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Yard Billing
WIP
This is a Work In Progress
Gatego provides a simple and flexible way to manage billing for your yard.
TBC: Task description, advantages, etc...
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Configuration
TBC: Configuration description with screenshots
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Calculations
This section describes how calculations are made in Gatego for each Rate Type and Day Calculation Mode.
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Day calculation modes
The minimum unit of billing is 1 day. The day calculation modes determine how many days are billed for a given vehicle visit from check-in to check-out
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24-hour rounding
In 24-hour rounding mode, the billable days are calculated from the number of 24-hour periods the vehicle stayed in the yard. Always starting at 1 day.
The billing starts at the time of check-in, and assuming there is no grace period, it will start counting at 1 day. So if the vehicle stays less then 24 hours, it will be billed for 1 day (even if stayed 5 minutes).
If the vehicle stays 24 hours or more, then one more day will be billed:
If the vehicle stays between 24 hours (inclusive) and 48 hours (exclusive), including minutes and seconds since check-in, it will be billed for 2 days If the vehicle stays between 48 hours (inclusive) and 72 hours (exclusive), including minutes and seconds since check-in, it will be billed for 3 days ... and so on.
The original check in time is also honored even even if the vehicle checked in during a previous period.
For example if a vehicle checked in at 11:00 AM on the 25th of January and didn't check out in January, it will be billed for...
Then if the vehicle checks out at 10:00 AM on the 2nd of February, then it will be billed only for 1 day on February. While if the vehicle checks out at 12:00 PM on the 2nd of February, then it will be billed for 2 days on February.
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Examples
06/19/24 11:05 AM
06/19/24 11:10 AM
5 minutes - The carrier will be billed for 1 day (the minimum bill)
06/19/24 11:05 AM
06/20/24 11:06 AM
24 hours and 1 minute - The carrier will be billed for 2 days
06/19/24 11:05:00 AM
06/20/24 11:04:59 AM
23 hours and 59 minutes and 59 seconds - The carrier will be billed for 1 day
06/19/24 11:05 AM
06/20/24 11:05 AM
24 hours exact - The carrier will be billed for 2 days
06/19/24 00:00 AM
06/20/24 00:00 AM
24 hours exact from 00:00am - The carrier will be billed for 2 days
05/31/24 11:05:00 AM
06/1/24 11:05:00 AM
Less than 24h and the vehicle checked the previous day on a past period.
The carrier will be billed for 1 day in May. The carrier won't be billed in June
05/31/24 11:05 AM
06/1/24 11:06 AM
More than 24h and the vehicle checked the previous day on a past period.
The carrier will be billed 1 day in May and 1 day in June
06/30/24 11:05 PM
(Vehicle still in the yard)
Vehicle checked in the last day of this period but still in yard.
The carrier will be billed 1 day in June (the minimum bill)
31/05/24 0:00 AM
31/05/24 11:59:59 PM
23 hours 59 minutes and 59 seconds - The vehicle checked the previous day on a past period.
The carrier will be billed for 1 day on May. The carrier won't be billed on June
31/05/24 1:00:00 AM
1/06/24 1:00:00 PM
The vehicle checked the previous day on a past period and it stayed exactly 24 hours
The carrier will be billed for 1 day on May and for 1 day in June, 2 days in total because total time was 24 hours
31/05/24 0:00:00 AM
1/06/24 0:00:00 PM
The vehicle checked the previous day on a past period and it stayed exactly 24 hours, having checked in at 00:00:00am
The carrier will be billed for 1 day on May and for 1 day in June, same as previous case
04/10/24 8:05 PM
07/10/24 1:05 AM
Vehicle checked in before the billing period and checked out after the billing period
The carrier will be billed the 30 days of June
04/10/24 8:05 PM
07/10/24 1:05 AM
Vehicle checked in before the billing period and checked out after the billing period
The carrier will be billed the 30 days of June
04/10/24 8:05 PM
(Vehicle still in the yard)
Vehicle checked in before the billing period and it's still in the yard
The carrier will be billed the 30 days of June
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24-hour rounding With Grace Period
If there a grace period configured in hours, then the same rules apply, but the time will start counting after the grace period has passed.
Examples assuming 2-hour grace period:
06/19/24 11:05 AM
06/19/24 11:10 AM
5 minutes
The carrier won't be billed as the vehicle stayed less than 2 hours
06/19/24 11:05 AM
06/20/24 11:04 AM
Less than 24h - The carrier will be billed for 1 day
06/19/24 11:05 AM
06/20/24 11:06 AM
Total time: 24h and 1 minute (minus the grace period: 22h and 1 minute)
This counts as less than 24h and the carrier will be billed for only 1 day
06/19/24 11:05 AM
06/20/24 1:06 PM
Total time: 26h and 1 minute (minus the grace period: 24h and 1 minute)
The carrier will be billed for 2 days
05/31/24 11:05 AM
06/1/24 1:04 PM
The vehicle checked the previous day on a past period.
Total time: 25h and 59 minutes (minus the grace period: 23h and 59 minutes)
The carrier will be billed for 1 day on May. The carrier won't be billed on June
05/31/24 11:05 AM
06/1/24 1:06 PM
The vehicle checked the previous day on a past period.
Total time: 26h and 1 minute (minus the grace period: 24h and 1 minute)
The carrier will be billed 1 day on May and 1 day on June
06/30/24 11:05 PM
(Vehicle still in the yard)
Vehicle checked in the last day of this period but still in yard, less than 2 hours (grace period) from the end of the period.
The carrier won't be billed on June (vehicle on grace period)
06/30/24 8:05 PM
(Vehicle still in the yard)
Vehicle checked in the last day of this period but still in yard, more than 2 hours (grace period) from the end of the period.
Vehicle is assumed to have checked in at 06/30/24 10:05 PM due to the grace period.
The carrier will be billed 1 day in June (the minimum bill)
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Midnight-to-midnight
In Midnight-to-midnight mode, the billable days are calculated from the number of "midnights" the vehicle stayed in the yard. Always starting at 1.
The billing starts at the time of check-in, and assuming there is no grace period, if the vehicle leaves the same day, it will be billed for one day.
If the vehicle stays overnight, then one more day will be billed. Please note that even if the vehicle stays for a few minutes after midnight, it will still be billed for one more day.
Examples:
06/19/24 11:05 AM
06/19/24 11:10 AM
5 minutes
The carrier will be billed for 1 day (the minimum bill)
06/19/24 11:58 PM
06/20/24 00:02 PM
4 minutes over midnight
The carrier will be billed for 2 days
06/19/24 11:05 AM
06/20/24 11:04 AM
23h and 59 minutes
The carrier will be billed for 2 days
06/19/24 11:05 AM
06/20/24 11:06 AM
24h and 1 minute
The carrier will be billed for 2 days (only one midnight)
06/19/24 00:00 AM
06/19/24 11:59 PM
23 hours and 59 minutes in the same day
The carrier will be billed for 1 day
06/19/24 00:00 AM
06/20/24 00:00 AM
24 hours from midnight to midnight
The carrier will be billed for 2 days (2 midnights)
05/31/24 11:05 AM
06/1/24 11:04 AM
Less than 24h and the vehicle checked the previous day on a past period.
The carrier will be billed for 1 day on May. The carrier won't be billed on June
05/31/24 11:05 AM
06/1/24 11:06 AM
More than 24h and the vehicle checked the previous day on a past period. (Only one midnight in total)
The carrier will be billed for 1 day on May. The carrier won't be billed on June
05/31/24 11:05 AM
06/2/24 11:06 AM
More than 24h and the vehicle checked the previous day on a past period. (2 midnights in total)
The carrier will be billed for 1 day on May and one day in June
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Midnight-to-midnight With Grace Period
Examples assuming 2-hour grace period:
06/19/24 11:05 AM
06/19/24 11:10 AM
5 minutes
The carrier won't be billed as the vehicle stayed less than 2 hours
06/19/24 11:58 PM
06/20/24 00:02 PM
4 minutes over midnight
The carrier won't be billed as the vehicle stayed less than 2 hours
06/19/24 11:05 AM
06/20/24 11:06 AM
The vehicle is assumed to have checked in at 06/20/24 01:05 PM due to the grace period
The carrier will be billed for 1 day (the vehicle didn't stay over midnight after the grace period)
06/19/24 9:05 PM
06/20/24 11:06 AM
The vehicle is assumed to have checked in at 06/19/24 11:05 PM due to the grace period, still past day
The carrier will be billed for 2 days (one midnight)
05/31/24 11:05 AM
06/1/24 11:04 AM
The vehicle is assumed to have checked in at 05/31/24 1:05 PM due to the grace period.
The carrier will be billed for 1 day on May (minimum stay, no midnights). The carrier won't be billed on June
05/31/24 9:05 PM
06/1/24 11:04 AM
The vehicle is assumed to have checked in at 06/1/24 0:05 AM due to the grace period
The carrier won't be billed on May. The carrier will be billed for 1 day on June (minimum stay)
05/31/24 10:05 PM
06/1/24 00:04 AM
The vehicle checked in the previous day on a past period. However it stayed less than the grace period.
The carrier won't be billed neither on May nor June. (Total time less than grace period)
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Rate types
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Daily rate
The calculations for this rate is simple: the system first calculates the billable days according to the day calculation mode as described in []previous section (link), and then multiplies the number of days by the daily rate.
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Flat rate
The flat rate is a fixed amount that is billed regardless of the number of days the vehicle stayed in the yard. The system will bill the flat rate for each vehicle visit, regardless of the duration of the visit.