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TMS Documentation

Organization Settings

Organization Settings control company details, teams, paperwork defaults, ACH/Nacha payment details, load workflow behavior, invoice text, optional vendor expenses, and optional multi-currency use.

Company profile

  • Company name: appears inside ARK TMS and on customer- and carrier-facing documents.
  • MC Number: Motor Carrier number used on broker or carrier paperwork when applicable.
  • DOT Number: Department of Transportation number used for profile, compliance, and paperwork context when applicable.

Addresses

Physical address is the main company location. Billing address is the address used for billing records, invoice remittance details, and paperwork when it differs from the physical address.

Each address includes:

  • Address: street address.
  • Address 2: suite, unit, floor, or other secondary address detail.
  • City: city for the address.
  • State: state or province.
  • Zip: postal or ZIP value.
  • Phone: primary phone number for that address.
  • Fax: fax number shown or used where fax delivery is still part of the workflow.
  • Email: email address associated with the address.

Teams

Teams separate operational ownership across branches, offices, desks, or business units. Admins can create and edit teams from Organization Settings, then assign users to those teams from User Management.

Each team includes:

  • Name: the team label users see in dashboard team selectors and setup screens.
  • Notes: optional internal context for the team.
  • Address, city, state, zip, phone, and email: optional team contact details when the team uses a separate location or inbox.

Create teams before inviting or configuring users when your organization uses team-based access. After teams are created, assign each user to at least one team and choose their default team.

See Team Settings for the full setup workflow.

Tax and banking

Tax and banking fields support ACH payment files, Nacha output, and payment records.

  • Federal Tax ID: tax identifier used for billing, payment, and bank file context.
  • Bank Name: optional originating-bank name used in the Nacha file header.
  • Bank Account Name: optional company name used in the Nacha file. When this is blank, ARK TMS uses the organization Company name.
  • Bank Account Number: organization banking record; current Nacha generation does not require it.
  • Bank Routing Number: originating bank's valid 9-digit ABA routing number used for Nacha generation.
  • Bank Account Type: organization checking or savings account type.
  • Nacha Discretionary Data: optional bank-provided value included in the Nacha file when required by your bank.
  • Nacha Company ID: exactly 10 letters or digits assigned by the originating bank.

Use the exact routing number and Company ID supplied by the bank. ARK TMS does not derive the Nacha Company ID from the Federal Tax ID. When ARK creates the file, it shortens long names and optional description text to fit and converts unsupported characters. Saved settings do not change, and routing numbers and Company IDs are not shortened.

Documents and invoicing

  • Rate Confirmation Invoice Contact: email or fax shown on rate confirmations for invoice delivery.
  • Rate Confirmation Terms: payment or operating terms shown on rate confirmations.
  • Invoice Instructions: optional text shown on invoice PDFs, such as remittance notes or document requirements.

Invoice remit profiles

Invoice remit profiles define where invoice PDFs and billing packet emails should route. Profiles can represent standard broker billing, a factoring company, a subsidiary, or another remittance destination.

Set one organization default. Customers can inherit that default or use a customer-specific default. Billing users can override the Remit to profile when creating a billing packet.

Workflow

  • Load Lock Duration (minutes): how long a user can hold exclusive access to a load while editing when load locking is enabled.
  • Spot Quote Expiration (hours): how long New, Quoting, and Quoted spot quotes stay in the Active tab without updates. They remain in All; enter 0 to disable expiration.
  • Enable load locking: prevents more than one user from editing the same load at the same time.
  • Require driver assignment on e-sign: requires a driver to be assigned before e-signing a rate confirmation.
  • Force imported carriers to be inactive: keeps imported carrier records unavailable for dispatch until reviewed and activated.
  • Recalculate carrier due date when moving to Ready: updates the carrier settlement due date when a carrier payment moves to Ready.
  • Enable Vendor Expenses: allows users to add paid third-party expenses on loads and include billable expense rebills in customer pay.
  • Load numbering: may be sequential or randomized depending on workspace setup.

International

  • Enable multi-currency: allows supported customer, carrier, load, billing, and reporting workflows to use USD, CAD, or MXN.

Only enable multi-currency when the organization actively handles cross-border or non-USD freight. Some currency fields appear only when this option is enabled.

Vendor expense margin and reporting use the stored load, pay, and expense currencies. Review currency before invoicing or commission review when vendor expenses are used on cross-border loads.

Change checklist

  1. Confirm the business owner for the change.
  2. Update one group of settings at a time.
  3. Save organization settings.
  4. Review one related workflow, such as team selection, rate confirmation generation, invoice generation, ACH/Nacha payment output, load editing, or carrier settlement.
  5. Notify affected users.