Setting subcontractor rates when allocating work

When you drag orders onto a subcontractor's schedule on the Scheduler, a rates window opens listing every job you have just allocated. From this one window you can set the rate for each job, confirm the work, and email everything to the supplier in a single message.

When the window appears

Dragging a single order onto a subcontractor schedule - the window opens with that one job.
Dragging several orders at once using multi-mode or a grouped set of orders - the window opens with every job you dropped, so you can rate them all together.
From the schedule itself - open the subcontractor's schedule and click Subcontract Actions. This shows every job on the schedule, which is useful for reviewing rates or resending the details later.

Setting the rates

Each job appears on its own line showing the order number, the collection and delivery points, a rate box and a rate method.

Fixed Rate - a flat amount for the job.
CPT Rate - a rate per tonne, multiplied by the job's quantity.
Percentage - a percentage of what you are charging your customer for the job.

As you type, the total for each job and the overall total at the bottom of the window update straight away, so you can see the full cost of the day's subcontract work before you save anything.

A few things to speed you up:

Prev - if the supplier has done the same route before, the last rate you paid them for it appears under the rate box. Click it to use that rate again.
Apply to all - enter one rate and method at the top of the window and click Apply to fill every job at once. You can still adjust individual jobs afterwards.
Zero rates are fine - if a rate is not agreed yet, leave it at zero. The email to the supplier will show Rate to confirm for that job.

Jobs that have already been added to a supplier invoice show a padlock and their rates cannot be changed here.

Choosing which jobs to confirm and send

Every job is ticked by default. Untick a job to leave it out of the confirmation and the email - its rate is still saved.

Confirm records - switched on by default. This confirms the ticked jobs to the supplier, and if they use the driver app the work appears there automatically.
Send to - prefilled with the supplier's email address. You can add more addresses separated by commas, or clear the box to save without sending an email. If you switch Confirm records off, the email box empties too - type an address back in if you still want to send.

Click Save and close to save the rates, confirm the ticked jobs and send the email.

What the supplier receives

The supplier gets one email covering all the ticked jobs, rather than a separate email per job. It includes:

Each job's order number, collection point, delivery point and rate.
One delivery note PDF per job. These show your company as the customer, so your actual customer's name is not shown to the subcontractor.
Any permanent notes you have set under Settings > Depot > Notes > Subcontract Email Notes.
Your terms document, if you have a Subcontract Confirmed document uploaded in your depot settings.

Changing rates later

Open the subcontractor's schedule and click Subcontract Actions to reopen the window with every job on the schedule. Adjust the rates and save - you can untick every job and clear the email box if you only want to correct a rate without resending anything. Once a job is on a supplier invoice its rate is locked.