👥 Primary Audience: Admins, Partner Admins, Operation Manager, Billers, Dispatchers

📁Return to User Roles & Permissions Collection

E-checks historically referred to as Comcheks, are digital payment instruments that allow trucking companies to issue immediate funds to carriers and drivers for operational expenses such as fuel or cash advances, lumper fees, etc., that can be redeemed at participating fuel stops, truck stop locations.

The e-check permissions regulate which personnel within your organization can issue, cancel, modify, or move e checks for carriers and drivers. Within Alvys, the e-check system is tightly integrated with the load management workflow, allowing staff to generate, manage, and reconcile electronic payments directly from the Load Details page. By default, these configurations are preselected for administrative and management roles exclusively when an active integration, such as EFS or Comdata, is detected. Because E-Checks involve real money being released to drivers or carriers, the permissions within this category carry significant financial and operational risk. Misuse, whether accidental or intentional, can result in duplicate payments, unauthorized advances, or funds being released to the incorrect driver on the wrong load.

E-Check permissions are managed at the user level. To adjust these settings:

The Issue E Check permission governs whether a user can generate electronic checks against loads within the TMS. Issuing an e-check is the act of creating a new electronic payment instrument typically used to provide a carrier or driver with funds for fuel, lumper fees, or other on-the-road expenses before the load is fully settled.

When a user issues an e check, the system communicates with the company’s E-check provider, such as EFS or Comdata, to generate a payment code that the driver can use to access funds at authorized locations like truck stops or fuel stations. Because each issuance represents a direct cash outflow, the system requires an active e check integration.

When this permission is granted, the “Manage E Check” button is visible at the end of the money box on the Load Details page. This button becomes active only when an e-check integration (EFS/Comdata) is properly configured and the trip status has progressed beyond the Open, Reserved, Quoted, or Cancelled stages.

Additionally, with this permission, a user can access the Manage E Check modal from the Alvys Load Board. Simply right click on the load and select the Issue E Check option.

By default, this permission is assigned to Admin, Partner Admin, and Operations Manager roles upon user creation, provided an active integration exists. It is most vital for Dispatchers managing carrier advances and Billers overseeing the settlement workflow. Limiting access to these specific roles ensures that financial disbursements are handled only by those with a legitimate operational need.

The Cancel E-Check permission controls whether a user can cancel an existing electronic check that has been issued against a load. When a user opens the e-check management panel on a load and views the list of issued e-checks, each non-canceled e-check displays a dropdown menu with available actions. The "Cancel E-Check" option within this dropdown is only visible when the user has the Cancel E-Check permission. It is important to note that an E-check that as already been used cannot be cancelled. The option to “Cancel E-check” is also hidden for e-checks that have already been canceled.

E-check cancellation is a corrective action that should be performed only when there is a legitimate reason such as issuing an e-check for the wrong amount, to the wrong driver, or on the wrong load. Because cancellation affects the load's financial record and interacts with the e-check provider's systems, it should be restricted to users who fully understand the downstream financial impact and can coordinate with the carrier or driver to prevent disputes.

By default, this permission is assigned to Admin, Partner Admin, and Operations Manager roles during account creation if an active e check integration is detected. This permission is most relevant to Dispatchers and Billers who manage e check issuance and need the ability to correct mistakes by canceling incorrect e checks.

The Modify E-Check Fee permission controls whether a user can adjust the e-check fee configuration for the company's subsidiaries and for individual drivers. E-check fees represent a revenue stream for the company by charging a processing fee on each e-check, the company offsets the cost of providing quick-pay services to carriers and drivers. The system allows for the establishment of percentage based charges or flat minimum e-check fees that are automatically applied whenever an e-check is issued for the type matching the fee that was created.

Furthermore, this setting serves as the primary navigation gatekeeper for the E-check page within the accounting menu. Regardless of other e-check related permissions held, a user cannot access the Search e-check page unless this specific permission is granted.

By default, this permission is assigned to Admin, Partner Admin, Operation Manager, and Biller roles. Because e-check fee changes affect every future e-check issued under that subsidiary, this permission should be restricted to users who understand the financial implications typically billing supervisors, accounting managers, or company administrators.

In a fast-paced dispatch environment, mistakes happen. An e-check might be issued against the wrong load number, or a load might be canceled and recreated under a new load number. Rather than canceling the e-check and issuing a new one, moving the e-check allows the e-check to be cleanly reassigned to the correct load while maintaining the original payment record. This permission controls whether a user can move (transfer) an existing electronic check from one load to another.

When a user views the E-check management panel on a load, each non-canceled e-check displays an action menu.

The Move option is accessible via the action menu when the user possesses the Move Comchek permission. Like the Cancel e-check option, Move is also hidden for e-checks that have already been canceled. Furthermore, you can only move an E-Check to a different load/trip as long as the same driver is assigned on the destination load. Moving to a completely different driver is not supported. The logs on both loads will indicate that a successful move of e-check was made.

Admin, Partner Admin, and Operation Manager roles are assigned this permission by default upon user creation. It is primarily utilized by Dispatchers and Billers who manage e-check assignments and may need to correct load-level payment associations

Notes are free-text entries that users attach to loads to document instructions, observations, conversations, or other relevant information, for example, "Customer requested liftgate delivery" or "Carrier confirmed delivery ETA of 3 PM." Load notes serve as an internal audit trail. The Delete Notes permission controls whether a user can delete notes (comments or annotations) that they have added to load records in the TMS.

This permission is unique in its enforcement: a user can only delete notes that they personally created. The delete button (an ❌ icon) next to each note is displayed only when two conditions are met simultaneously: the note was created by the current user, and the current user has the Delete Notes permission. This means that even with the permission, a user cannot delete notes written by other users. There is no "delete any note" capability in the standard permission system.

This specific authorization is relevant to any user who generates notes on load records and may require the ability to remove incorrect or duplicate entries. Nevertheless, given its restrictive nature, the Delete Notes permission is granted by default only to administrators and managers who are trusted to preserve the integrity of load documentation.

Q: What is the difference between e check and “Comchek" in Alvys?

A: These terms are used interchangeably within the Alvys interface and internal code to refer to the same electronic payment functionality. Comchek is simply a legacy industry term for this type of digital payment instrument.

Q: What are the requirements to issue an e check in Alvys?

A: To issue an e check, the company must have an active integration with a provider such as EFS or Comdata and the trip status must progress beyond the Open, Reserved, Quoted, or Cancelled stages. Users must also be granted the Issue E Check permission to access the management button or the right click menu on the Load Board.

Q: Can any issued e check be canceled?

A: An e check can only be canceled if it has not yet been used or cashed by the recipient. Additionally, the cancellation process requires the user to possess the Cancel E Check permission and will remove any associated accessorials from the load.

Q: What are the limitations when moving an e check between loads?

A: You can only move an e check if the same driver is assigned to both the source and destination loads because transferring funds between different drivers is not supported. This action cleanly reassigns the payment record and its associated accessorials while preserving the original data.

Q: What are the limitations when moving an e check between loads?

A: You can only move an e check if the same driver is assigned to both the source and destination loads. Transferring funds between different drivers is not supported.

Q: Can a user access the Search e check page without any e check permissions?

A: No, the Modify E Check Fee permission serves as the primary navigation gateway for the e check section within the accounting menu. Regardless of other authorizations held, a user cannot access the Search e check page unless this specific permission is granted.