Order price, terms and margin
The Price section of an order holds what the client pays and on what terms; the Execution section holds what the transport costs you, from a carrier or from your own fleet. From the two, Quanty works out the margin, shows it on the order, the list and the totals, and carries the terms on to the invoice. This page explains every field of both, the NBP rate, contract rates and the own-cost estimate.
Before you start
- Your organization has the TMS add-on. The price is part of every order (see Creating an order).
- Changing prices needs a role that may change TMS data with the Dispatch module, or an admin. Payment terms on the client's and carrier's cards and invoicing belong to Finance (see TMS modules).
- Defaults come from TMS settings, Company and numbering (the default currency, PLN unless changed, and the default payment term, 30 days unless changed), the cards of the client and the carrier, and TMS settings, Own fleet cost.
The freight
| Field | What it means | Example |
|---|---|---|
| Amount | The freight agreed with the client, net. Required to confirm. | 1 485,00 |
| Currency | EUR, PLN, CZK, GBP, CHF, SEK, NOK, DKK, HUF, RON or USD. | EUR |
| Unit price × Quantity × Unit | Price per trip, km, tonnes, pallets, loading metres or hours. The amount is then "Worked out from the unit price". | 3,25 × 420 km = 1 365,00 EUR |
| Payment term | Days the client has to pay. Starts with your organization's default; the client card's term shows when the field is empty. | 30 |
| Days for the documents | "+ days for the documents to reach the client", from 0 to 60. | 7 (reads "Term 30 + 7 days") |
| Skonto % | A discount for early payment, 0 to 100. | 2 |
| Toll and Toll currency | A road toll the client pays: in the price (part of the freight) or added to the price (its own line on the invoice). | 120 EUR added to the price |
| Bill by actual quantity | The invoice follows the quantity really carried. | |
| No invoice | "This order is never invoiced". |
Under the amount the order shows the rate per kilometre ("3,54 EUR per km") and, for a foreign currency, the value in PLN with the rate used (below). The unit price, term, skonto, toll and No invoice sit behind the "+" line "Unit price, term, skonto, toll, no invoice"; once filled, they read as a short summary, for example "3,25 EUR × 420 km · Term 30 + 7 days · Skonto 2 % · Toll 120 EUR added to the price".
| Message | Meaning |
|---|---|
| "A toll added to the price must be in the freight currency" | Change the toll currency, or put the toll in the price. |
| "The toll in the price cannot be more than the whole freight" | Check the toll amount. |
| "Give the quantity: the toll goes on top of the unit price times the quantity" | A unit price needs its quantity. |
| "Days for the documents: from 0 to 60" | Type fewer days. |
No invoice
An order marked No invoice never goes to invoicing and uses no credit limit. After delivery its next step is Mark settled instead of Issue invoice ("This order is settled without an invoice: once delivered, mark it settled."). An order already on an invoice cannot be switched to No invoice until it is taken off the invoice, and a settled one does not go back to invoicing.
The NBP rate
A foreign-currency order shows its value in PLN: "1 EUR = 4,2512 PLN, NBP table 196/A/NBP/2026 of 09.10.2026 · 6 313,03 PLN in PLN", with the rule "Rate of the working day before the first loading. Frozen when the order is confirmed."
- Until the loading date is set: "Set the loading date to see the rate."
- The rate is frozen when the order is confirmed. The PLN value then stays the same in the list, the totals, reports and the margin.
- When the loading day moves, the rate is taken again for the new day: "The loading date changed: PLN amounts recalculated at the NBP rate of 12.10.2026". An order already invoiced keeps its PLN amounts ("…the order is already invoiced: the PLN amounts stay as invoiced"), and so does an order on a draft invoice, until the draft is made again.
- Which NBP table is used follows the contractor's NBP rate table: table A, the mid rate, by default; or table C, the sell or buy rate. The client's table is used for the freight, the carrier's for the carrier cost. A client on table C shows a line such as "NBP rate table C (sell rate) of …: 1 EUR = … PLN". Table C lists 13 currencies; any other currency uses table A.
- Invoices always convert VAT to PLN at table A (see TMS invoices and receivables).
- When NBP does not answer: "The NBP exchange rate could not be fetched. Try again in a moment." Confirming waits for the rate.
Contract rates
When the client's card has a contract rate for the order's lane (see Contract and rates), a line under the freight shows it with Use ("Enter this amount as the freight"):
| Line | When |
|---|---|
| "Contract: 1 700 EUR" | A rate per trip. |
| "Contract: 1 700 EUR (minimum)" | The minimum amount of the rate applies. |
| "Contract: 1,25 EUR per km × 1 120 = 1 400 EUR" | A rate per km, pallet, loading metre or tonne, with its working. |
| "Contract: 18 EUR per pallet (enter the pallets)" | The rate needs a quantity the order does not have yet. |
Hover the line to see the rate it comes from ("Rate PL 62 → DE 28, from 01.01.2026"). A freight below the contract reads "The price is below the contract with the client (1 700 EUR).": a warning in Checks, never a block. The carrier's contract works the same for the carrier cost ("Enter this amount as the carrier cost").
The carrier cost
On an order driven by a carrier (Execution, Carrier):
| Field | What it means | Example |
|---|---|---|
| Carrier cost and its currency | What you pay the carrier. | 1 250 EUR |
| Carrier term (days) | "Empty: the term from the carrier card". | 45 |
| Carrier skonto % | The carrier's discount for early payment. | 1 |
| Carrier toll | "Part of the carrier's price". | 90 EUR |
| Expected costs | "What the carrier will charge on top of the price": Toll, Waiting, Ferry, Parking or Other, each with an amount, a currency and a Note (for example "3 h waiting"). | Waiting, 150 EUR |
These sit behind the "+" line "Term, skonto, toll, expected costs". An expected cost your organization does not accept without a dispute is flagged: "The expected cost "Ferry" is one the company does not accept without a dispute". When the carrier's invoice arrives, it is checked against the agreed price (see TMS carrier costs and payments).
The own-fleet cost
On an order driven by your own fleet, the own cost is typed or estimated.
- Typed: an amount in the own cost field, in any currency. "A typed cost always wins."
- Estimated: the field left empty ("Empty: the estimate from the fleet cost per km"). The estimate follows TMS settings, Own fleet cost.
| Way of estimating | How it works |
|---|---|
| km × fleet cost (the default) | "The order's km times the fleet's cost per km from the last 90 days (fuel, repairs, leasing)." Shown as "Estimate: 420 km × 2,85 PLN/km = 1 197,00". |
| From components | "Fuel from the norm and the last price, driver hours, road tolls and wear per km, counted for each order on its own." Needs the Driver cost per hour, Wear per km and Fuel price (fallback) in the settings. |
The estimate is counted when the order is confirmed and again when its kilometres or vehicle change. "The estimate appears once a vehicle is picked", and "The estimate comes once the km are typed or the route is calculated". Without fleet costs: "no own cost": "Add fleet costs (fuel, fees) and Quanty works out the cost per km."
With From components, the summary shows Estimated own cost and What it is made of:
| Part | How it is counted |
|---|---|
| Fuel | Litres from the vehicle's fuel norm (else the fleet's) times the last refuelling price (else the fallback price): "286 l × 6,10 PLN". |
| Driver | Hours from the first loading to the last unloading (or the calculated route's time) times the driver rate: "18 h × 45 PLN". |
| Road tolls | Booked on the order, from the order's price, or from the calculated route. |
| Wear | Kilometres times the wear rate: "1 120 km × 0,35 PLN". |
When a part is missing, the order falls back to km × fleet cost and says what is missing ("Missing: a fuel norm."). See TMS overview for the settings.
The margin
The Margin is the freight in PLN minus the cost in PLN (the carrier cost, or the own cost) and is shown with its percentage in the order's summary, the Margin column of the list, the list's totals and the Settlement tab.
- Until there is a cost: "Known once the cost is in" (in the list: "Margin unknown until the cost is in").
- An estimated own cost marks the margin "estimate".
- Settlement shows the Planned margin and the Actual one, from the approved carrier invoices and the fleet costs booked on the order; "Below the plan" appears when the actual margin is negative or more than 10% of the freight under the plan (see The order card).
Changing the price after confirming
The client, the freight and the reference of a confirmed order change only through a Correction, which asks for a reason (see The order card). The PLN amount is recalculated with the frozen NBP rate; a new currency takes a fresh rate. An invoiced order also needs a correcting invoice.
Good to know
- Amounts are net. VAT is added on the invoice.
- The list and reports total the PLN values, so orders in different currencies add up.
- The client's payment term on the order is what the invoice uses; an empty field takes the term from the client's card.
- The carrier's payment term printed on the order for the carrier comes from the order, else the carrier's card, else your default (see Order printouts).
Related pages
- Creating an order: the rest of the form.
- Quotes and lanes: pricing before the order.
- TMS clients and carriers: terms, NBP table, contract rates and credit limits on the cards.
- TMS invoices and receivables and TMS carrier costs and payments: where the money goes next.