When there is a charge discrepancy based on the upload of a carrier invoice users will have the option to:
- Accept the charge discrepancy
- Accept Part of the Charge Discrepancy
- Reject the discrepancy and accept the original quote
- Reject the total charge
Below is a description on how to reject a charge discrepancy.
1. Navigate to the Balance Screen
This can be completed by a few methods which are discussed in the article here, but the most common method will be when you are on the view invoice consignments screen which will be outlined below.
Select the Finance drop-down and View Carrier Invoices.
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.
Once you have found the correct invoice, click on the Cog to expand your options.
Select View Consignments.
Find the invoice entry which needs to reconcile, click the cog and select Balance.
2. Go to the Unaccepted Carrier Invoice Entries section
The Unaccepted Carrier Invoices section will display all of the invoice entries which have generated the discrepancy and the details from the carrier regarding the discrepancy. To see the information click on each of the invoice entry tiles.
3. Select Reject Total or Reject Difference
3.1. Reject Total
a. Assign the reason for the rejection of the charge
When a charge is rejected users will need to provide a reason for this rejection. This rejection reason will be placed on the MachShip Credit Request form. The MachShip Credit Request form can be provided to the carrier once an invoice has been reconciled and it will list all of the consignments with disputed charges and the reason for the dispute. The article at this link describes how this form can be downloaded.
Once you have selected Reject Total the Reject Carrier Invoice Entry modal will appear.
Select a Rejection Reason. This can be from one on MachShip's preset reasons - listed below:
Then provide any supporting comments.
Then select Reject.
The Unaccepted Carrier Invoice Entries section will show with a status of Rejected with the reason listed.
3.2. Reject Difference
If, after investigation, you find that the carrier's over-charge is unwarranted then you may select the Reject Difference button.
This will prompt the Amend Carrier Invoice Entry modal, showing the difference between the base price, the fuel amount and the tax amount. You will also notice below of the Total charge inclusive of Tax.
As with Reject Total, you will need to provide a reason for this rejection this reason will be placed on the MachShip Credit Request form. The MachShip Credit Request form can be provided to the carrier once an invoice has been reconciled and it will list all of the consignments with disputed charges and the reason for the dispute. The article at this link describes how this form can be downloaded.
Any additional comments for the rejection can then be provided in the comments section.
Once done, select the Add Amendment button.
You will then see that the amendment set will be added on the below charge, sample:
Once confirmed with the invoice charges are correctly calculated, select on the Accept Amended button.
4. Select Balance
Select the Balance Consignments button
MachShip will update the consignment and confirm it has been balanced with the green success bar shown below:
The consignment will also have its reconciliation status set to be Reconciled.
How to Reject Charges across multiple consignments in Bulk.
Should there be multiple invoice entries that you would like to reject in full, find the applicable invoice and select View Consignments.
This will bring you through to the View Carrier Invoice Consignments page. Here you would select the invoice lies you would like to reject via the tick box on the left-hand side
The select Actions and select Reject All Selected
You would then select the Rejection Reason; note that this will show on the credit request form,
Any further comments can then be provided in the comments section
Once complete, select Apply Changes, and the selected consignments will have the full carrier charge rejected.