Rate card approval and versions

Rate cards and fuel levies are versioned. Every import or change starts as a draft, and nothing is used for pricing or the freight audit until it is approved. A carrier is never left without rates: the version in force stays live until the new one takes effect.

Statuses

• Draft: imported or read, not yet submitted. Only a draft's values can be edited.
• Pending approval: submitted and waiting for a reviewer.
• Rejected: kept for the record, with the reason given.
• Live: approved and in force today.
• Approved, scheduled: approved, with an effective date still to come.
• Superseded: replaced by a later version whose date has arrived.

The sidebar shows a count beside Carriers and rates and Fuel levies when versions are waiting for approval. On the Rate cards page you can filter by status.

Review the draft

Open the version from the Rate cards page or the carrier's page. The Review before approval section shows:

• the checks, some of which block submitting (see Rate card check failures);
• a back-test that re-rates recently invoiced consignments on the new rates;
• the rates against the version in force, and the impact on the last 90 days.

On a draft you can correct a value in the review, choose Edit settings to change the effective date or how the card rates, or Discard draft. Discarding deletes the draft; the import and its rows stay on record. To change zones or postcodes, fix the files and import again.

Submit and approve

1. Choose Submit for approval. The checks run again, and the draft becomes Pending approval.
2. A Master Admin or Editor opens it and chooses Approve, or Reject with a reason. To fix a value first, change it in the review and choose Edit then approve: the changes are saved, the checks run again and the version is approved in one step. If anything is refused, nothing changes.

The person who uploaded a version may approve it. Both steps are recorded under their names.

Approval may also ask you to confirm the prices are ex GST, or to give a reason when the back-test matched poorly. See Rate card approval blocked.

On Starter, rate approvals by a second reviewer are not included. Submit for approval publishes the version in one step instead: it is still checked and approved, by you, and both steps are logged. Growth and above have the separate review step.

Effective dates and back-dating

An approved version takes effect on its date. The version it replaces stays in force until then, and is shown as Superseded once the date arrives.

You can approve a date in the past. Consignments shipped since that date have their expected cost reversed and re-posted at the new rates, and their invoice lines are checked again. Prices already charged to your customers never change.

Two approved versions of the same rate card or fuel levy cannot start on the same day.

Change log

Every step is written to the version's change log: who did what and when, with each field's old and new value. On a rate card version it is the History panel. On the Fuel levies page, use the history button beside each version.

Fuel levy versions follow the same workflow on the Fuel levies page. See Fuel levies.