Freight or Shipping Payment Terms are important to define when booking shipments with carriers.  Payment terms tell the carrier who is responsible for paying for the transportation service(s) provided. 

The most common payment terms are Prepaid/Sender, Recipient/Collect, and Third Party.  

Set Up Freight Payment Terms

ShipHawk assumes that the payment terms of a freight shipment are Prepaid/Sender. If the shipment to be processed is prepaid, no additional setup or changes will be required. For shipments that are Collect/Recipient or Third Party, the required information to successfully book and generate a Parcel Label or  Bill of Lading can be passed from the source ERP system or can be entered in ShipHawk at the time of shipment.

Options for How to Set Freight Payment Terms

There are two main ways to setup third-party billing. You have the option of either setting up shipping policies in ShipHawk to apply third-party billing information to orders, or you can setup custom mappings in NetSuite to map over third-party billing info into ShipHawk.

We recommend setting up shipping policies when:

1. You have only a few customers that use third-party billing.

The process requires making a rule for each third-party billing account to be applied, so if you have over five it can become tedious, and whenever you add another account you will have to create another rule.
Let your implementation engineer know if you would like to go this route--it is very easy to setup. (If this is the case, you do not need to follow this document.)

We recommend setting up NetSuite mappings when:

1. You have a lot of customers that use third-party billing.

2. You plan to add a lot of third-party accounts in the future.

3. You want to have all of this information stored and maintained on NetSuite only.

Providing Freight Payment Terms Detail from NetSuite

If the details of freight payment terms are stored in NetSuite, ShipHawk’s SuiteApp allows for the sync of those details to ShipHawk. The sync is accomplished by mapping the details from either the sales order header-level or the customer record-level. 

To map the details, in NetSuite navigate to ShipHawk > Setup > ShipHawk Settings. 

Next, select Shiphawk Order Field Mapping > New ShipHawk Order Field Mapping.

The following required fields must be mapped from NetSuite to successfully populate the freight payment term detail in ShipHawk:

Mapping Small Parcel Third Party Billing Details from NetSuite

This section shows how to create mappings in NetSuite so that third party billing details sync to ShipHawk.  It shows both how to map those details from the sales order level, item fulfillment level, and customer level.

To map from the Sales Order-Level or Item Fulfillment-Level:

1. Log into NetSuite with an account that is assigned an Administrator role.

2. Click the ShipHawk menu item and select  Setup >  ShipHawk Settings.
   
   

   Open

   

   
   The ShipHawk Settings List screen is populated.
   
   

   Open

   

3. Click on either View or Edit. Both will take you to the ShipHawk Settings screen.
   
   

4. Click on the ShipHawk Order Field Mapping tab and select New ShipHawk Order Field Mapping button.
   
   

   
   You will be redirected to the ShipHawk Order Field screen.

5. There are five required fields that must be mapped to successfully sync third-party billing details to ShipHawk. The following ShipHawk order fields must be mapped to fields at the body-level of the NetSuite sales order or item fulfillment. The ShipHawk order fields that must be mapped are:

   1. Billing_details.bill_to

      1. You must map this field to a NetSuite field that contains a value of third_party.  The options for the bill to field are third_party for third party or recipient for recipient/collect. If this field is blank, ShipHawk will keep the default of sender for prepaid/sender. Additionally, you can input the value of "sender" if you would prefer that over leaving this blank.This sets the bill type of the order.
         IMPORTANT: These values must be verbatim and all lowercase to properly flow into ShipHawk.

   2. Billing_details.carrier_code

      1. You must map this field to a NetSuite field that contains a value of ‘fedex’, ‘ups’, or ‘dhl.’
         The carrier code can be mapped from a drop down field in NetSuite.
         ShipHawk currently only supports third-party billing with those three carriers for small parcel.
         You cannot bill third party or recipient for small parcel if you do not have a direct connection with that carrier yourself.
         IMPORTANT: These values must be verbatim and all lowercase to properly flow into ShipHawk.

   3. Billing_details.account_number

      1. You must map this field to a NetSuite field that contains the account number that the order will be billed to.

   4. Billing_details.country

      1. You must map this field to a NetSuite field that contains a value of US.
         IMPORTANT:  This MUST be the 2 digit country code, otherwise this code will not be able to properly flow into ShipHawk.
         ShipHawk currently only supports US-based accounts for third-party billing.

   5. Billing_details.zip

      1. You must map this field to a NetSuite field that contains the ZIP code associated with the account number.

6. Select one of the required options from the ShipHawk Order Field drop-down field.  
   
   

7. Enter the field ID of the NetSuite sales order-level from which ShipHawk should source the information.

8. Select either the Item Fulfillment or the Sales Order as the value source.

9. If you are mapping from the Customer record, you will need to add entity. in front of the NetSuite order field path. In this case, the record type should be set to Sales Order. Type in the full pathway to the customer level from which ShipHawk should source the information.  The full pathway of a customer level field will begin with entity.customer and end with the field ID of the mapped field.

10. Click Save to finish.

11. Once all five mappings have been set, a completed set of mappings should look like the example show below (NetSuite Order Field ID’s will vary by NetSuite account):

Mapping LTL Freight Payment Terms from NetSuite

For LTL accounts, ShipHawk requires the same 5 fields for small parcels along with 8 additional fields to populate billing address information in ShipHawk.

The fields can be sourced from either the sales order or customer level and follows the same formatting as well.

The additional required fields specific to LTL are:

• Billing_details.name

• Billing_details.company

• Billing_details.phone_number

• Billing_details.street1

• Billing_details.street2

• Billing_details.city

• Billing_details.state

• Billing_details.zip

Providing Freight Payment Terms via API

When working with an API-connected ERP or order source system, freight payment terms can also be passed into ShipHawk in the Order POST.  The required fields to map the freight payment terms are the same, but the names are slightly different than those in NetSuite.  For details, refer to ShipHawk’s API documentation of the Shipment Billing Details Request Object.

Manually Setting Payment Terms in ShipHawk in an Order

Freight payment details can be manually  added or modified in ShipHawk.  To do so, open the order in ShipHawk.  Next, find the assigned carrier and service and select the Edit icon at the right of the Billing option:

LTL

Recipient (Freight Collect) and Third Party billing options have the same required fields.  These fields must be filled out to accurately populate billing details on the Bill of Lading:

Small Parcel

Exceptions

LTL

For LTL shipments that are billed as Collect or Third Party, ShipHawk will only produce a Bill of Lading.

ShipHawk will dispatch a shipment that is set to bill Third Party or Collect only for the following carriers:

• :upgf

• :rbtw

• :tranz_act

• :fedex_freight

• :xpo_ltl

• :saia

• :randl

NOTE: Please reach out to your implementation engineer to allow ShipHawk to dispatch third party. and recipient-billed orders for the available carriers.

ShipHawk will generate a VICS Bill of Lading that includes the Collect or Third Party data.

International LTL is not supported by ShipHawk, so any internationally held Collect or Third Party accounts are not supported.

Small Parcel

ShipHawk does not support internationally held Recipient or Third Party billing accounts.  However, ShipHawk can ship from a US-based location to an international destination with a Recipient or Third Party billing account that is US-held.