If you have rejected part or all of a carrier's charged invoice entries, MachShip will provide a downloadable PDF or CSV file which will contain a list of all of the consignments, charge amounts and reasons for the credit request.
To obtain this report:
1. Navigate to Manage Carrier Invoices
Navigate to the Finance drop-down and select View Carrier Invoices.
2. Find the Invoice
MachShip has provided a few ways to help you narrow down the search using the below filters:
- Company - Will search for all invoices relating to this Company Name.
- Carrier - Will search for all invoices relating to this Carrier.
- General Search - Entering keywords, MachShip will filter through all invoices and return any invoices with relating words.
2. Select the Download Credit Request Option
MachShip has provided 2 options to download the credit request. You can download it in PDF format or in CSV format.
Once you have found the correct invoice, click on the Cog to expand your options.
Select the Download Credit Request option.
The file will download as shown below:
3. Verify the consignments are correct and pass on to the carrier
Open the report and check that the consignments being queried and the amounts for the credit request are correct. Once this has been validated pass the credit request PDF form on to the carrier's admin team where they will either reject or accept the credit claim.
How to Read the Credit Request (CSV)
The file will contain the following fields:
Invoice Number - The carrier's invoice number.
Carrier - The name of the carrier the consignment was despatched with.
Carrier Abbreviation - The carrier abbreviation in MachShip.
Consignment Reference - The number used to identify the consignment in the carrier's system.
Date - The despatch date of the consignment. The date the user indicated the freight would be provided to the transport provider.
From and To Zone - The from and to zone of the consignment.
Service - The service the consignment was sent on.
Type - The rejection type. If the total charge was rejected, it will show as REJ. If the difference or only a part of the invoice charge was rejected, it will show as ADJ.
Reason - The reason provided for the rejection.
Items - The number of items in the consignment
Charge Weight - The total charge weight of the consignment
Volume - The total cubic metres of the consignment.
Base - The total calculated sum of route and surcharges price of the consignment.
Fuel - The total calculated fuel price of the consignment.
Tax - The total calculated tax price of the consignment.
Total Ex Tax - The total calculated price of the consignment excluding tax.
Total - The total calculated price of the consignment.