Trucking / Hauling on the Site

This workflow covers on-site crude hauling: producer leases deliver to a destination facility, you record hauling transactions, then run carrier settlement (pay the trucking company).

Example use case: Pearsall-area leases → Kinder Morgan Three Rivers (~11,000 BBL/day at ~42° API).

Phase	What you configure
Setup	Organization, active facility
Master data	Destination, leases, carrier, product, rates, service agreement
Operations	Hauling transactions (manual entry)
Settlement	Generate charges → approve → vendor settlement

Mileage for billing: Use fixed miles per lease on each ticket. GPS auto-calculation is not used for settlement in the current release.

Before you start

• Confirm permissions for Facilities, Partners, Products, Rate Cards, Service Agreements, Transactions, and Settlements.
• Agree hauling rates (or use test tiers for validation).
• Set a go-live date (example: July 1, 2026).

Flow overview

flowchart LR
  A[Org & Facility] --> B[Leases + Carrier]
  B --> C[Product + Rate Card]
  C --> D[Service Agreement]
  D --> E[Hauling Transactions]
  E --> F[Generate Charges]
  F --> G[Vendor Settlement]

Step 0 — Open your workspace

Open the organization

1. Sign in to Coyote Measurement.
2. Select the organization you work in from the app header.

Select active facility

Before creating transactions, set the header facility to your destination terminal (for example Kinder Morgan Three Rivers).

Step 1 — Destination facility

Admin → Facilities → Create

1. Enter the facility name (for example Kinder Morgan Three Rivers).
2. Select type and timezone for the destination.
3. Complete location and configuration steps in the wizard.
4. Save the facility.

Field	Example
Name	Kinder Morgan Three Rivers
Type	Terminal
Timezone	Mountain Time
Street Address	123 Main St
City / State / Zipcode (optional)	Three Rivers, TX
Number of Bays (optional)	2
Operational Day Start (optional)	7:00 AM

This is the single destination for all lease lanes.

Step 2 — Producer leases (origins)

Admin → Partners → Create (Type: Producer)

Create one producer per lease:

Partner name
Appaloosa Lease
Darlene Hurrikain Lease
Hooey Sendero Lease
Mustang Lease
Roper Lease

Phase 1 billing model

Setting	Guidance
Role	Producers are origin locations on tickets
Customer (AR)	Not required unless you invoice producers separately
GPS coordinates	Optional for mapping; billing miles go on each transaction

Step 3 — Carrier (vendor)

Admin → Partners → Create (Type: Carrier)

1. Enter the carrier name (for example Pearsall Beta Trucking Co).

2. Set Relationship to Vendor (you pay them — AP).
3. Under They do for us, check Hauling.
4. Leave Gathering and Storage unchecked unless applicable.
5. Save the partner.

Field	Value
Relationship	Vendor
They do for us	Hauling ✓
Payment terms (typical test)	30 days
Auto invoice	Off unless required

Drivers (optional): add drivers under Admin → Drivers if you assign drivers to loads.

Step 4 — Product

Admin → Products → Create

1. Enter product code and name.
2. Set API gravity range and default.
3. Save the product.

Field	Example
Code	WTI or CRUDE
Name	Crude Oil
Min API	35
Default API	42
Max API	45

Use 42 default API when operations target ~42° API.

Step 5 — Rate card (carrier settlement)

Admin → Rate Cards → New

Create rate card

Field	Example
Rate card type	Carrier Settlement
Name	Pearsall Carrier Hauling Rates
Region	WTX or Pearsall
Effective from	2026-07-01

Scope (optional — recommended):

Field	Value
Carrier	Your carrier partner
Destination facility	Kinder Morgan Three Rivers
Product	Crude Oil
Partner (origin)	Leave blank
Origin facility	Leave blank

1. Click Create Rate Card.
2. You should land on the rate card version page.

Distance tiers

1. Open the Distance Tiers tab.
2. For initial validation, click Generate Standard (creates tiers for miles 1–300).
3. Click Save Tiers.

After the client provides contract pricing, replace tiers with real values.

Validate with rate calculator

On the rate card version page, use Rate Calculator:

Field	Test value
Miles	73
Volume (BBL)	2200

Confirm the linehaul total matches expectations (example: $6,710 with standard test tiers).

Activate rate card

1. Click Activate on the version page.
2. Confirm the badge shows ACTIVE (not DRAFT).

Draft rate cards are not used for charge generation.

Step 6 — Service agreement

Admin → Service Agreements → New

1. Enter agreement details and link the active rate card.
2. Set Direction to They Provide (carrier provides hauling to you = cost/AP).
3. Set Status to Active.
4. Save the agreement.

Field	Example
Agreement number	SA-PEAR-BETA-001
Partner	Your carrier
Service type	Hauling
Direction	They Provide
Effective date	2026-07-01
Rate card	Pearsall Carrier Hauling Rates (active version)
Status	Active

Notes (example): Beta hauling agreement for Pearsall leases to Kinder Morgan Three Rivers. Target ~11,000 BBL/day.

Agreements in Draft are not used for charge generation.

Step 7 — Hauling transactions

Daily Ops → Transactions → New

Create one transaction per lease (five tickets for a full daily test).

Before you start

Check	Required value
Active facility	Kinder Morgan Three Rivers
Rate card	ACTIVE
Service agreement	Active, effective on or before ticket dates

Enter each ticket

1. Set Transaction type to Receipt.
2. Set Service type to Hauling.
3. Set Movement type to Carrier In.
4. Enter ticket number (for example BETA-APP-001).
5. Set Report day and Transaction time to the operational date (for example 2026-07-01).
6. Select Product, Origin (lease), and Carrier.
7. Enter GSV and/or Net volume (for example 2200 BBL).
8. Enter Distance (fixed miles for that lease) and Distance unit Miles.
9. Save the transaction.

Field	Value
Transaction type	Receipt
Service type	Hauling
Movement type	Carrier In
GSV / Net volume	2200 BBL (example)
Distance	Fixed miles per lease (see table below)

Volume split (example)

Client target ≈ 11,000 BBL/day across 5 leases → 2,200 BBL per ticket for testing.

Fixed miles per lease

Origin (lease)	Miles	Example ticket
Appaloosa Lease	73	BETA-APP-001
Darlene Hurrikain Lease	69	BETA-DH-001
Hooey Sendero Lease	67	BETA-HS-001
Mustang Lease	69	BETA-MUS-001
Roper Lease	76	BETA-ROP-001

Report day vs transaction time

Settlement matches transactions to a calendar month using:

Field set?	Used for settlement period
Transaction time	Yes — takes priority
Report day only	Used when transaction time is empty

For July settlement, set both report day and transaction time to July 2026 (for example 2026-07-01).

The system bills the carrier for hauling when service type is Hauling and a carrier is set.

Step 8 — Generate and approve charges

Settlement & Billing → Settlements

Select the correct period

1. Open Settlements.
2. Use the month picker (top right) to match your transaction dates (for example July 2026 for tickets on 2026-07-01).

Generate charges

1. Click Generate Charges.
2. Expect a success message such as Generated 5 charge(s).

Example totals (test tiers, 2200 BBL each):

Ticket	Miles	Charge (example)
BETA-APP-001	73	$6,710
BETA-DH-001	69	$6,446
BETA-HS-001	67	$6,446
BETA-MUS-001	69	$6,446
BETA-ROP-001	76	$6,974
Total		~$33,022

If you see No new charges created, charges may already exist for the period — check Payables.

Approve charges

1. Open Payables.
2. Review hauling charges for the carrier.
3. Approve charges per your process.

Daily operations (after setup)

Task	Where
Enter tickets	Transactions — New Transaction
Import tickets from files	Managing Imports (when file-based intake is enabled)
Monthly billing	Settlements → Generate Charges
Pay carrier	Approve charges → vendor settlement

Troubleshooting

Symptom	What to check
No charges generated	Settlement month matches transaction time; rate card ACTIVE; service agreement Active; carrier is Vendor
Wrong party billed	For hauling, carrier should be billed — not the lease origin
No new charges created	Charges may already exist — review Payables
Rate mismatch	Ticket miles match a distance tier; volume and effective date are correct
Service agreement ignored	Status must be Active, not Draft
Movement type wrong	Use Carrier In, not Pipeline In

Fixed miles quick reference

Lease	Miles
Appaloosa	73
Darlene Hurrikain	69
Hooey Sendero	67
Mustang	69
Roper	76

Related topics

• Facilities — destination terminal setup
• Partners — leases and carrier vendor
• Products — crude oil product catalog
• Drivers — optional driver records
• Transactions — hauling ticket entry
• Settlements — generate charges and vendor settlement