprint Non-Transport Invoices window. (Figure 31)TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 22 Reprint Non-Trans InvoicesFast Path = RNTC

2. Complete the fields to select which invoices you want to reprint and the format you want to use. Complete field definitions are available in “Switching/Other/Non-Transportation Invoice Printing Fields” on page 110.

3. Select OK to reprint the invoice, and confirm. The invoices you selected will be printed as you specified.

TMS TIPS: You can also reprint a single charge that has already been invoiced from that charge’s Non-Transportation Charge Details window. If you select the Print Invoice option, the Immediate Non-Transport Invoice Print window appears in REPRINT mode.

Figure 31


Non-Transportation ChargesRunning the Non-Transportation Charge Report

Running the Non-Transportation Charge Report

The Non-Transportation Account Distribution Report allows you to print non-transportation charges generated across a particular date range, accounting period, or range of invoice numbers.

To print the Non-Transportation Account Distribution Report:

1. Go to the Non-Trans Account Distribution Report window. (Figure 32) TMS Main Menu 23 Switching/Other Charges 50 Non-Transportation Charges 24 Non-Trans Account Dist Report Fast Path = ADR

2. Enter one of the following criteria for the report:

Figure 32

Date Range Start date and an End date includes charges generated within that time period. You must also specify whether these dates should be the Event Date (E) or the Invoice Date (I) in the Date Type field.

Accounting Period

Include only charges generated within a particular accounting month.

Invoice Number

Start invoice number and End invoice number includes the invoices within that range.


Non-Transportation ChargesRunning the Non-Transportation Charge Report

3. Enter information in the following fields to filter the records that appear on the report:

4. Select OK to create and print the report.

Billing Road If you are running a multi-road database, enter a road mark to include only charges generated by that road.

Service Type Include only a particular type of service charge.

Station Include only charges for a particular station. Leave blank for all stations.

Charge To Include only charges charged to a particular customer.

Output Queue Name of the printer to which you send the invoices. If left blank, the invoice prints on the default printer. If you want to e-mail the invoice, type EMAIL in the field.

Number of Copies

Number of copies of the invoices to print. This field is not required. If left blank, it will print one copy.


Demurrage and Storage Setting Up TMS to Generate Demurrage. . . . . . . . . . . . . . . . . . . . . . . . . .62 Basic Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62 Adding or Modifying Codes in the Demurrage/Storage Master File . . . . . . .63

Demurrage Code Setups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67 Example of a Straight Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68 Example of a Storage Agreement. . . . . . . . . . . . . . . . . . . . . . . . . . . . .69 Example of a Simplified Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . .70 Example of a Special Agreement — Straight . . . . . . . . . . . . . . . . . . . .71 Example of a Special Agreement — Average . . . . . . . . . . . . . . . . . . .72

How TMS Assigns a Demurrage Code to a Move. . . . . . . . . . . . . . . . . . . . .73 Setting Up Default Demurrage in Railroad Profile . . . . . . . . . . . . . . . . . . . . .74 Customizing Codes for a Customer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75 Setting Up Demurrage in an RWC. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77 Adding or Modifying Demurrage Pool Car Exceptions . . . . . . . . . . . . . . . . .78 Defining Demurrage Holidays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80 Flagging Private Cars as Railroad Cars . . . . . . . . . . . . . . . . . . . . . . . . . . . .81 Creating a Demurrage or Storage Blocking Rule . . . . . . . . . . . . . . . . . . . . .82

Running Demurrage Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85 Daily Procedures for Demurrage Billing. . . . . . . . . . . . . . . . . . . . . . . . . . . . .85 Printing a Trial Demurrage/Storage Worksheet . . . . . . . . . . . . . . . . . . . . . . .86 Generating Current Demurrage/Storage Charges (Extract) . . . . . . . . . . . . .88 Modifying Current Demurrage/Storage Records . . . . . . . . . . . . . . . . . . . . . .90 Reviewing Demurrage Summary Information . . . . . . . . . . . . . . . . . . . . . . . .93 Reviewing Demurrage/Storage History Records. . . . . . . . . . . . . . . . . . . . . .94 Invoicing Demurrage/Storage Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96

Reprinting Demurrage/Storage Invoices . . . . . . . . . . . . . . . . . . . . . . .98 Reversing Invoiced Demurrage/Storage Charges from History . . . . . . . . . .99 Reversing Invoiced Demurrage/Storage Charges with Version Numbering101

You can use the TMS Demurrage Module to produce demurrage invoices for cars held too long for loading or unloading. The flexible nature of the TMS demurrage module allows you to generate demurrage for inbound, outbound, or local traffic, and then calculate that demurrage based on a straight, simplified, or average agreement or on a combination of simplified and average agreement. TMS can also handle special contract arrangements based on a variety of situations.

You can also use the Demurrage Module to bill for cars placed in storage. TMS can look at car movement records for equipment moving into and out of storage, then calculate storage fees based on those records.

In addition, you can use this module to produce demurrage and/or storage estimates to inform customers about cars held too long in industry. This type of pro-active management can result in more productive equipment use, lower car hire, and improved customer relations.


Demurrage and StorageBasic Procedures

Setting Up TMS to Generate Demurrage

Basic Procedures

First-time users of the TMS Demurrage Module should carefully review the steps described below before using this module. Use steps 1, 2, and 3 to set up your basic demurrage plan. Follow the remaining steps to assign specific demurrage exceptions to the RWC, Customer, and Car Series master files.

1. Create the Demurrage/Storage Master: You must create the codes and parameters that instruct TMS how your road bills demurrage or storage. The Demurrage/Storage master contains information such as the type of demurrage, number of free days, and daily demurrage rates. See “Adding or Modifying Codes in the Demurrage/Storage Master File” on page 63.

2. Set up Holidays: You must specify holidays recognized by your railroad for each year so that charges are calculated correctly. See “Defining Demurrage Holidays” on page 80.

3. Specify Demurrage Options in Your Railroad Profile: Your railroad profile contains several options that tell TMS how your demurrage and storage will be worked. You must first turn these options on using the appropriate flags and then assign default loading and unloading demurrage codes to be used if TMS cannot find a demurrage code at the RWC or customer level. See “Setting Up Default Demurrage in Railroad Profile” on page 74.

4. Assign Demurrage Codes to Customers: You can assign demurrage codes for specific customers. Use this option if you have customers whose demurrage is calculated differently than the default, customers not subject to demurrage charges at all, or customers with special private car handling. See “Customizing Codes for a Customer” on page 75.

5. Assign Demurrage Codes to RWCs: If a particular type of traffic has a unique demurrage contract, you can assign a demurrage code directly to the RWC. TMS will then use the demurrage code on the RWC to calculate demurrage for moves billed using that RWC. See “Creating a Demurrage or Storage Blocking Rule” on page 82.

6. Assign Demurrage Codes to a Car Series: If you have demurrage codes that apply to a specific car series, you can set up those cars with their applicable codes in the System Fleet master. See “Adding or Modifying Demurrage Pool Car Exceptions” on page 78.

7. Set up Private Cars to be Calculated as Railroad Cars: You may handle some private cars on your road that you want the system to treat as railroad-marked cars when demurrage is calculated. For example, most roads bill full demurrage for RBOX, ABOX, and GONX equipment because they are owned by Trailer Train. See “Flagging Private Cars as Railroad Cars” on page 81.


Demurrage and StorageAdding or Modifying Codes in the Demurrage/Storage Master File

Adding or Modifying Codes in the Demurrage/Storage Master File

The Demurrage Module relies heavily on the proper use of the Demurrage master file. The records in the Demurrage/Storage master file tell TMS how these charges should be billed for your railroad. You can create multiple charge codes to handle a variety of demurrage and storage agreements.

TMS TIPS: After you have entered a code in the system, you should manually add a demurrage record and test the code to make sure you have properly set up the master file record.

To add or modify a demurrage or storage code:

1. Go to the Display Demurrage/Storage Master window. TMS Main Menu 24 Demurrage Charges 21 Demurrage/Storage ChargesFast Path = DECH

2. Select Add to create a new code or type 1 next to an existing code to modify.

3. Enter the appropriate values in the fields on the Demurrage/ Master window. (Figure 13)

Figure 33



TMS TIPS: Once you have created and saved a demurrage charge record, you can use the Excluded Moves option to specify that TMS should ignore ORDR and/or RCPL movements when calculating demurrage time.

4. To enter or modify tiered rates for billing demurrage, select Daily Rates.

5. On the Edit Demurrage Rates window, enter the rates and the corresponding through dates that the rates are valid. (Figure 34)

For example, in Figure 34 the first two days would be at $20 per day, the next 2 days at $40 per day, the next two days at $60 per day, and anything over 6 days at $80 per day. For average and mixed agreements, the first level represents the cancellable debits.

6. Select OK to change the record, then Exit to return to the Demurrage/Storage Master window.

7. When you have completed adding or updating the demurrage master record, select OK to save the information. Your charge code is complete.

Figure 34



Field Definitions

Demurrage/Storage Code

Descriptive name that represents the code. See “Demurrage Code Setups” on page 67 for ideas on how to name your codes.

Effective Date Date that the code goes into effect.

Move Type Indicates whether the demurrage is prompted by loading (L), unloading (U). Leave the field blank for storage codes.

Charge Type Type of demurrage agreement under which the charge is calculated.

Number of Free Hours

For demurrage, enter the number of free hours a customer has to load or unload a car. For example, if you have a special contract where a customer has five days to load a car, enter 120 in this field.

For storage, enter the number of hours the car owner or customer will have free before storage begins.

Credit Days Limit

If you are using an average plan, enter the number of days the customer has to load or unload a car in order to earn a credit. If you are using a simplified plan, enter the number of credits given.This field is not used for straight plan demurrage or for storage.

G/L Account Number



Exclude Indicates whether Saturday, Sunday, or Holidays should be excluded from demurrage calculations.

If you enter an A, that day will always be excluded from demurrage. If you enter a Y, that day will be excluded unless demurrages charges have already started, and if you enter an E, that day will be excluded if free days are left. If you leave a day blank, demurrage will always be counted for that day.

Private/Rail Override

P overrides type and calculates all cars as private cars; R overrides type and calculates all cars as rail cars. Leave blank to calculate each car as normal.



Free Day for Spot on: Friday/Saturday/Sunday/Holiday

One day is added to the credit days limit if the car is placed on the day(s) selected.

Use PCON to determine Fri/Sat/Sun/Holiday Spot

Selecting this field instructs TMS to use PCON to determine the placement date. Leave blank to use PACT.

Begin Time Time or event that starts demurrage/storage calculations.

If you enter a time in HHMM format, calculations begin at an exact time entered (e.g., 0700 for first 7:00 am).

If you enter PL, calculations are based on placement time.

If you enter Day, calculations start on the day a car is placed into storage--the exact time is not considered. This option is used only for storage calculation.

Contract Begin Time Override

Used only under special circumstance. Call RMI Customer Support for assistance.

Description (optional)

Free-form field to include extra information about the agreement you are creating.

Service Type Code that identifies the type of service for which the charge is generated. The code you enter must be set up in the Service Types master file. (for intermodal only).

Minimum Days to Bill

Minimum number of days to bill. This field is only applied if the calculated charge is greater than zero.

Currency Code




Demurrage Code Setups

Each method of calculating demurrage on your railroad is represented by a demurrage code.

Railroads with only a few ways to calculate demurrage can usually operate with a simple set of demurrage codes. For example, if you have a very simple demurrage tariff and you bill all demurrage under an average plan, you will need only two demurrage codes. One would represent the inbound (unloading) demurrage, while the other would represent the outbound (loading) demurrage:

Larger railroads handling a variety of traffic under special demurrage agreements need more specific demurrage codes:

INAVG Inbound (unloading) demurrage using an average agreement.

OUTSTR Outbound (loading) demurrage using a straight plan.

GAKRPAPER Originating move from customer GAKR with a special demurrage agreement for boxcar loads of paper.

FERT15 Special agreement covering fertilizer moving in 15-car units.



Example of a Straight Plan

Figure 35 and Figure 36 show a sample straight plan covering cars spotted for load-ing. This type of coding is usually the kind used as a default in the Railroad Profile.

Figure 35

Figure 36

Charge Type Straight

Number of Free Hours 48

Days to Exclude The first weekend and/or holiday will be free unless billable time has begun.

Time Demurrage Starts At the first 0001

Billable Rate (3 tiers) Day 1 – $20.00 per day Day 2 and 3 – $40.00 per day After day 3 – $60.00



Example of a Storage Agreement

Figure 37 and Figure 38 show a storage agreement covering cars moved into and out of storage. The sample storage code below will calculate charges from the time a car moves into storage (STEA, STPL, etc.) until it is released from storage (OSTH). Stor-age charges will be charges if the car is in storage for any portion of a day. The cus-tomer or car owner has no free time. A daily rate of $2.00 per day will apply.

Figure 37

Figure 38

Charge Type Storage


Credit Days Allowed 0

Time Storage Starts DAY

Billable Rates $2.00 per day



Example of a Simplified Agreement

Figure 39 and Figure 40 show an agreement under the simplified plan covering cars spotted for unloading. The credit days limit is set to three.

Figure 39

Figure 40

Charge Type Simplified


Credit Days Allowed 3

Time Storage Starts At the first 0001

Billable Rates Day 1 and 2 – $20.00Day 3 and on – $40.00



Example of a Special Agreement — Straight

Figure 41 and Figure 42 show a special agreement covering cars spotted for boxcar loading. Usually this type of demurrage coding is set up either at the RWC or cus-tomer level.

Figure 41

Figure 42

Charge Type Straight


Days to Exclude None (Saturday, Sunday, Holidays are never free)

Time Demurrage Starts

At the first 0700

Billable Rate $50.00 per day



Example of a Special Agreement — Average

Figure 43 and Figure 44 show a special average agreement covering cars spotted for chip loading.

Figure 43

Figure 44

Charge Type Average


Credit Days Limit 1 day to load the car after the beginning of demurrage time to receive credit.

Days to Exclude Holidays only (Saturday and Sunday are never free)

Time Demurrage Starts At the first 0001

Billable Rate $20.00 per day (cancellable rate) $40.00 per day (non-cancellable rate)


Demurrage and StorageHow TMS Assigns a Demurrage Code to a Move

How TMS Assigns a Demurrage Code to a Move

TMS looks in the following four different places to find the proper demurrage code for a move, in the following order:

1. Repetitive Waybill Code (RWC) Level: You can enter RWCs on inbound moves or use them to bill online or forwarding traffic. If TMS finds a demurrage code in the RWC used to bill the move, it uses that code.

2. Car Series Level: If you have a fleet of cars assigned to a particular customer and those cars fall under a specific demurrage agreement, you can set up a unique code for those cars in the System Fleet Master. As these cars are interchanged, loaded, or unloaded, TMS uses the demurrage code set up in the System Master for those cars.

3. Customer Level: If traffic moving to a particular customer falls under a special demurrage contract, you can set up a unique demurrage code for that customer in the Customer Master file. As cars are placed at that customer, TMS uses the demurrage code in the Customer Master to calculate demurrage.

4. Road Level: TMS uses the default code set up in the Railroad Profile if it cannot find a code in the RWC, Car Series, or Customer masters. If all traffic handled by your road falls under one demurrage tariff or contract, set up these codes in the Railroad Profile.


Demurrage and StorageSetting Up Default Demurrage in Railroad Profile

Setting Up Default Demurrage in Railroad Profile

You must establish default demurrage codes for your railroad in your railroad profile. When TMS calculates demurrage, it will use the demurrage code in the railroad profile if it cannot find a charge code in the RWC, Car Series, or Customer Masters. If you have only one demurrage tariff in effect, TMS uses the default codes in the railroad profile to generate all demurrage billing.

To set up a default demurrage code:

1. Go to the Client Demurrage Setup window. (Figure 45)TMS Main Menu 36 System Administrator 1 Railroad Profile Menu 9 DemurrageFast Path = MDEM

2. Enter appropriate values to tell TMS how to calculate demurrage for your road:• Use the Process Demurrage, Calculate Storage, and Send to Cash flags to

turn on these features for your railroad.

• Enter a default in the Unloading Code and Loading Code to be used if no overriding charge code is found. These codes must have been previously created in the Demurrage master file.

• If this is the first time you have used TMS Demurrage, you should enter the last Invoice number you used to create final invoices. TMS will begin invoicing demurrage and storage using the next number.

• The remaining fields allow you to determine how placement moves and private cars should be handled.

3. Select OK, then confirm. The changes will be saved as part of your railroad profile.

Figure 45


Demurrage and StorageCustomizing Codes for a Customer

Customizing Codes for a Customer

If you have a special demurrage contract in effect for a particular customer, you can set up a special demurrage code for that customer, then use flags in the customer master file to set up TMS to properly control demurrage for that customer. For example, you can instruct TMS that a particular customer is exempt from demurrage or that private cars handled by that customer are to be treated differently.

To set up a unique demurrage plan for a particular customer:

1. Create a unique demurrage code to be used for the customer. See “Adding or Modifying Codes in the Demurrage/Storage Master File” on page 63 for more information on how to set up a demurrage code.

2. Go to the Customer Master window. TMS Main Menu 31 Master Files 11 CustomersFast Path =MCUS

3. Type 1 next to the customer you are working with and select OK.

Figure 46


Demurrage and StorageCustomizing Codes for a Customer

4. Complete the following fields on the Edit Customer Master window (Figure 46) to customize demurrage for that customer:

5. Select OK to save the new demurrage instructions, then Exit to return to the customer list.

Exclude A indicates this customer should never receive a demurrage bill. For example, if your line serves a power plant where all cars are owned by the customer and not subject to demurrage, you can instruct TMS to exempt that customer from demurrage.

S indicates demurrage should not be calculated on system cars. A system car is any car bearing your railroad’s reporting marks or any car set up as a System Car in the Fleet Master.

Loading Demurrage code to be used when the cars are placed for loading.

Unloading Demurrage code to be used when the cars are to be unloaded.

Private Car Selecting this field indicates that private cars placed at this customer are subject to demurrage. If you select this field, TMS will bill demurrage for private cars in the same manner it bills railroad-marked cars. Leave this field blank if demurrage for private cars should be calculated from constructive placement to placement.

Leave blank if private cars are not subject to demurrage at all. TMS assumes a car is private if the reporting mark ends in the letter X.

TMS TIPS: You can set up exceptions (such as RBOX, ABOX) to the private car rule using the Private Cars as Railroad Cars master file. See “Flagging Private Cars as Railroad Cars” on page 81 for instructions.


Demurrage and StorageSetting Up Demurrage in an RWC

Setting Up Demurrage in an RWC

If a particular tariff or contract has demurrage calculated in a special way, you can set up a demurrage code in the RWC used to bill the move. Any cars billed (or received in interchange) using this RWC will have demurrage calculated based on the code in the RWC.

To set up a demurrage in an RWC:

1. Create a unique demurrage code to be used in the RWC. See “Adding or Modify-ing Codes in the Demurrage/Storage Master File” on page 63 for more informa-tion on how to set up a demurrage code.

2. Go to the View Waybill RWC window. TMS Main Menu 21 Manage Waybills 2 Repetitive Waybill Codes-RWCFast Path =RWC

3. Type 1 next to the RWC you want to work with and select OK.

4. Select Charges/Blocking from the Repetitive Waybill Code Page 1 window.

5. On the Edit RWC Miscellaneous Info window (Figure 47), enter the Demurrage Code that should be used to calculate demurrage for traffic handled using this RWC. You can also enter an N in the Demurrage Flag field if traffic moved under this RWC is not subject to demurrage.

6. Select OK to save the new demurrage instructions, then Exit to return to the RWC list.

Figure 47


Demurrage and StorageAdding or Modifying Demurrage Pool Car Exceptions

Adding or Modifying Demurrage Pool Car Exceptions

If you have a special demurrage contract in effect for a particular series of cars, you can use the Fleet Pool Master to set up a code for those cars. TMS uses that code when cars in that series are loaded or unloaded.

To set up a car series with a particular demurrage code:

1. Go to the Display Fleet Pool Master window. TMS Main Menu 31 Master Files 32 System Fleet MasterFast Path = MFL

2. Select Add to create a new car series or type 1 next to an existing series to modify.

TMS TIPS: If the car series you are adding is similar to an existing series, enter C next to the existing series and select OK. TMS creates a copy of the existing record and you can go on to make any necessary changes.

Figure 48


Demurrage and StorageAdding or Modifying Demurrage Pool Car Exceptions

3. The following fields on the Fleet Pool Master window (Figure 48) allow you to customize demurrage for the group of cars:

4. Select OK to create the new car series or to save the changes you have made. Exit to return to the Fleet Pool list.

Loading Demurrage code to be used when the cars are placed for loading.

Unloading Demurrage code to be used when the cars are to be unloaded.

Exempt Selecting this field indicates the customer is exempt from demurrage.

Leasing Customer

Customer to whom the cars are leased. Use this field only if the cars are subject to special demurrage for a particular customer.

Lease/Mark Car mark of the company leasing the car.


Demurrage and StorageDefining Demurrage Holidays

Defining Demurrage Holidays

A demurrage holiday is a day on which your organization does not charge for demurrage. You must define which days your organization recognizes as holidays so that TMS does not include those days when calculating demurrage and storage charges. Each holiday must be entered with a specific date, and holidays must be entered for each year.

To enter demurrage holidays:

1. Go to the Edit Demurrage Holiday Master window. (Figure 49)TMS Main Menu 24 Demurrage Charges 22 Demurrage/Storage HolidaysFast Path = MHOL

2. You can edit names or delete holidays on this window.

3. To define new holidays, select Go to ‘Add’ Mode.

4. Enter the new Holiday Name(s) and corresponding Date(s).

5. Select OK, then Exit. Your new holidays have been created.

Figure 49

Figure 50


Demurrage and StorageFlagging Private Cars as Railroad Cars

Flagging Private Cars as Railroad Cars

TMS assumes that any car bearing a reporting mark ending in the letter X is a private car. However, many railroads treat certain private cars (i.e., RBOX, GONX) as if they are railroad cars. This is usually equipment owned by Trailer Train. You can use the Private Cars as Railroad Cars master file to designate any private car as a railroad car for demurrage purposes.

To set up Private Car Exceptions:

1. Go to the Private Cars as Railroad Cars window. (Figure 51)TMS Main Menu 24 Demurrage Charges 23 Private Cars as Railroad CarsFast Path =MEXCL

2. Select Add More Cars to enter a list of cars.

3. On the Private Cars as Railroad Cars window in add mode (Figure 51), enter the initials of cars that should be treated as a railroad-marked cars.

4. Select OK to save the list. The cars you entered will be treated as railroad cars for demurrage purposes.

TMS TIPS: The Official Railway Equipment Register is a source of information for Trailer Train cars that might appear in general purpose (non-Intermodal) service on your railroad. You can enter those marks in this file.

Figure 51


Demurrage and StorageCreating a Demurrage or Storage Blocking Rule

Creating a Demurrage or Storage Blocking Rule

When charges are extracted, the Demurrage and Storage blocking tables allow you to override the demurrage/storage charge code or customer based on almost any waybill field. For example, you could use the demurrage table to indicate that cars loaded with a particular product by a demurrage customer should be exempt, or you could use the storage table to indicate that cars are subject to a special storage agreement based on car type. For more information about using automatic blocking tables in TMS, see the TMS Guide: Advanced Automation.

To create a new blocking rule for demurrage/storage:

1. Go to the Select Blocking Category window. TMS Main Menu 31 Master Files 24 Blocking Table Fast Path =BLOCK

2. Choose D Demurrage or S Storage and select OK.

3. Select Add New Rule on the window to add a new blocking rule.

• If you are working with the storage table, you will go directly to the Edit Rule - General Selection window.

• If you are adding a new demurrage rule, the Assign Rule window appears. In the Load/Unload field, enter either a U (to apply the rule to empty equipment) or an L (to apply the rule to loaded equipment). You must also enter a rule order number in the Order field. The order number determines how TMS searches and applies the rules in the blocking table. Select OK.

Figure 52



4. On the Edit Rule - General Selection window (Figure 52), you must

• Enter a free-form rule description or name in the Description field. Use a description that will help you quickly identify the rule. You can also enter a free-form group name in the Class field that will help you rapidly arrange similar rules on the window.

• Enter your selection criteria in the fields shown. This is the information against which TMS matches your inbound waybills or bills of lading to determine if the rule should be applied. For example, you could apply this rule only to cars carrying a certain STCC and/or to cars with a particular Consignee. For more information about using the selection fields, see the TMS Guide: Advanced Automation.

5. To enter additional blocking selection criteria related to equipment dimensions, select EIF. Use any of the parameters listed on the Edit Rule - Select EIF Info window to specify height, weight, capacity, or clearance ranges, or to specify car type or grade criteria. The blocking rule will be applied to all cars that fall within the ranges you specified.

6. Select OK key to enter specifications on how to calculate demurrage for the cars selected by the rule on the Apply Blocking window. (Figure 53)

Figure 53



7. You must enter at least one apply field:

8. When you have completed all appropriate fields, select OK to save the blocking rule.

Demurrage/Storage Code to Apply

Enter a demurrage or storage code to apply to all matching cars. This code will override the normally applied demurrage or storage code in the system.

Exclude from Demurrage/Storage

Enter the appropriate value to exempt the specified cars from demurrage or storage.

Demurrage/Storage Customer

Enter a customer ID to apply to all matching cars; this customer will become the customer responsible for all demurrage or storage charges for all matching cars and will override the current value in the system.


Demurrage and StorageDaily Procedures for Demurrage Billing

Running Demurrage Invoices

Daily Procedures for Demurrage Billing

Many of the steps to produce demurrage and storage billing are part of your daily TMS functions. For example, as you interchange, move, and bill cars, TMS automatically generates the data necessary to bill demurrage. Only the extract and print options are strictly demurrage functions.

1. Move cars in TMS:Move, place, release, and bill cars in TMS. The moves are recorded in Car Movement History and are used to calculate demurrage. TMS determines who to invoice based on where cars are placed. As you move cars into storage, TMS asks you for the customer for which you are storing the cars and the storage charge code to apply.

TMS applies demurrage first according to any special rules found for the RWC, then the car series, then the customer. If no special demurrage/storage rules are found, TMS will apply demurrage according to the default codes found in your railroad profile.

2. Periodically Check Demurrage: You may print a demurrage worksheet periodically throughout the month or you can check your demurrage using estimate created by running trial invoices. In either case, you can review cars and make allowances for special situations based on the results.

3. Extract from Movement History: When you are ready to produce trial invoices or bill final demurrage for the month, you must set TMS to read the Car Movement History file and calculate demurrage for any cars released during the period you specify using the Extract and Build Current Charges option. A record of the demurrage calculation is written to the charges file for review or modification.

TMS TIPS: You can manually flag a record to be re-extracted into demurrage on the Maintain Equipment History window.

4. Print Trial Invoices: You can run trial demurrage invoices to check demurrage for the month, then modify any records needing correction. Continue to run trial invoices until you are satisfied with the results and are ready to print final billing.

5. Run Final Billing: The last step in producing demurrage is to run the final demurrage invoices. During the final run, records transfer from the Current Charges Not Invoiced file to the Demurrage Charges History file.


Demurrage and StoragePrinting a Trial Demurrage/Storage Worksheet

Printing a Trial Demurrage/Storage Worksheet

The demurrage/storage worksheet gives you a chance to review the month’s charges for errors. You can then make corrections to placement or release times before you run the extract. You should print a demurrage worksheet before you extract records into the Demurrage Charges file.

TMS TIPS: Some railroads choose to bypass this step and run demurrage estimates through the trial invoice option.

To print a trial worksheet:

1. Go to the Print Demurrage/Storage Worksheet window. (Figure 54)TMS Main Menu 24 Demurrage Charges 1 Print WorksheetFast Path = DEW

2. Complete the fields to instruct TMS which records to include on the worksheet:

• Enter a Begin Release Date/Time and an End Release Date/Time to specify a date range for the worksheet.

• The selection fields on this window allow you to choose which charges you want to invoice. For example, you could use the Customer field to include charges for one particular customer.

• Complete field definitions are available in “Demurrage Charge Worksheet and Invoice Printing Fields” on page 118.

Figure 54


Demurrage and StoragePrinting a Trial Demurrage/Storage Worksheet

3. When you have made all of your selections, select OK to print the worksheet, then confirm. The report will be printed as you specified.

TMS TROUBLESHOOTING: The worksheet will not pick up records that have been extracted into the invoicing routine.


Demurrage and StorageGenerating Current Demurrage/Storage Charges (Extract)

Generating Current Demurrage/Storage Charges (Extract)

The extract option is the first step you will take to close out demurrage for the period. TMS looks at Car Movement History records and calculates charges for all cars released or moved from storage during the period you specify. The charges are then written to the Demurrage/Storage Current Charges file, which serves as a “working” file so you can review or modify records before final billing.

TMS only calculates demurrage for cars that have been released. Even if the calculation shows no demurrage due, the record is extracted for review. The only records not extracted are those excluded based on flags set in the Customer Master. (For example, you can set a flag in the Customer Master to show that private cars placed at a particular customer are not subject to demurrage.)

During this process, TMS ignores previously extracted records. As records are extracted, TMS sets a flag in Car Movement History to prevent the record from being extracted again later.

To extract records:

1. Go to the Demurrage/Storage Extract window. (Figure 55)TMS Main Menu 24 Demurrage Charges 2 Extract & Bld Current ChargesFast Path =DEXT

Figure 55


Demurrage and StorageGenerating Current Demurrage/Storage Charges (Extract)

2. Enter information to specify the charges to extract:

• You must enter a range of release dates and a Charge Type to instruct TMS which charges to extract.

• You can also specify a Customer if you want to extract records for that particular customer.

• You can force a release of placed or constructively placed cars and end the demurrage cycle using the Apply Force Release field.

3. Select OK to extract the records.

TMS TROUBLESHOOTING: You can reverse the extract process using option 33 Undo Entire Extract for Month. If you take this option, TMS will delete the records for the date range you specify from the Demurrage/Storage Current Charges file and allow you to re-extract those records. You can re-extract immediately or at a later date. Be careful that you do not reverse any charges that have been final invoiced. This will result in duplicate charges.


Demurrage and StorageModifying Current Demurrage/Storage Records

Modifying Current Demurrage/Storage Records

All charge records that have been extracted, even those calculated with zero amounts for straight plan, appear in the Demurrage/Storage Current Charges file. You can use this file to review calculations and print trial invoices before the final run. Records remain in this file until you print a final billing. When you print final invoices, TMS assigns each record an invoice number and moves them to the Demurrage Charges History file.

To review or modify a current demurrage charge record:

1. Go to the Demurrage/Storage Current Charges window. TMS Main Menu 24 Demurrage Charges 11 Demurrage/Storage Current Fast Path = DECU

TMS TIPS: Charges that appear as highlighted on the Demurrage/Storage Current Charges window are in error.

2. You can enter values in the header filter fields of the Demurrage/Storage Current Charges window to view only charges matching those criteria. (Figure 56)

Figure 56



3. Use the following options to review more information about or make changes to a charge record

4. Type 1 next to a record you want to see in detail and select OK. The Demurrage/Storage Charge Details (Figure 57) window shows you specific information about the charge.

If you want to then

delete a record type D next to the record and select OK.

view related storage charges already invoiced

type F next to the record and select OK.

view the car history type H next to the record and select OK.

generate a miscellaneous charge type M next to the record and select OK.

recalculate demurrage/storage charges type R next to the record and select OK.

undo an extract for an individual car type U next to the record and select OK.

view the waybill type W next to the record and select OK.

Figure 57



5. You can also enter or update information in many of these fields. Complete field definitions are available in “Demurrage Charge and Master File Fields” on page 114.

6. Select Daily Rates to modify daily rates.

7. Make any necessary changes the rates and the corresponding dates on the Edit Demurrage Rates window. (Figure 58)

8. Select OK to change the rates, then Exit to return to the Demurrage/Storage Charge Details window.

9. Select Recalculate to refigure the charge totals.

10.Select OK to save all of your changes, then Exit to return to the list of charge records.

TMS TROUBLESHOOTING: If you change the dates, the date change will not be reflected in the TMS Car Movement History file.

Figure 58


Demurrage and StorageReviewing Demurrage Summary Information

Reviewing Demurrage Summary Information

The Invoice Summary option allows you to view basic information at a summary level about all current demurrage invoices. You can also print a demurrage report or reprint an invoice using this option.

To review a demurrage summary record:

1. Go to the Work with Invoice Summary window. (Figure 59)TMS Main Menu 24 Demurrage Charges 13 Invoice SummaryFast Path =DESUM

2. You can perform the following tasks from this window:

Figure 59

If you want to then

see how and when demurrage was calculated for an invoice

type 1 next to the record and select OK.

view the history information of the movement that triggered the demurrage charge

type 5 next to the record and select OK.

reprint a demurrage invoice type P next to the record and select OK.

print a demurrage invoice summary report

select Print Report.


Demurrage and StorageReviewing Demurrage/Storage History Records

Reviewing Demurrage/Storage History Records

All demurrage/storage charge records that have been invoiced appear in the Demurrage/Storage Charges History file.

To review or modify a current demurrage charge record:

1. Go to the Demurrage/Storage Billing History window. (Figure 60)TMS Main Menu 24 Demurrage Charges 12 Demurrage/Storage HistoryFast Path = DEHIS

2. You can enter values in the header filter fields to view only charges matching those criteria.

3. Use the following options to review more information about or make changes to a charge record

Figure 60

If you want to then

view the car history type H next to the record and select OK.

modify the car initial/number or event date/time for a record

type C next to the record and select OK.

view related storage charges that have already been invoiced

type F next to the record and select OK.


Demurrage and StorageReviewing Demurrage/Storage History Records

4. Type 1 next to a record you want to see in detail and select OK. The Demurrage/Storage Charge Details window shows you specific information about the charge. Complete field definitions are available in “Demurrage Charge and Master File Fields” on page 114.

5. Select Daily Rates to review daily rates.

6. Select Exit to return to the Demurrage/Storage Charge Details window, then Exit again to return to the charge list window.

TMS TROUBLESHOOTING: If you find a charge that needs to be changed, you must reverse the charge and then re-invoice the charge. For example, you may have charged an incorrect rate or billed the charge to the wrong customer. For instructions, see “Reversing Invoiced Demurrage/Storage Charges from History” on page 99.


Demurrage and StorageInvoicing Demurrage/Storage Charges

Invoicing Demurrage/Storage Charges

Two options are available for printing demurrage and storage invoices from records that have been extracted to the Demurrage/Storage Current file. You can either print trial invoices that you can use to review demurrage before actually mailing out the final or produce a final invoice to be sent to your customers.

You can print as many trial invoices as you want. Each trial invoice is clearly marked and an invoice number will not be assigned during this process. When you generate final billing in TMS, the program updates the billing records with the invoice number and date and the record moves from the Current Charges file to the Demurrage History file.

TMS TIPS: You can use the Client Addresses master file specify a particular return address to be used only when printing Demurrage/Storage documents. This is useful when you have a specific remittance or inquiry address to be used for demurrage and storage invoices. See the TMS Guide: System Maintenance for instructions.


You can also specify, in the railroad profile, a default number of days after printing that a demurrage/storage invoice is due. If you take this option, TMS will include a Due Date on your demurrage/storage invoices. See the TMS Guide: System Maintenance for details.

To generate demurrage invoices:

1. Go to the Demurrage Charges window. TMS Main Menu 24 Demurrage ChargesFast Path = /DEM

2. Choose one of the following options:• 4 Print Trial Invoices

• 5 Print Final Invoices



3. Complete the fields on the Print Demurrage/Storage Invoices window (Figure 61) to instruct TMS how to generate the invoices:

• Enter a Beginning Release Date and an Ending Release Date to specify a date range for the invoices.

• The selection fields on this window allow you to choose which charges you want to invoice. For example, you can invoice charges only for a particular Billing Road. You could also use the Select Customer field to invoice charges for one particular customer or the Exclude Customers field to invoice charges for all but specified customers.

• If you are printing trial invoices, you can choose to print summary information only by selecting S in the Print Detail/Summary field. This allows you to see totals by demurrage code.

• Complete field definitions are available in “Demurrage Charge Worksheet and Invoice Printing Fields” on page 118.

4. When you have made all of your selections, select OK to print the chosen invoices, then confirm. The invoices you selected will be printed as you specified.

TMS TIPS: When you print final invoices, TMS assigns the invoice date and number to each record billed. TMS takes the next invoice number from the Railroad Profile Maintenance file. For more information on setting the initial value for this field, see “Railroad Profile Maintenance” in the TMS Administrator Manual.

Figure 61



Reprinting Demurrage/Storage Invoices

The reprint function allows you to print a new copy of final-invoiced non-transportation charges. This option is useful if you need another copy for your records or if the customer did not receive an invoice. Note, however, that the invoice is not regenerated and no details may be changed when you reprint.

To reprint an invoice from Demurrage/Storage History:

1. Go to the Reprint Demurrage/Storage Invoices window. (Figure 62)TMS Main Menu 24 Demurrage Charges 6 Re-Print InvoicesFast Path = DERPR

2. Complete the fields to select which invoices you want to reprint and the format you want to use. Complete field definitions are available in “Demurrage Charge Worksheet and Invoice Printing Fields” on page 118.

3. Select OK to reprint the invoice and confirm. The invoices you selected will be printed as you specified.

TMS TIPS: You can also reprint demurrage/storage invoices from the Work with Invoice Summary window

Figure 62


Demurrage and StorageReversing Invoiced Demurrage/Storage Charges from History

Reversing Invoiced Demurrage/Storage Charges from History

Demurrage or storage records move from the Demurrage/Storage Current Charges to the Demurrage/Storage History file when you produce final invoices. If you need to make changes to a charge after it has been invoiced, you can reverse the history record, then re-invoice that charge.

When you take this step, the original invoice is erased completely, including history, and the re-invoiced charge will have a new invoice number.

TMS TIPS: You can also choose to void an invoiced charge record, then re-bill it. This option will retain history for audit purposes and keep the invoice number, with a version number added, for any subsequent re-billed invoices. For instructions on this option, see “Reversing Invoiced Demurrage/Storage Charges with Version Numbering” on page 101.

To reverse demurrage or storage history records:

1. Go to the Reverse Final Demurrage Invoices window. (Figure 63) TMS Main Menu 24 Demurrage Charges 32 Reverse Final InvoicesFast Path = REVDM

Figure 63


Demurrage and StorageReversing Invoiced Demurrage/Storage Charges from History

2. Complete the fields to select which invoices you want to reverse:

• You should usually select invoices according to Invoice Number Range. This is the most foolproof way to choose exactly the invoice(s) you want to change.

• You can choose to run a trial reverse and review the invoices before you perform a final reverse. The trial reverse will only create a report; the final reverse will back all selected invoiced out and return these charges to the Demurrage/Storage Current Charge file.

• You must enter an Accounting Period when you run the final reverse.

3. Select Submit Reversal to reverse all chosen invoices, then confirm.

4. You can now return to the Demurrage/Storage Current Charge file to make any necessary changes, then re-invoice those charges. See “Modifying Current Demurrage/Storage Records” on page 90 and “Invoicing Demurrage/Storage Charges” on page 96 for instructions.


Demurrage and StorageReversing Invoiced Demurrage/Storage Charges with Version Numbering

Reversing Invoiced Demurrage/Storage Charges with Version Numbering

TMS allows you to modify and reverse invoices that have already been generated.

If you use this option to reverse charges, TMS will create multiple versions of the same demurrage invoice. These versions will be differentiated by a version number that will appear on all demurrage windows and reports. This feature allows you to retain the same invoice number and leave a clear audit trail if you need to re-bill a demurrage invoice.

When you create a new invoice, that invoice will be version 1. If you need to reverse or modify the new invoice, TMS will advance the version number by one each time.

TMS TIPS: You can also erase the original invoice completely, including history, and create a re-invoiced charge with a new invoice number. For details, see “Reversing Invoiced Demurrage/Storage Charges from History” on page 99.

To reverse demurrage or storage history records:

1. Go to the Work with Invoice Summary window. (Figure 64) TMS Main Menu 24 Demurrage Charges 13 Invoice SummaryFast Path = DESUM

TMS TIPS: On the Work with Invoice Summary window, any invoice with more than one version is highlighted with an Invoice Status of V.

Figure 64



2. Type 8 (Void/Copy) next to the invoice you want to reverse and select OK.

3. The Work with Demurrage Invoice window appears (Figure 65), listing all charges associated with that invoice. Select the Void/Copy function to void the original invoice.

Figure 65

Figure 66



4. Choose one of the following options from the confirmation window (Figure 66):

• F10 Void with Copy: Voids the entire invoice and creates a new copy to be modified. Any charges on the original will also appear on the new copy.

• F13 Void: Voids the original without making a copy. If you take this option, all charges associated with the invoice will be reversed and must be re-created from the beginning.

5. Once you have voided the current version, you can use the Previous Version and Next Version functions on the Work with Demurrage Invoice window to scroll between the new invoice and the voided invoice(s). Note that the newly copied invoice will be marked as “Current” in the window title; any older versions will be marked as “History.”

From this window you can make any necessary changes to the invoice. You can add other associated charges (Add Unbilled Charge) or create new charges (Add New Charge). You can also remove or modify existing charges.

6. When the charges are correct, you can re-invoice the modified charges using the Print Invoice function on the Work with Demurrage Invoice window, or you can re-print multiple invoices using the option 7 Print Adjusted Invoices from the Demurrage Charges menu. Note that the charges will not be re-billed until you generate the new invoice(s). See “Invoicing Demurrage/Storage Charges” on page 96 for instructions.

TMS TIPS: Use option 10 Unbilled Adjusted Invoices to review a list of unbilled changes or adjustments that have been made to previously billed invoices. From this window, you can make any further necessary adjustments and print new invoices.

TMS TIPS: Use option 14 Demurrage Invoices to trace the current version of any invoice using the invoice number.


Field DefinitionsSwitching/Other/Non-Transportation Charge and Master File Fields

Accting Mo/Yr When you print or reprint the invoice, TMS uses the current month and year as the accounting month and year. It stores the accounting month and year on the charge record. You can override this date as necessary.

Accounting System GL Account Number

See GL Number.


Three free-form lines in which you can enter additional information.

Address/City/St/Zip

Address for the Customer.

Adjustment Code/Percent

See Charge Adjustment Code.

Attention Person who will receive the invoice, as set up in the Customer Master.

Auto-Generated?

This field is selected if the non-transportation charge was created automatically from a timed cycle.

Bill Amount Total amount of the bill without any charge adjustment.

Bill Date TMS populates this field with the date on which you final print the invoice.




Field Definit ionsSwitching/Other/Non-Transportation Charge and Master File Fields

Charge Adjustment Code



TMS TIPS: When you print an invoice for a charge, any charge adjustment will automatically be included in the charge amount.

Charge Code Unique code to describe and identify the charge. Before you enter any charge codes in TMS, you should first carefully plan out the scheme you will use to set up these codes. See “Naming Charge Codes” on page 7 for more information.

Charge Date/Time

Date and time the charge was generated.

Changed By ID of the user who last changed the record.

Charge Type Movement type that generated the charge.


Currency See Currency Code.

Currency Code

Codes that indicate the currency in which the charge was billed: Canadian dollars (CND), Mexican pesos (MXP), or US dollars (USD).

Currency Type See Currency Code.


Date/Time See Last Changed.

Day of Month Day of the month on which TMS should automatically invoice recurring monthly non-transportation charges. If you enter a number greater than the last day of the month, TMS will use the last day. For example, if you enter a value of 31 in this field, June invoices will be generated on June 30, and February invoices will be generated on February 28.

Use this field only if you have used Recurring Billing Code M.

Description TMS displays the description generated by the service type.




Event Dates Next/Last

Date from which TMS calculates the Number of Days field. TMS will issue the first invoice on the event date.

Event Date Date the service was provided.

Expiration Date

Date the charge is no longer valid. Charges cannot be billed before they are effective or after they have expired.

TMS TIPS: You should not delete most expired charges. You can use these charges as an historical reference for past rates.

TMS TIPS: For recurring charges, you should use an expiration date if the charges have a definite ending date. For example, if you have charges originating from a twelve-month agreement for monthly rent you can set the expiration date at the end of the twelve months, when the payment rate changes, to preserve the audit trail.

Extract? Selecting this field indicates that you want to extract charge information to a data file.

Extracted to Supertrip

Selecting this field indicates that the record has been extracted to Supertrip.

G/L See GL Number.


Group Bill Flag This field is used to group charges for the same customer, service type, and billing station. If you select this field, all the non-transportation charges with this code for the same customer, station, and service type will print on one invoice when you print from the Print Non-Transportation Invoices menu option. However, if you print immediately from this window, TMS ignores the Group Bill Flag.

Include in Supertrip

Selecting this field instructs TMS to include the charge in Supertrip records.

In most cases, you should select this field. In some cases, however, you may be using TMS to generate a charge that you do not want reflected in the Supertrip traffic reports. For example, if the charge is a trackage rights fee you pay other railroads for the use of the track required to move the freight, you might not want this fee reflected as part of you supertrip traffic report, so you would set this flag to N.



Invoice TMS automatically completes this field with the invoice number when you print the final invoice.

Last Changed Display-only field shows the date and time the record was last modified.

Last Printed Display-only field shows the date and time the record was last printed.

Minimum Amount

Minimum dollar amount to bill if the rate is other than a per car rate. (The amount you enter in this field is billed if the charge TMS calculates is less than this amount.) If a minimum amount was not used when TMS generated this charge, the word “NO” appears in this field.

For example, if the junction settlement is based on $2.00 PT (per net ton) and a car carried 90 tons, the calculated amount is $180. However, if you enter $200 in the minimum amount field, the junction settlement is billed at $200.

Minimum Amt Used

See Minimum Amount.

Number of Days

Use this field only if you used Recurring Billing Code N. To automatically generate invoices with a frequency other than monthly or annually, enter the number of days between billings. For example, 1 indicates that charges should be generated daily, and 7 indicates a weekly charge. Do not use the Number of Days field with monthly, annual, or one-time charges. This field is used in conjunction with Event Dates Next/Last.

Price Authority: Agency

Regulatory agency that governs the contract.

Price Authority: Item Number

Number assigned in the tariff to the rate or group of rates applying to the shipment.

Price Authority: Number

Contract/price quote tariff number associated with this charge.

Price Authority: Type

Code that indicates whether the pricing basis for the charge comes from a contract (CT), tariff (TS), or price quote (PR). When you choose the option to print switch charges, you can choose to also print this information.



Quantity For switching charges, this field shows the number of cars on multi-car waybills to which charge was applied.

For non-transportation charges, this field shows the quantity to be charged. This value is used in association with the Quantity Qualifier.

Quantity Qualifier

Way the quantity is measured. This option is used when the non-transportation rate is based on a quantity. Valid options include Gross Tons (2240 LB) (GT), Kilograms (KG), Pounds (LB), Long Tons (Metric, 2205 LB) (LT), or Net Tons (2000 LB) (NT).

Rate Dollar amount or rate to bill. For incidental charges, the rate is used in conjunction with a Rate Code. For non-transportation charges, the rate is associated with a Rate Qualifier.

Rate Code Criteria for calculating the charge.

If you enter a Per Car rate code (PC), TMS will generate the dollar amount shown in the Rate field for each car billed with that code. You will not need to use the Minimum Amount field.

If you use rate codes Per Gross Ton (GT), Per Hundred Weight (PH), or Per Net Ton (PT) TMS will multiply the rate against the weight listed on the waybill. If you use these values, RMI highly recommends using the Minimum Amount field in the event waybills are received from your connecting carriers without weights.

Other options include Per Hitch (PI) and Per Trailer (PT).

Rate Qualifier Code that indicates the type of rate. For example, if you enter Per Car (PC), the rate is calculated per car.

Reclaim Code Car hire reclaim code in effect when the charge was generated.

Recurring Billing Code

Interval at which TMS should automatically invoice a charge. Enter M if TMS should invoice the charge monthly, A if TMS should invoice the charge annually, or N if TMS should invoice the charge at an interval of a specified number of days. This field is used in conjunction with Day of Month, Number of Days, and Event Dates Next/Last.

Reference Free form explanation of the type of billing performed.

Road Road to bill for switching or junction settlement moves.

Sales Tax Code

Type of sales tax applicable to the charge. Enter S for state sales tax or I for intra-state sales tax.

Service Code See Service Type.



Service Type Code that identifies the type of service for which the charge is generated. The code you enter must be set up in the Service Types master file.

Source Description of how the data was entered into TMS. For example, “Outbound Interchange” indicates that the charge was generated when the car moved off-line.

Suppress Extract to Cash

Selecting this field prevents TMS from extracting this charge to Cash.

Suppress Zero Charges

Selecting this field prevents TMS from creating a charge with zero dollar amounts. This field is usually needed only on weight-based rates for which the car has no associated weight.

Total Amount Total amount due. TMS combines the bill amount with any charge adjustment and computes the total of the charge.

Total Charge See Total Amount.


Field Definit ionsSwitching/Other/Non-Transportation Invoice Printing Fields

Switching/Other/Non-Transportation Invoice Printing Fields

Accounting Month/Year

Accounting month and year to be invoiced. Leave blank to bill for all available accounting months/years.

TMS TROUBLESHOOTING: Do not enter the accounting month and year for a trial run. TMS allows this field only on a final print.

Accounting Period

Range of accounting periods to be invoiced. Leave blank to bill for all available accounting periods.


Three free-form lines you can use to further describe the invoice. This option is especially helpful when you are invoicing one particular party for one particular event.

Additional Summary Sheet Heading

Three free form fields you can use to further describe the invoice. These fields print on the summary report only.

Agreement Number

Agreement numbers to be invoiced. Leave blank to bill all agreement numbers.

Assign Account Period: Month/Year

See Accounting Month/Year.

Bill Date Range Range of event dates to be invoiced. Leave blank to bill for all billing dates.

Billing Road Road generating the charges to be invoiced. Leave blank to bill for all roads. Usually this field is blank unless you are operating a multi-road operation.

Canadian Funds Selecting this field chooses only records billed in Canadian currency for printing.

TMS TROUBLESHOOTING: You must create the charges in Canadian currency before you can use this print option.

Change Account Period: Month/Year

If you want to change the accounting month and year for the invoices you are reprinting, enter the new month and year in this field. If you leave the field blank, the month and year will not change.



Charge to Customer or railroad to be invoiced. Leave blank to bill all customers.

TMS TIPS: If the Switch Extract Type field is set in the master file for the customer or railroad you are invoicing, an extract file will be created and sent to that party.

Charge to Code P generates billing against a customer (patron) and R generates billing against a railroad.

Charge to Customer

See Charge to.


Event Date Range

See Bill Date Range.

Final or Trial Run

T instructs TMS to print trial invoices; F instructs TMS to print final invoices.

TMS TIPS: During trial runs, TMS does not assign the charge records a final invoice number. You can print as many trial invoices as you want. When you generate final billing in TMS, the program updates the billing records with the invoice number and date.

Generate 1 Invoice Per Charge

Selecting this field generates a separate invoice for each charge.

TMS TIPS: This option will consume a sheet of paper for each detail record. RMI recommends using this option only if you will be printing a small number of settlements.

Inv/Serv Type Selecting this field instructs TMS to print separate invoices for each service type. Note that if this field is set to Yes (Y) in the railroad profile, it cannot be modified on the Print Switching Invoices window.

Invoice Date Range

Range of invoice dates to be reprinted. Leave blank to reprint all available invoice dates.

Invoice Number Range

Range of invoice numbers to be reprinted. Leave blank to reprint all available invoice numbers. Use Invoice/Rev to reprint a single switching invoice.



Invoice/Rev Single invoice number and revision number to be reprinted. Leave blank to print all available invoice numbers. Use Invoice Number Range to reprint multiple invoices.

Number of Copies

Number of copies of each invoice to print.

Print Additional Origin/Destination Line

Selecting this field includes origin and destination details on a separate line beneath each car.

Print Commodity Summary

Selecting this field includes a summary of commodities shipped on the invoice.

Print Detail/Summary

D instructs TMS to print invoice details, S to print invoice cover sheets only, and B to print cover sheets and details.

TMS TIPS: When you print invoices, the invoice detail will print first. After all the detail has printed, a summary cover sheet will print if you specified S or B for the Print Detail/Summary option. If you would like to use the cover sheet produced by TMS, tear it off and staple it to the invoices before mailing.

Print in French? Selecting this field instructs TMS to print the invoice in French.

Print Invoices For

1 selects invoices for standard charges and 2 selects invoices for train charges.

Print Queue Name of the printer that will print the invoice. If you want to e-mail the invoice, type EMAIL in the field.

Print Summary Report

Selecting this field generates a summary report in addition to the invoices. If you do not want to print a summary report, enter N. You can also choose to print Analysis Only (A) or a Train Charges Billing Report (T).

Reprint Invoices For

See Print Invoices For.

Service Type Charge service types to be invoiced. Leave blank to bill charges regardless of service type.

Start/End Date Date range for which you want to generate billing.

Station Station at which charges to be invoiced were incurred. Leave blank to bill charges regardless of billing station.

Summary Type Type of charge to invoice. Enter A to invoice all types.



Type of Detail Print

Type of detail line you want to print on the report. Rate (R) prints the rate used to generate to charge, ENS (E) prints any fuel surcharges separately, G/L Account (G) prints the general ledger account from the Service Code, PO Number (O) prints the purchase order number from the 417, Price Authority (P) prints the price authority value from the charge master file, Waybill Number (W) prints the waybill number and date, Reference (X) prints the reference description, and BOL (B) prints the bill of lading number. Leave blank if you do not want a detail line.

Type of Detail Print Line

See Type of Detail Print.


Field Definit ionsDemurrage Charge and Master File Fields

Demurrage Charge and Master File Fields

Actual Placed Date the car was actually placed at the customer’s siding or moved into storage.

Average/Mixed: Cancellable Debits

Number of cancellable debits for average or mixed agreements.

Average/Mixed: Credits

Number of credits for average or mixed agreements.

Average/Mixed: Non-Cancellable Debits

Number of non-cancellable debits for average or mixed agreements.

Begin Time Time or event that starts demurrage/storage calculations.

If you enter a time in HHMM format, calculations begin at an exact time entered (e.g., 0700 for first 7:00 am).

If you enter PL, calculations are based on placement time.

If you enter Day, calculations start on the day a car is placed into storage--the exact time is not considered. This option is used only for storage calculation.

Car Initial and number of the car under demurrage.

Charge Code Demurrage or storage code that generated the bill.

Charge Type Type of demurrage agreement under which the charge is calculated.

Chargeable Days

Number of days to receive demurrage charges.

Constructive Placed

Date the car was constructively placed.

Contract Begin Time

Time demurrage should always begin. This is a rarely used option that you can use to “force” a begin demurrage time for a contract.

Contract Begin Time Override

Used only under special circumstance. Call RMI Customer Support for assistance.




Credit Days Limit

If you are using an average plan, enter the number of days the customer has to load or unload a car in order to earn a credit. If you are using a simplified plan, enter the number of credits given.This field is not used for straight plan demurrage or for storage.

Currency Code



Date/Time Date and time the car was placed at the customer’s siding or put into storage.

Demurrage/Storage Code

Descriptive name that represents the code. See “Demurrage Code Setups” on page 67 for ideas on how to name your codes.

Description (optional)

Free-form field to include extra information about the agreement you are creating.

Effective Date Date that the code goes into effect.

Exclude: Sat/Sun/Holiday

Indicates whether Saturday, Sunday, or Holidays should be excluded from demurrage calculations.

If you enter an A, that day will always be excluded from demurrage. If you enter a Y, that day will be excluded unless demurrages charges have already started, and if you enter an E, that day will be excluded if free days are left. If you leave a day blank, demurrage will always be counted for that day.

Excluded + Free Days

Number of free days plus weekends and holidays.

For Reason the equipment is being held. Valid options include Loading (LOAD), Unloading (UNLD), and No Change (NC).

Free Day for Spot on: Friday/Saturday/Sunday/Holiday

One day is added to the credit days limit if the car is placed on the day(s) selected.



Free Hours Number of free hours for the move. You can use this field to modify the demurrage to be calculated for a move, For example, to give a customer an extra fee day, you can increase the number of hours by 24, then press F6 to recalculate the demurrage.

G/L Account Number


Kind Car type.

Minimum Days to Bill

Minimum number of days to bill. This field is only applied if the calculated charge is greater than zero.

Minimum Days See Minimum Days to Bill.

Minimum Used?

Flag indicating whether the Minimum Days to Bill field is used in the charge master.

Move Type Indicates whether the demurrage is prompted by loading (L), unloading (U). Leave the field blank for storage codes.

Number of Free Hours

For demurrage, enter the number of free hours a customer has to load or unload a car. For example, if you have a special contract where a customer has five days to load a car, enter 120 in this field.

For storage, enter the number of hours the car owner or customer will have free before storage begins.

Ordered Date the car was ordered by the customer. If the ordered date occurred after the placement date, TMS starts demurrage on the ordered date.

Private Calc R instructs TMS to calculate charges for private cars in the same way you would any other car. Leave blank to calculate as a private car, from constructive placement to placement.

Private Car Selecting this field indicates that TMS determined the car was a private car under this storage or demurrage agreement.

Private/Rail Override

P overrides type and calculates all cars as private cars; R overrides type and calculates all cars as rail cars. Leave blank to calculate each car as normal.

Released (Actual)

Date the car was released from the customer or moved out of storage.

Released Constructive Placed

Date the car was released from constructive placement. This date is for information only and does not affect the demurrage calculated by TMS. If you need to make allowances for release from constructive placement, modify the number of free days.

RWC RWC in effect for the move.



Service Type Code that identifies the type of service for which the charge is generated. The code you enter must be set up in the Service Types master file. (for intermodal only).

Source Indicates where TMS found the demurrage code used to calculate the demurrage or storage charge. PRF shows that the code came from the Administrator Menu, PTN from the Customer Master, and RWC from the RWC.

Spot: Fri/Sat/Sun/Holiday

Used for straight plan only. This is a rarely used option that you can use to give customers an extra day for cars placed on the specified days.

Start Spot on PCON

When determining Spot: Fri/Sat/Sun/Holiday field, select this field to use PCON to begin placement.

Station Station where the car was placed or stored.

S (Status) Indicates whether an invoice is Active (A) or has been Voided (V).

STCC Commodity being transported on the move.

Total Amount Total demurrage or storage amount due.

Total Days Total days from constructive or actual placement until release.

For storage, this field indicated the total time from moving the car into storage to moving it out of storage or the end of month was reached.

Track Track where the car was placed.

T (Type) See Charge Type.

Use PCON to determine Fri/Sat/Sun/Holiday Spot

Selecting this field instructs TMS to use PCON to determine the placement date. Leave blank to use PACT.

Ver Invoice version. When you create a new invoice, that invoice will be version 1. If you reverse the invoice after it has been generated and create a new copy, TMS will advance the version number by one on the new copy.

Waybill Control

Waybill control number.


Field Definit ionsDemurrage Charge Worksheet and Invoice Printing Fields

Demurrage Charge Worksheet and Invoice Printing Fields

Apply Force Release

Selecting this field will prompt TMS to force a release of placed or constructively placed cars and end the demurrage cycle. If you choose to apply a forced release, the demurrage exposure for the customer up to the end release date will be included on the demurrage worksheet.

Begin Release Date/Time

Beginning car release date and time for producing invoices or calculating worksheet.

Billing Road Road generating the charges to be invoiced. Leave blank to bill for all roads. Usually this field is blank unless you are operating a multi-road operation.

Charge Type Type of demurrage agreement under which the charge is calculated. Leave blank to include all charge types. Use All Demurrage to extract demurrage only.

Commodity Print Option

C includes a commodity description, a P includes product group on the invoice.


Customer Customer to be invoiced. Leave blank to include all customers.

End Release Date/Time

Cut-off car release date and time for producing invoices or calculating worksheet.

Exclude Customers

Customer codes of customers to exclude from billing.

Exclude Zero Amounts

Selecting this field suppresses printing charges with a zero amount; an N includes zero amount charges.

TMS TROUBLESHOOTING: If you choose to exclude zero amounts, only cars where an actual demurrage amount was calculated will print on the report. For customers under average agreement, you will only see cars for which debits appear.

For Customer See Customer.

Invoice Date Billing date to be assigned to invoices to be printed. The default is today’s date.

Invoice Date Range

Range of invoice dates to be reprinted. Leave blank to reprint all available invoice dates.


Field Definit ionsDemurrage Charge Worksheet and Invoice Printing Fields

Invoice Number Range of invoice numbers to be reprinted. Leave blank to reprint all available invoice numbers.

Number of Copies

Number of copies to print.

Output Queue See Print Queue.

Print Error Report

Selecting this field instructs TMS to include the reason for the non-extraction of charges on the worksheet.

Print in French? Selecting this field instructs TMS to print the invoices in French.

Print on invoices:

Optional field that allows you to print the release dates on the invoice.

Print Queue Name of the printer to send the invoice or worksheet. To distribute by e-mail, enter EMAIL.

Private/Non-Private Cars

P prints only private cars or N prints only non-private cars. Leave blank to print both.

Select Customer See Customer.


tms guide: charges and demurrage -...

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