Overview
Duty of Care (DoC) is primarily a component of the Trade Module, but has also been integrated into the Skips Module. For long term waste transfer agreements, a seasonal Waste Transfer Notice is issued to the owner of the waste to the Waste Management Company lasting for up to a year instead of completing a transfer notice on each collection.
By default, Weighsoft's season is April to April, however, the period can be changed, or swapped to a rolling period rather than a fixed date.
Settings
As the DoC can be generated for both Skips and Trade, there are individual settings for each under Administration then Settings and from here either Skips and RoRos or Trade. Although the settings for the two modules are completely independent, the following appear in both menus:
Setting | Description |
Duty of Care Date | Fixed To/From date. Requires day and month in |
DOC Price | Default price for DOC price. |
DOC Daily Price |
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Enable Duty Of Care Emails | Allows a run tracker to be created to mass email notices. |
DOC Run Grouping Values |
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Doc Run Product Groups |
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Rolling Year | Changes the season from fixed date to rolling year. |
Doc From Address | Email Address notices are emailed from |
Doc From Address is No Reply |
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The settings in Trade have the below additional options:
Setting | Description |
Use New DOC Page | Must be enabled to generate Duty of Care Notices. If a run appears to be doing nothing, check this is enabled. If not enable the setting, log out and back in the press CTRL + F5 before going back to the Duty of Care page. |
Account Level Enabled | Introduced in Version 5.408 to generate a combined Skip/Trade DoC. This will also add the Duty of Care option to the left hand side of the Module navigation. |
New Contract Doc Enabled | Sets DoC to required by default when converting a trade quote. |
DOC Template Id | For clients who do not use Crystal Templates. This should be configured by Support |
DOC Template | For clients who do not use Crystal Templates. This should be configured by Support |
Use WKHTMLTOPDF | For clients who do not use Crystal Templates. This should be configured by Support |
Use Adobe Sign | Enables Adobe Sign integration. Please contact Support to set up as it is not available by enabling the setting alone. |
Excluding products from Duty of Care
Products can be excluded from the Duty of Care by the below steps:
Go to Administration>Lookups>Products
Locate the Product
Click on the Edit button
Scroll to the bottom of the screen
Enable/Disable the "Exclude From Duty of Care Output" as required
Setting Up an Order, Account or Address for DoC
Enabling duty of care can be done from the skip order, trade contract, or for a multi-order notice, address or account.
Locating the options
Skip Orders
View the Order
Go to the Duty of Care tab
Trade Contracts
Locate the Trade Contract in question
View the Contract
Click on Edit Contract on the left
The Duty of Care section is on the right
Account or Address
View the Account or Address
Click on the Duty of Care section on the left
Available and Required Options
In order to set up a trade contract/skip order/account/address for duty of care the below settings are available:
Setting | Required | Description |
Duty of Care | Yes | If a Duty of Care notice is required for the order |
Doc From | Yes | The date the Duty of Care becomes due. If a notice is required now use a past or today's date, otherwise use a future date. |
Payment Required | Yes | Enable if the Duty of Care is charged for. |
Payment Recurring | No | The charge for the first Duty of Care notice |
Payment From | No | The date payment charging starts from |
Exclude from Site Level DOC | No | Checking this will cause an individual Duty of Care to be created for this Contract, it will not be included in the Site notice. |
Exclude from Account Level DOC | No | Checking this will cause an individual Duty of Care to be created for the order or address, it will not be included in the Account notice. |
At the absolute minimum, the Duty Of Care radial and Doc From Date must be set on the appropriate level. If an address is configured for Duty of Care and there are a select number of trade contracts against the address that must be generated individually, the Exclude from Site Level DOC box must also be checked for those contracts. The same must be done for orders/contracts/addresses where the account is set for Duty of Care by checking Exclude From Account Level DOC on the address or order you wish to exclude from the Account notice. Note that if you want to exclude an order only this does not need to be checked on the address and vice versa if you want to exclude an address.
In all configurations, the payment required, payment recurring and payment from can be enabled. Trade and skips have the options of Exclusion from the Site Level (address) DoC and the address has a monthly payment setting and the option to set all contracts to be included in the address level.
If a payment is required, the payment radial needs to be selected and the payment from date set at the minimum.
Creating Notices
Depending on the settings enabled and the type of document to be produced there are three ways to get to Duty of care:
Modules then Duty of Care in the left hand menu for all types if Account Duty of Care is enabled.
Modules then Skips then Duty of Care for skips
Modules then Duty of Care under Trade in the right hand menu for trade
Site-level notices are handed under the respective Skips and Trade routes then createDuty of Cares by Siteor if Account Duty of Care is enabled can be accessed from theGeneralbutton. Account level notices can Only be accessed from the general button. For Skips and Trade Click onCreate Duty of Cares in the Duty of Care screen.
For all options the following must be set:
Option | Description | Default |
Start Date/End Date | The period for which the Notices will run for. The DoC From Date on the Order/Contract must either be before or within these dates. | The start date for the current Duty of Care Period |
Outlet | Allows for the generation of notices from a single outlet rather than all outlets work is sent from. | All Outlets |
Charge | Generate charges for duty of care notices where payments are due. | if the Daily Price has been setup in the settings this will be true, or if it is empty or 0 then False. |
Advance | Allows for notices to be generated where the From date sits within the notices and a previous notice has been generated. | True unless Rolling Year is enabled in the settings. |
Existing Docs Charge UpTo End Date | Generates Duty of Care notice up to the date given in End Date. If this is not selected it will add a year to the given Start Date | False |