How do Vendor Invoices Affect Pickups?

Upon Approval of a Vendor Invoice, pickups are generated or altered according to the line items specified on the invoice. If the Vendor Invoice is reverted back to an Audited status, line items will be detached from pickups. In such cases, pickups that originated from line items unaltered by a user will be deleted if they no longer have any line items associated with them.

Please see below for a list of the line item types that affect pickups along with descriptions of how they affect the pickups.

For services monitored by a Pioneer Compactor Monitor, Discovery also matches the pickups from an approved invoice to the monitor's work orders, so a single haul is not counted twice. See Pioneer-Monitored Services below.

  • Base Charge
    • This line item type will be ignored if the attached service is not a Commercial Service
    • If the service Schedule Type is On-Call or One Time, this will create a new pickup with an estimated weight value based on the default fullness percentage and the service's full bin size.
    • If the service Schedule Type is Scheduled, Discovery will attempt to attach the line item to any pickups that were automatically created from the service's schedule without altering the weight value.
  • Rolloff Per Occurrence
    • This line item type will be ignored if the attached service is not a Rolloff Service
    • This will create a pickup with a weight value equal to the total quantity of Rolloff Per Unit line items from the same invoice for the same service and date. This will also include weight from the "tons included per haul" setting on the service.
    • If there are no Rolloff Per Unit line items on the same invoice for the same service and date and the service does not have any tons included per haul, this line item will create a pickup with an estimated weight value based on the default fullness percentage and the service's full bin size.
  • Extraneous Charge
    • Bulk Item Removal
      • Creates a new pickup for the service. The weight value of the pickup will be the line item's quantity (converted to cubic yards if the service's bin is not yards) multiplied by the service's pounds per yard. 
      • Bulk item removal weights are estimates, so users may need to manually adjust them after the pickup is created.
    • Extra Pickup
      • Creates a new pickup following the procedure for a Commercial Service Charge if the service is Commercial or the procedure for a Rolloff Per Haul line item if the service is Rolloff.
    • Commercial Service Overage
      • Modifies a pickup for the same service to reflect the overage weight. This line item will attempt to match to a pickup happening on the same date as the overage, but will also look for a pickup up to one week before the overage date if one cannot be found on the same date.
      • If the current weight of the pickup is less than the full bin weight of the service, the new pickup weight will be the full bin weight of the service plus the overage weight. Otherwise, the overage weight will be added to the existing weight of the pickup
      • If the pickup has been modified by a user, this line item will attach to the pickup without adjusting the weight.
    • Rolloff or Compactor Service Overage
      • Modifies a pickup for the same service to reflect the overage weight. This line item will attempt to match to a pickup happening on the same date as the overage, but will also look for a pickup up to one week before the overage date if one cannot be found on the same date.
      • Adds the overage weight to the existing weight of the pickup.
      • If the pickup has been modified by a user, this line item will attach to the pickup without adjusting the weight.
    • Contamination
      • Modifies a pickup for the same service to reflect the contamination weight. This line item will attempt to match to a pickup happening on the same date as the contamination, but will also look for a pickup up to one week before the contamination date if one cannot be found on the same date.
      • If the pickup's disposal method is Recycling, this line item will change it to Landfill.
      • If the pickup has been modified by a user, this line item will attach to the pickup without changing the disposal method.

Pioneer-Monitored Services: Matching Invoice Pickups to Work Orders

On a service with a Pioneer Compactor Monitor, one haul can be reported twice:

  1. By the monitor. When the monitor detects that the container was emptied, it completes a work order. The work order's Occurred At date is when the monitor noticed the emptying. That can be several days after the haul actually happened, for example when a Friday haul isn't detected until Monday.
  2. By the vendor invoice. Later, the vendor's invoice arrives with the actual service date for the same haul.

Discovery treats these as the same pickup. It does this by giving each monitor work order a date range:

  • Starts on the work order's Scheduled with Vendor for date (or Client Requests Completion By, if no scheduled date was entered)
  • Ends on the work order's Occurred At date

When an approved invoice creates a pickup whose date falls within that range, the pickup is attached to the work order. No separate pickup is created from the work order.

What you'll see

  • One pickup per haul, dated to the invoice's service date, not the date the monitor detected it.
  • The pickup's Source is Vendor Invoice Line Item, and the pickup is linked to the monitor's work order.

When there's more than one haul in the range

If an invoice has two or more hauls within one work order's range, the earliest haul is matched to the work order. The later hauls still create pickups, but those pickups are not linked to any work order.

When a haul falls outside the range

If the invoice date falls outside every work order's range, nothing is matched. The invoice creates its own pickup, and the work order keeps its own pickup (Source: Work Order).

Tip: Keeping Scheduled with Vendor for up to date on monitor work orders helps Discovery match invoice hauls correctly. If a work order has only one day in its range (it was scheduled and completed on the same day), an invoice dated even a day earlier or later won't be matched.

Other rules

  • Cancelled work orders are never matched. An invoice pickup won't be attached to a cancelled work order, even if its date is within the range.
  • Pickups you've edited are left alone. If you manually changed a pickup, Discovery won't replace it or move it to a different work order when pickups are regenerated.

Example

A monitor work order was Scheduled with Vendor for 06/20. The monitor detected the emptying on 06/30 (Occurred At). So the work order covers 06/20–06/30.

Invoice haul dates Result
06/21 One pickup, dated 06/21 and linked to the work order. No 06/30 pickup is created.
06/21 and 06/25 The 06/21 pickup is linked to the work order. The 06/25 pickup is created on its own, with no work order.
07/05 Nothing is matched. The invoice creates a 07/05 pickup, and the work order keeps its own 06/30 pickup.

Example

Consider the Approved Vendor Invoice line items below:

This Approved Vendor Invoice indicates two hauls occurred on the Service SSL-46152, one each on the following dates:

  • 01/03/2025 - 8.02 tons of MSW
  • 01/19/2025 - 9.94 tons of MSW

Since this Vendor Invoice was Approved, Pickups were generated from these two hauls. Using the Search and Filter options, we can locate the generated Pickups associated with this Approved Vendor Invoice. Click on a pickup row to see its specific details.

On the Pickup detail page, we can see information precisely matching this Pickup record to the Approved Vendor Invoice. Note, the Source indicates this Pickup record was generated from a Vendor Invoice Line Item. This only occurs after a Vendor Invoice has been Approved.


If you have additional questions or need more in depth information, please feel free to send us a message using the help beacon in the lower right-hand corner.