The closing view

Every booked job has two sides: the sales side (what you quoted and sold) and the closing side (what the crew did and charged on the bill of lading). The closing is what the customer pays, what payroll is built from and what the reports count.

Before you start

You need the Can see closing tab permission. The closing bar only shows on a Booked order that has a closing.

The closing bar

It sits under the truck schedule.

Before the job starts it has two links:

• Bill of lading — opens the job's bill of lading as the crew sees it, in a Foreman Page pop-up.
• Activate Closing — moves the order to its closing early. MoveBoard warns: "This will lock your sales and any future changes would be done in closing." Press Ok to go ahead.

Once the job has started (the first signature on the bill of lading) or closing is active, the bar has:

• the VIEW SALES INFO / VIEW CLOSING INFO switch;
• Close order — or Completed with a tick once closed (see Completed jobs and reopening). A long-distance move has its own buttons for the pickup and the delivery;
• Bill of Lading sent once the crew submitted it — point at it for Resend Bill of Lading;
• on the closing side: INSPECTION (the crew's photos), RELEASE FORMS, Storage Agreement, Bill of lading, Foreman Notes (each only when there is one), DEACTIVATE CLOSING and a refresh button.

Print a job's forms

The links on the bar, Inspection, Release Forms, Storage Agreement and Bill of lading, only open the document to look at. Every document view has two icons at the top, side by side: Download and Print (point at one to see its name). They are the same everywhere.

• Inspection pop-up and the Inspections page: the icons there download or print all the job's inspections together. Open one inspection and its own icons do that one.
• Release Forms page: the icons on the list do all the job's release forms; open one form and its icons do only that form.
• Bill of lading and Storage Agreement: the icons open your browser's print dialog; Save as PDF there saves it.

Print opens a print window and your browser's print dialog comes up. Download saves the form as a file (a PDF when your plan renders PDFs, otherwise the same page as one file, with its photos inside). Printing or downloading changes nothing on the job or the form.

• Inspection Form: every inspection the crew saved, oldest first: Image Taken, Damage Occurred, Type Of Damage, Damage Location, Notes, and each photo with its damage pins.
• Release Form: the wording with the customer's name, the services that were switched on with any photos, and both signatures with when they were signed. A job with several forms prints each on its own page.

If a form isn't finished, the page says so instead of printing blank: a release form still in draft says Not signed yet, and shows Not signed where a signature is missing. An empty draft is left out when the job has another form; if it's all the job has, the page says Not filled in. Anyone who can open the job's bill of lading can print these.

What the closing side shows

Switch to VIEW CLOSING INFO. The window then shows the job as it happened:

• the job tracker, with the Profit card beside it;
• Move Details with the closing's labor time, travel, crew, trucks, rate and minimum hours, and the Payroll card under it;
• Quote Details with the rows the job came to — labor and travel (or line haul on a long-distance move; on a local flat-rate move, the Linehaul Charge from the quote — typed or calculated — and travel; see Change a flat-rate price on the closing), fuel, valuation, storage, additional services, other fees, packing, tips, cash discounts, credit card fees, custom fees, discount, taxes, Total Cost, Deposit Received, Payments Made and Total Due;
• the addresses, which you can change here until the day is completed.

Address changes on the closing side reach the crew's bill of lading at once — a stop's street, entrance, floor or parking — even at a stop the customer already signed at; the signature stays on it. A stop added on the closing is added to the bill. A completed or submitted bill is never changed. Every change to the bill's addresses is written in the order log.

To remove a stop the customer signed at on the bill, delete that signature on the bill of lading first; until then MoveBoard says This stop was signed by the customer. Delete the signature on the bill of lading first, then remove the stop.

Before the job starts, it's the other way round: every change on the sales side (addresses, crew, trucks, hours, rate, arrival window) reaches the bill of lading and the closing by itself.

Total Due is followed by (overpaid) when the customer paid more than the total, or (still owed) when money is still due. Press (overpaid) to refund the difference: Refund Payment opens with the overpaid amount filled in (Refund what the customer overpaid).

A damage claim paid through the order's money shows as a red Claims settled line under Taxes and is taken off Total Cost, so its refund is never "still owed" (A paid claim on the closing).

Compare with what was sold

Tick Sales info on Move Details or Quote Details. Every row then shows the closing figure, a percent chip (amber when more than sold, green when less) and the sold figure. Quote Details compares once the job is completed.

Fix the closing

1. On the closing side, press the blue label of the row in Quote Details — for example Fuel Surcharge, Discount or Tips.
2. Change it in the pop-up and confirm.
3. A bar at the foot of the card counts the changes waiting ("1 change waiting"). Press Save to write them all, or Discard.

Change a flat-rate price on the closing

On a local flat-rate move, the closing's Linehaul Charge is a box, as on the sales side. Type the new price (for example when fewer movers went than the price was quoted for) and press Enter. Total Cost and Total Due change at once, the bar counts "1 change waiting", and Save writes it. A price you typed shows in red; empty the box to go back to the calculator's. With All days chosen, pick one day first. The crew's bill of lading takes the new price while the job is running, and the order log shows linehaul charge with the old and the new price. Once the day is completed, reopen it to change the price.

Until anyone changes the closing, a flat-rate job's Total Cost is the price it was sold at (with any tips and fees paid since).

Changes to Move Details on the closing side (labor time, travel, crew, trucks, rate) go with the window's SAVE, and Quote Details shows their effect before you save. A crew or truck count you saved on the closing is what Crew Size and Trucks show from then on, and it is on the crew's bill of lading too. The sales side keeps the crew the job was sold with: once the job has started, the crew is changed on the closing side. To bring the payroll in line afterwards, use Update payroll from closing on the Payroll card.

The crew's bill and the closing are one

While the job is running, the crew's bill of lading and the closing are the same record:

• What the crew enters shows on the closing at once — materials, additional services, travel time, hours, tips, discount, fuel. An open order window reads it by itself; you don't need to close and reopen the order.
• Save sends only what you changed. Change the storage charge and only the storage charge goes to the bill; the crew's materials and services stay exactly as they left them.
• Lists change line by line. In Additional Services or Packing/Unpacking, a line you add is added to the crew's bill, a line you delete is removed from it, and a line you change is changed. Lines you didn't touch stay as the crew has them.
• If the crew changed the same line after you opened the window, Save stops and says so — for example The crew just changed this material on the bill of lading: Picture Box (the crew's bill now says 10 × $15.00). Nothing was saved. Your changes are still here: look at the crew's version, then save again. Your changes stay waiting; the card shows the crew's version, and pressing Save again puts your line on the bill.

Every save is written in the order log: Order Closing was saved by … for your change, and Order Bill of Lading was saved by … with the lines that moved on the crew's bill.

The closing follows the crew live: as they move the job along or submit the bill, the closing side reads itself again. A payment that comes in while the window is open (a customer paying an invoice from its link, say) shows in Payments Made at once.

Money once the closing is activated

Until the closing is activated, every payment (an invoice paid from its link, Create Charge, a card on file) goes to the sales, as always, and carries into the closing the same way the deposit does. The crew starting the job does not change this.

Once the closing is activated, every new payment belongs to the closing:

• an invoice the customer pays from its link (whichever side it was made from) is put on the closing and on the crew's bill of lading, so both count it as paid;
• the sales side's Payments is view-only: you can open and look at every payment, but Create Charge and Charge on a card on file are off — take payments from Payments Made on the closing side;
• a deposit stays on the sales, and a refund follows the payment it gives back.

Move to closing. A payment that is on the sales side but belongs to the closing (for example, one taken before this rule) can be moved: open Payments, press ⋮ on the payment and choose Move to closing. Nothing is charged or refunded; the closing and the bill of lading count it as paid at once, the sales stop counting it, and the order's log says who moved it. It needs the permission to record payments, and a payment already on the closing cannot be moved again.

If something goes wrong

• Please save changes. — save the closing (or the order) before Close order.
• Can't deactivate closing for completed job. / Closing can only be deactivated on a one-day order here.
• You do not have the automation rule to send the bill of lading currently set up. Please update this template and try again. — set up the bill of lading template, then resend.
• There is no bill of lading to send yet.
• Close the pickup first. — on a long-distance move, close the pickup before the delivery.
• This payment is already on the closing. — it already counts there; nothing to move.
• A deposit stays on the sales. — deposits are not moved to the closing.
• This day has no closing yet. Activate the closing first.