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 accept a part of a charge discrepancy and reject the rest.
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 Add Amendment
4. Assign the Reason for the Amendment to the carrier invoice charge.
When you amend a carrier invoice charge you will be setting the amount you wish to reduce the carrier invoice by. This reduced amount will be considered as a rejected charge and 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 Add Amendment the Amend Carrier Invoice Entry modal will appear.
Select the Amend Reason, selected from the provided dropdown. This can be from one on MachShip's preset reasons - listed below:
Then provide any supporting comments.
MachShip will require you to fill out the Base Price, FS (fuel surcharge) and the Tax amount which you wish to reduce the carrier invoice charge by. If you supply the Base Price MachShip will automatically apply the fuel and tax amount - these can be adjusted.
Once complete select Add Amendment.
The Unaccepted Carrier Invoice Entries section will show the amended amount along with the stated reason for the amendment:
If this is correct select Accept Amended.
Once you have selected Accept Amended the Unaccepted Carrier Invoice Entry field will be cleared and the carrier invoice charge will be shown on the left in the Accepted Consignment Charges.
The MachShip quoted cost will be shown as a Consignment Charge and the accepted discrepancy will be shown as a Reconciliation Charge.
The Reconciliation Charge requires a reason for the discrepancy for any future auditing purposes.
5. 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.