FLAT RATE FUNDING GROUP LLC

This manual is intended for user doing the weekly Invoicing process (FROM making the list of customer &
amount to be invoiced TO importing into quickbooks). Invoicing is done using some reports (basically they are
usage reports) and the details under those reports are required to be fed in our tool (google sheet) and process
the details to complete out invoicing list to avoid any omission.
The goal of this document is to provide steps wise procedure and some basic instructions on how to complete
“Weekly Invoicing” process.
For more details and clarifications one can also refer the training video in google drive.
The following are the head points under which the process is required to be done.

I. Downloading EFS Reports

II. Getting Reports and Google sheet (Invoicing tool) ready
III. New Client
IV. Money Code used
V. Discounts (Credit memo)
VI. Getting Import Files ready
VII. Saasant upload
VIII. QuickBooks- receive payments for discounts given
I. Downloading EFS Reports
Reports to be downloaded: Enhanced transaction reports, Retail transaction reports and Money code use reports.
1. We are required to download 4 files form each EFS account (i.e. total 8 files) and for that follow the below
mentioned steps:

1.1. Login into our EFS account (https://emgr.efsllc.com/security/logon.jsp)

1.2. First download Enhanced transaction reports:

 Go to Select Program > Reports/ Exports > Enhanced transaction report.

 Then click on the saved reports tab and run a report.

  Select date as our week ending, example: 16 Dec, 2019 to 22 Dec, 2019 (Monday to Sunday).
 Run saved report and download the file.

1.3. Download retail transaction report (i.e. a pdf file), this file is required to have a check that nothing has been
missed out for our invoicing process.

 Go to Select Program -> Reports/ Exports -> Retail transaction report.

 Select date as our week ending, example: 16 Dec, 2019 to 22 Dec, 2019 (Monday to Sunday).
 In Group by: Select “Sub Fleet”.
 Other fields would be auto checked as shown below.
  Then submit and download pdf report.

1.4. Download Money code use report:

 Go to Select Program -> Reports/ Exports -> Money Code Use Report
  Select immediate report (It would already be selected).
 Select the date of the week for which invoicing is to be done, example: 16 Dec, 2019 to 22 Dec, 2019
(Monday to Sunday)
 Format type as: Excel.
 Submit and download.
 Do same steps and select format type as pdf, then submit and download.

Now all 4 reports are downloaded for 1 account, perform similar steps and download the same 4 reports for
other account.
1.5. After all reports (total 8 reports) are downloaded, move them to their respective folder in “Weekly reports”
in “EFS Transactions Reports” in google drive as shown below.
II. Reports and Google sheet (Invoicing tool) Process

2. Now open the Enhanced transaction report (ETR report) excel file for both the accounts that we’ve
downloaded and merge the transactions of both the reports (i.e. copy paste both the file transactions in one
sheet)

2.1. Sort the transactions by sub fleet name and Check for duplicates, if any then sum it in one,
For example,

2.2. If any unnamed or transaction with number (rogue transaction) is there, then note it down and delete from
the merged sheet (it will be added later manually).
2.3. Now open the google spreadsheet from the shared drive (we can find them in our
kmk.flatratefunding@gmail.com account) named “Weekly Fuel Volume Purchased” and “FRFG Fuel
Card Clients-CURRENT”.

2.4. Now duplicate the last week ending billing sheet and rename it with the current week ending date for
which Invoices are required to be prepared, for example: 191215 (see below).

2.5. Then Zero out the values in the Four columns (don’t remove formulas of total at end) “#MCU”, “MC
FEES”, “MC TOTAL” and “FUEL” (Column C, D, E and F), drag the formula in “Discounts” (column
H) and also remove magenta colour fill from Fleet name.
2.6. Then Go to the Weekly billing tool sheet (Second sheet from our current sheet).

2.7. Now clear out the following fields:

a. SFI (column A)
b. Fleet name (Column B)
c. Current Weekly Fleet name (Column E)
d. Sub Fleet (Column F)
e. Transaction fees (Column G)
f. Line Item Gross (Column H)

2.8. Now Copy Paste the SFI and FLEET NAME from that “FRFG Fuel Card Clients-CURRENT” sheet for
both the Accounts (i.e. Carrier ID 188181 and 318014) in SFI (column A) and Fleet name (Column B) of
Weekly billing tool sheet and also check that nothing remains left.

2.9. Now Copy Paste the transactions of the Enhanced transaction report (ETR report) that we’ve merged in
Point 2 in weekly billing tool sheet in – “Sub Fleet (Column F)”, “Transaction fees (Column G)”, “Line
Item Gross (Column H)”.

2.10. Now Copy Paste all the “FLEET NAME” from the “week ending” sheet in Current Weekly Fleet name
(Column E) of “Weekly billing tool” and check nothing remains (i.e. check total number).
 After all the copy paste the sheet will look like as below
III. New Clients

3. Now check the “Column I” i.e. Fleet Name it will show the number of new clients that are there in the ETR
report

3.1. Now Go by the name and search it if it is there in the last week ending billing list by name (it might be
present and not matching due to extra space or use of special character at one place or any other reason)
that is to say that it might be not a new client so check for that.

And if it is a new client (i.e. not present in the weekly ending sheet) then we need to add it in the week
ending sheet.

3.2. Go to the “FRFG Current Clients” sheet and check if it has been updated with the new client name (It
must be) search in both ID’s
  For eg. We’ve found a new client “YARA TRANSPORTATION INC” then we’ll go to the “FRFG Fuel
Card Clients-CURRENT” sheet and find by name

 Copy the Fleet name and Paste it in the “Week Ending” Sheet in alphabetical order

 Drag the formulas and select transfer day as Monday (default) and Highlight the name of the New Client
Colour fill- Magenta colour

3.3. Perform Similar steps for all the new clients added and again Copy Paste all the “FLEET NAME” from the
week ending in sheet that we have updated in “Weekly billing tool sheet” Current Weekly Fleet name
(Column E) and check nothing remains left (i.e. check total number). There should be no new Client (i.e.
new clients should be “0”)
 And then mail the List of new clients added
 And by any chance it doesn’t turn out “0” then check for the client if space or special character is an issue.
 Now Copy paste the amounts in column J in the “week ending” sheet and check randomly that it does
matches i.e. Name and amount in Column “E” and “J” are matching in the “week ending” sheet - Name and
amount in Column “A” and “F”
4. Adding the Rogue transactions

 If the name field represents any number, then check if it has been identified prior from the week ending
sheet “column K”

 And if it is new then open Retail transaction report (RTR) and search the number (from the details noted at
beginning)
 RTR will look like this and in place of name it will be blank or there will be a number.

 So if that is not identified then go search by card number in EFS account

 Go to EFS and login the account from which we got that transaction
 Search by card number last five digit
 And enter the name and corresponding amount
5. Then for ensuring that we haven’t missed out anything open RTR for both the accounts and copy the amount in
“Totals” at the END of the pdf file

 Paste it in Week Ending Sheet “Column F” for corresponding report ID i.e. account number

 Difference must be “0” and If not then we’ve missed something “figure it out”
 After the difference shows “0”, check the line item in our week ending sheet and in the RTR eash Sub-fleet
and the total of fuel amount should be same.
IV. Money code

6. Now we will add Money code amount used and fees for it in the week ending sheet

6.1. Open the downloaded excel file for money code i.e. Money Code Use report
It will look like this

 Now we need 4 columns “Issued by”, “Issued to”, “Fee”, “Amount used” (remember we don’t need original
amount).

 Sort on Issued by and add a Column before it and name it as customer name.
6.2. Now login to the EFS account for which we are doing Money code transactions

 Go to Select Program > User Administration > manage users

 Issued by is the User ID so search by that. As given below.

 If it is Issued by any ID that doesn’t show company name, then use the “Issued to” column,
For example,
 Like that complete the excel list for both the accounts (i.e. 188181 and 318014)
 After that merge them (i.e. copy paste in one file) and ensure nothing misses out.
 Then sort by customer name.

 Now we have the fee and amount used by the customer, we can add it to the invoicing list, go to the week
ending sheet and add up like mentioned below:
  For 7 STAR TRUCKING LLC
# MCU (column C): 10
MC Fees (column D): 24.50
MC Total (column E): 5516.68

 Do same for all the customers

6.3. Now open the Money code use report (PDF file) for Checking

 Total records at top

 And Grand total at the end.

 Now copy paste or enter these values in our “Week ending” sheet.

 Difference must be “0” and If not then we’ve missed something “figure it out”.
V. Discounts (Credits) in the Week ending sheet

7. For Discounts we need to go to Quickbooks:

7.1. Go to All Sales and apply Filter for getting all “Credit memos” and date for “Last 365 days”.

 Select export to excel and excel file for all the credit memos will be downloaded.
7.2. Now Open the Excel file and apply Filter on status by selecting only unapplied.

 Convert all the negative amount to positive (multiply all with “-1”)
 Then Copy the Customer name and total amount.
7.3. Go to our “Week Ending” Sheet and Paste that on column “L” and “M” under “customer” and “total”.

 After Pasting it drag the formula in discount column (column H) till end so “Discounts” column will
automatically pick the discount and if the discount column is not picking up the credit amount then check the
formula with formula mentioned in “column K”, see below.
7.4. Now if any customer has credit then it will pick that and get turned “yellow” (colour fill).

 So we need to check the credit with our books, go to Quickbooks and check if no amount is open or overdue
for that customer and if any amount is there then it should be adjusted first and remaining should be given
for discount.
 If the credit memo is already applied partially then apply only remaining part for discount (as our file will
show the total amount of credit memo and not the balance), for eg. Invoice amount: $500, unapplied Credit
memo: $450, of which $250 was applied in prior billing cycle then use the balance i.e. $200
 If the amount of credit standing on customer account is more than invoice amount then apply only that much
and remaining to be carry forward for next billing cycle, for eg. Unapplied Credit: $250, Invoice Amount:
$200, Credit to be given (discount) should be: $200 so we need to do it manually
 Also check if there are more than one unapplied credit memo and if any then do necessary changes. For
example: If customer have 2 unapplied credits then our discount column formula will pick only one so we
need to sum both the credits and apply discount accordingly.

7.5. For a customer “IDAHORAM TRUCKING INC” we provide weekly credit so we need to calculate the
credit for current week ending.
  Go to the Retail transaction report (RTR) for Carrier ID 188181 and search by customer name.

 Now we need to identify the locations from where purchases has been made as discount depends on that For
Loves discount is $ 0.20 per unit/Quantity purchased and for TA Petro discount is $ 0.15 per unit/Quantity
so using the total quantity calculate the discount to be given

 In the above discount should be 1082 * 0.20 = $ 216.4

7.6. So now we need to create a “Credit memo” in Quickbooks and also add the discount for IDAHORAM
TRUCKING INC.

So after all the discount are verified our Week ending sheet is complete and ready for Invoicing.
VI. Import files for Invoicing

8. After our week ending sheet is complete we can make our import files

8.1. Download the required files (Week ending files) form the google drive

 Import Files -> Fuel -> Weekly

 Move them to our working folder

 The 3 files of which (1) “Week Ending” is master file for creating the other 2 files.
 Rename it with our current week ending date and open it.
 Clear out all the sheet except the headers i.e. “Row 1”.

 Now copy the “Fleet Name”, “# MCU”, “MC Fees”, “MC Total”, “Fuel” from the “week ending” Google
sheet.
 Then apply filter select all “0” value for “fuel” and “0” for money code as well, so that we can have those
customers for which no invoice is required to be raised.

 Check if all the rows are “0”, then delete all the visible rows.
 Then remove filter So that we can have all the customers for which we need to raise invoice.
 “Reference” is the Invoice number, check in the quick books last invoice number used verify if next number
is available using the search box of quick books and also check few ascending and descending numbers of
that to confirm proper series.
 Now enter that identified “Invoice number” in the reference column and make the series for current billing
like add “1” to that invoice number and drag till last customer.

 Copy and paste as values to remove formula from the sheet

 Now apply filter for customers having only fuel purchase for that select only “0” from filter of MC fees, all
transactions will have “0” amount for Money codes.
 Copy and Paste Fleet name, Amounts and reference (Invoice number) in the other file for Fuel only.
 Now do this for money code and fuel both i.e. unselect “0” so that only the transactions having money code
will show up.
 Copy and Paste Fleet name, Amounts and reference (Invoice number) in the other file for Money Code and
Fuel both.

 After both the files are ready then perform check by tallying the total number of customers to be billed, total
amount and also check the corresponding party name for some transactions randomly.
 Now we can upload our files.
 Only the other 2 files are required to be uploaded (not the master file).
VII. Uploading Files using saasant

9. Login to saasant https://saasant.com/auth/login.html

 We need to upload “Week ending Fuel only” and “Week ending fuel and money code both” (we don’t
need the master file here) excel files (csv format) then review mapping and upload.
 Browse files and submit
 Select Invoices and after that review mapping (ensure all fields are mapped properly) then review and
upload.

 After upload it will show report (there should be no errors) and then we need to go to QuickBooks and
check randomly and intimate by mail for further processes.
 VIII. QuickBooks update payments for discounts given

1. Now we need to apply the credit to invoices in QuickBooks.

 Go to QuickBooks > Customers and open that customer details, Click on receive payment for the invoice
which we created.

 Payment method – Credit Memo and deposit to undeposited funds (account no. 1210).

 Close and do same for all the discounts given in the week ending billing sheet.