Users can now assign costs to external third parties, even if they are not the ones executing the trip (This includes services like cleaning,douane, heating, handling, etc.).
The system now supports adding 3rd parties(named under Subcontractors) as secondary resource type on trip level, allowing users to attribute costs to these external parties more accurately.
Step 1: Verify the third-party subcontractor functionality with Support team
Before using this feature, ensure with our support team that the third-party subcontractor functionality is activated in your system. This functionality is not automatically enabled.
Step 2: Add third-party subcontractors to the resources
Once the functionality is enabled, navigate to the resources section and add the third-party subcontractor to the system as a resource if they are not yet added.
Step 3: Verify subcontractor price lists
Subcontractors use a default subcontractor price list unless a specific price list has been configured for them. To verify the price list: go to Rates > Cost calculation trip.
Check if the subcontractor has a dedicated price list. If not, they will default to the system's general subcontractor price list.
Ensure that the necessary costs are available and configured in the subcontractor's price list.
When using a specific price list, check if the subcontractor has been added as a linked subcontractor resources.
You can also link other subcontractor's resources if needed.
📚 When configured correctly subcontractor rates will automatically apply to trips, helping to ensure accurate cost allocations.
Step 4: (Optional) Add cost calculations
You can configure surcharge calculations to apply to the subcontractor's costs if needed. Be cautious of costs that have the option "Always add to order" enabled, as these will be automatically applied to the trip.This setting could inadvertently lead to unintended additional charges being applied to trips if not reviewed carefully. If you cannot find certain costs like waiting charges in the 'Add cost' menu, ensure they have been added to the relevant subcontractor price list. You can add them by either selecting an existing charge or creating a standalone charge. Once added to the price list, these charges will become selectable for the trip.
Step 5: Add the subcontractor as a third-party subcontractor in the trip
When creating or editing a trip, add the subcontractor as a resource. Navigate to the trip page and select the third-party subcontractor from the "subcontractors" section to associate them with the trip.
Step 6: Select the subcontractor's surcharges
An extra cost line then will be available on the trip page to assign costs to this 3rd party assigned.
The Charges can be added to/adjusted in the relevant charge line for this 3rd party company:
