Reviewing Monthly Operations and Charges
Use Monthly Operations at month end when you need to review what should be billed for a client.
When should I use this?
Use this page when you want to:
- preview the charges for a client and month
- include manual work or one-off adjustments
- spot missing prices or missing shipment mappings before billing
- finalise the month's charge run
If you are trying to diagnose why something looks wrong, use Operations Diagnostics alongside this page.
Future storage evidence drill-downs for pallet-week and carton-week lines are tracked in the engineering roadmap Storage Billing Auditability & Historical Evidence.
How it works
Monthly Operations brings together warehouse activity for the selected period and turns it into billable charge lines.
In plain English:
- Tariff means the client's agreed rate card
- Service Mapping means the rule that turns a carrier service name into the correct charge line
- Additional Services means extra manual work or one-off charges recorded by your team
Repeated automatic order additional services, such as leaflet insertions recorded once per fulfilled order, are shown as one calculated charge when their code, label, unit and rate match. The underlying additional-service records remain separate for order-level evidence and audit history.
Step-by-step
- Choose the Client.
- Choose the Month.
- Click Preview charges.
- Review the top summary cards so you can sense-check the month's activity.
- Review Calculated Charges to see what will be billed.
- If the page shows missing prices or missing mappings, fix those first.
- Add any missing manual work through Additional Services if needed.
- Export the results if you need a CSV or PDF copy.
- Click Finalise only when the preview looks correct.
What happens next?
After Preview charges:
- you can review the month's activity without saving a billing run
- you can see gaps such as missing rates or missing shipment mappings
After Finalise:
- ParcelPilot saves the charge run for that period
- the billing ledger keeps those calculated lines for later invoice or reporting work
Finalising does not move stock or change fulfilment/delivery status. It can update billing markers on linked receipt, shipment and assembly records to associate the billed activity with the saved charge run.
Finalising is separate from downloading a CSV/PDF report, exporting or synchronizing accounting data, sending an invoice, or recording payment. A saved charge run does not prove that any of those later operations happened.
AI Help's pricing/mapping readiness assessment is not confirmation that the Finalise action is currently available to your account. The real action also checks the selected client, previewed charges and existing saved history. Charge-review warnings remain warnings under the current workflow; AI Help does not decide that a charge should be approved, waived or repriced.
When a period is already finalised, Preview charges can show a fresh calculation without changing the saved charge run. A difference between that preview and saved history does not mean the saved history has been overwritten.
Common reasons charges are missing
Missing shipment mappings
The shipment exists, but ParcelPilot does not know which charge line to use for that carrier service.
Missing prices
ParcelPilot found the activity, but the client tariff does not contain a rate for it.
If a missing price is for a normal tariff-backed pricing metric, an authorised commercial user may choose Do not charge this month from the missing-pricing row. This records a billing waiver for the selected Monthly Operations period only.
The waiver does not delete or change the underlying activity. For example, storage snapshots and collected metrics still show that carton-week activity happened. The waiver only stops that metric becoming a charge or a missing-pricing blocker for the selected period.
Waivers are different from £0 pricing:
- Missing pricing means activity exists but no tariff is configured.
- £0 pricing means a tariff exists with a zero rate.
- Do not charge this month means the activity happened, but an authorised user deliberately waived that service for this client and Monthly Operations period.
Waivers apply only to the selected billing period. If the same service is used in a later month, ParcelPilot evaluates it normally again.
Before the period is finalised, an authorised user can remove an accidental waiver from the waived-services section. After removal, normal pricing and missing-pricing checks apply again for that same period.
After a Monthly Operations run is finalised, the saved charge run and charge lines are not silently rewritten by this feature.
Additional Services outside the billing window
Manual work only appears if its service date falls inside the selected period.
Client-provided shipments
These can still appear in operational views, but they may be excluded from shipping charges.
Who sees what?
Tenant and admin users usually handle previews, exports, and finalising.
Client users usually see operational summaries rather than pricing controls.
The Do not charge this month waiver is a commercial billing decision. It is only available to high-authority billing configuration users: super-admins where permitted by impersonation/security rules, admins, and same-tenant owners. Operators, warehouse users, and client users cannot create or remove waivers.