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.

  • Commercial Service 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 Haul
    • 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 Ton 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 Ton 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.

Example

Consider the Approved Vendor Invoice below:

This Approved Vendor Invoice indicates two hauls occurred on the Service SSL-20900, one each on the following dates:

  • 08/17/2022 - 3.59 tons of MSW
  • 08/24/2022 - 3.52 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. To see details for each Pickup record, click on the View button.

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.