Freight Rebates

The Freight Rebates action is used to calculate freight discounts for clients based on the volume of cargo transported during a selected period.

Freight Rebate Invoice Type

Freight rebates are issued in the system as invoices of a special type — Freight Rebate Invoice.

This invoice type is defined in the Cargo Module, but its card uses the standard invoice structure of the Accounting Module.

Process Overview

Freight rebates are typically provided when large cargo volumes are transported during a defined period.

The process is organized as follows:

  1. Freight invoices eligible for rebate are selected for a specific client.

  2. A Package Type is selected.
    The shipped quantity of this package type forms the basis of the rebate calculation.

  3. A Rebate Rate is specified (amount per transported unit).

  4. The system generates a Freight Rebate Invoice that references all freight invoices included in the calculation.

The generated invoice can then be used for:

  • reconciliations with future settlements involving the counterparty;

  • issuing a refund.

The rebate amount is calculated using the formula: RebatedAmount=ShippedQuantity×RebateRateRebatedAmount = ShippedQuantity × RebateRate

where:

  • Shipped Quantity — Total transported units across all selected freight invoices.

  • Rebate Rate — Rebate amount per transported unit.

Supported Package Groups

Rebates are calculated using four aggregated package groups:

Boxes

All box subtypes

Pallets

All pallet subtypes

Containers

All container subtypes

Tons

Cargo weight (e.g., bulk cargo)

  • A rebate invoice is always created separately for each counterparty.

  • Each freight invoice can be included in a rebate only once.
    To make a freight invoice eligible again, the rebate invoice that references it must first be deleted.

Freight Rebates Generation

Rebate invoices are created using the Freight Rebates action available in the More Actions submenu. This action opens a three-step interface used to configure rebate parameters and generate invoices.

The process consists of three steps:

  1. Selection criteria for freight invoices and default rebate parameters.

  2. Selection of freight invoices included in the rebate.

  3. Preview of generated rebate invoices.

Step 1: Freight Invoice Selection Criteria

When the interface opens, the first step displays filters used to select freight invoices, along with the default rebate parameters.

Freight Invoice Filter

The following parameters are available:

  • Subject: Entity used to group freight invoices and define the rebate invoice client.

    • Client — Taken from the freight invoice.

    • Shipper — Taken from bills of lading linked to the freight invoice.

    • Consignee — Taken from bills of lading.

    • Notify — Taken from bills of lading.

  • Mode: Interface operation mode.

    • Generate Rebates — Generates rebate invoices.

    • Display Statistics — Displays shipment statistics without generating rebate invoices.

  • Port of Loading: Cargo loading port (single-select).

  • Port of Discharge: Cargo discharge port (single-select).

  • Freight Invoice Period: Freight invoice issue date range.

  • Package Types: Package types with non-zero quantity.

  • Include Drafts and Other Unreleased Invoices: Includes invoices not in Released status.

Default Values for Rebate

This section defines default parameters used during rebate generation:

  • Currency: Currency of generated rebate invoices.

  • Default Package Type: Package type used for quantity calculation. This value can be modified later for individual counterparties.

Step 2: Freight Invoice Selection

At the second step, the system loads freight invoices matching the selected criteria.

The data is displayed in a multi-level structure grouped by:

  1. Counterparty

  2. Voyage

  3. Freight Invoice

  4. Bill of Lading

Each level displays basic identification data and the total transported quantity.

  • For freight invoices, the Amount field represents the quantity of transported units for the selected package group (see Details article, ‘Cargo Pack Types' Section).

  • Voyage totals represent the combined quantity of all freight invoices included for that voyage.
    Counterparty totals represent the sum across all voyages.

  • The bill of lading level is informational only and cannot be edited.

Include Field

At most levels, the Include checkbox determines whether the object participates in the rebate calculation.

For counterparty and voyage levels, the checkbox supports three states:

  • Included — All child objects are included;

  • Partially Included — Only some child objects are included;

  • Excluded — Objects are not included.

At the freight invoice level, only two states are available: Included or Excluded.
Changing the state at the counterparty or voyage level automatically updates all child objects.

Rebate Parameters

At the counterparty level, additional rebate parameters are displayed.

Available fields:

  • Package Type: Package type used for rebate calculation (editable).

    • Default value comes from Step 1.

  • Selected Units: Total transported units included in the rebate (read-only).

  • Rebate Rate: Rebate amount per transported unit (editable).

  • Rebate Total: Total rebate amount for the counterparty (read-only).

After selecting the required invoices and rebate parameters, the process proceeds to Step 3 where rebate invoices are prepared.

Step 3: Freight Rebate Invoice Preview

At this step, rebate invoices are generated but not yet saved.
A separate Freight Rebate Invoice is prepared for each counterparty.

Invoice parameters are defined as follows:

  • Issued By — Internal company defined as the default invoice issuer for the counterparty.

  • Client / Payer — The counterparty selected during the rebate process.

Default Invoice Issuer Setting

The default invoice issuer is configured in the Contact card:
Contacts Module → Contact card → Accounting tab → Invoices subtab → Invoice Issued By field

The same setting is also available from the Contact Settings window in any outgoing invoice.

The final screen contains:

  • Left panel — List of generated rebate invoices;

  • Right panel — Print preview of the selected invoice.

A rebate invoice can be opened for editing by double-clicking it in the list.

Since rebate invoices are automatically saved with status Released, this preview step is the only stage where changes can be made before saving.

If further editing is required later, the invoice must first be manually returned to Draft status.

Click and confirm in the dialog window to save the generated invoices to the database.