What you’ll learn
- Define charge clocks and contractual triggers.
- Use actual events rather than unsupported location assumptions.
- Review drafts before posting financial documents.
Useful terms
- Detention
- An agreed charge or obligation for qualifying vehicle waiting.
- Free period
- The agreed uncharged interval before a charge begins.
Step-by-step operating routine
Agree the commercial basis
State payer, charge type, clock start and stop, free period, unit, rounding and exceptions. Confirm whether the charge applies per vehicle, booking, package or space. Keep effective terms with the job.
Record or confirm- Payer
- Trigger
- Free period
- Rate / unit
- Rounding
Collect qualifying event evidence
Record actual gate, readiness, unloading or release times as the policy requires. Show sources and disputed timestamps. Distinguish customer-caused waiting from a carrier arriving early or unready.
Record or confirm- Start / stop events
- Readiness
- Source
- Dispute
Calculate a transparent draft
Show elapsed time, excluded periods, chargeable units and rate. A draft should not automatically become an invoice merely because a timer elapsed. Prevent duplicate drafts for the same obligation.
Record or confirm- Elapsed
- Excluded
- Chargeable units
- Rate
- Draft reference
Review and approve exceptions
Have the authorised role inspect evidence and contract terms. Record waivers, corrections and customer approvals where required. Do not edit source arrival facts to force a desired charge.
Record or confirm- Reviewer
- Waiver reason
- Customer approval
- Decision
Link posting and later disputes
Post under the approved finance process and retain the source calculation. A correction should preserve the original and its reversal or adjustment. Track disputes and collections separately from release of the goods.
Record or confirm- Invoice / journal
- Source draft
- Adjustment
- Dispute state
Waiting time with a free period
An illustrative agreement allows two free hours after confirmed unloading readiness, then ₹500 per hour with no rounding in this example. Evidence shows five qualifying hours, so three are chargeable and the draft is ₹1,500 before tax. A geofence event 30 minutes earlier is not substituted for the agreed start event.
- Use the contractual clock.
- Expose the free-period calculation.
- Review the draft before posting.
Exceptions and mistakes to avoid
- Do not impose a hidden charge that was never agreed.
- Clock and timezone errors can materially overstate waiting.
- Releasing a vehicle or goods does not prove a charge was accepted or paid.
Waiting-charge review
Document exceptions and source evidence so another reviewer can reproduce the draft.
| Source job | Qualifying start / stop | Free period | Chargeable units | Approval |
|---|---|---|---|---|
| Trip A | Five qualifying hours | Two hours | Three hours at ₹500 | Awaiting review |
Includes the illustrative row and blank rows. This is a planning worksheet, not a HiVAM import format. Keep your completed copy private; do not add credentials.
Check your understanding
Try answering first, then open the explanation. Use the worksheet and source records to practise the task.
Can a geofence arrival automatically establish detention?
No. Apply the agreed qualifying events, evidence and responsibility rules.
Why keep a charge as a draft?
It allows contract and evidence review before creating a financial obligation.
Put it to work with HiVAM
Use these connections to explore the relevant product workflows. Confirm access in your deployed release; API capabilities require an integration or an available interface.
Storage, dock slots and detention drafts
Inspect the API capability for storage and detention drafts; confirm deployed access.
Versioned tax policies and document explanations
Apply the reviewed effective tax treatment on any approved document.
Keep your learning moving.
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Try the workflow with your team.
Bring a representative job and an exception to a HiVAM demonstration. Review saved records, permissions and handoffs alongside the interface.