Adding and verifying additional costs

Updated 6 days ago by Katarzyna

Who can use this feature?

The feature is available to all users of the Trans.eu Platform.

Access requirements: A Visibility or Monitoring Visibility status is required (on at least one transport).

In this article, you will learn:

  • who and when can add an additional cost to an order,
  • what the cost-adding process looks like,
  • how the other party verifies the cost,
  • what happens after the cost is accepted or rejected.

This feature allows both parties to an order to add and verify additional costs.

Adding an additional cost

Either party to the order can add an additional cost.

  1. Open the order details.
  2. Go to the Costs tab.
  3. Click Add cost.
  4. Fill in:
  • the cost name,
  • the category,
  • the value (amount or percentage)
  1. Assign the cost to the selected transport (optional).
  2. Add attachments and a comment (optional).
  3. Save the cost.

After saving, the cost is sent for verification by the other party.

Cost verification by the other party

If the other party adds a cost, you will see it in the Costs tab in the order details.

  1. Open the order details.
  2. Go to the Costs tab.
  3. Select one of the options:
  • Accept - the cost will be recognized and settled.
  • Reject - the cost will not be recognized and will receive the status "Rejected".

Once a cost is accepted, it cannot be edited.

Adding a Cost Charged to the Ordering Party

If you want to increase the order value, for example by granting the carrier additional compensation for flexibility, fast execution, or by settling an agreed surcharge, you can add a cost charged to your company yourself. Such a cost is automatically approved by the system and does not require any action from the carrier.

How do I add a cost charged to the Ordering Party?

After the carrier has accepted the order:

  1. Open the order details.
  2. Go to the Costs tab.
  3. Click Add Cost.
  4. In the cost creation form, in the field specifying the party charged with the cost, select Ordering Party.
  5. After selecting this option, the system will automatically set:
    • the cost category to Additional Charge,
    • the settlement method to Add to the Total Order Value.
    These parameters are set automatically and cannot be edited.
  6. Enter the cost name and value. You can specify either an amount or a percentage of the freight value, for example a flexibility bonus or a surcharge for additional operational arrangements.
  7. Provide additional information:
    • indicate the transport to which the cost applies (for orders covering more than one transport),
    • select the currency,
    • add attachments.
  8. Click Send.
    The cost will be automatically verified and approved by the system. Its value will immediately increase the total order value. The carrier does not need to approve such a cost and will not receive a notification about its addition.
The Ordering Party may add, edit, and delete such costs until the order is closed. Once the completion of the order has been confirmed and the order has been closed, removing such an additional charge will no longer be possible.

FAQ

Can a rejected cost be recognized again?

Yes. A rejected cost can be recognized again without creating a new item.

Can a cost be edited after acceptance?

No. After acceptance, the cost cannot be edited.

Can the other party add their own cost?

Yes. The other party can add costs incurred by them as separate items, which will be subject to your verification and possible acceptance or rejection.

At what stage of an order can a cost be added?

At any stage — also after completion and after the order has been archived.

Do unresolved costs block closing the order?

No. The order can be closed even if there are unresolved costs.

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