Work the exception queue

The Freight audit page (/freight-audit) checks every carrier invoice line against the approved rate card and fuel levy in force on the ship date. Lines that need your attention become exceptions. All amounts are in AUD, ex GST.

The tiles

• Total overbilled: everything billed above the expected cost, across all current differences.
• Claimed: what you have disputed with carriers.
• Recovered: credits and refunds recorded, with the amount written off beside it.
• Open: what is still outstanding on open or disputed exceptions, with the count of exceptions and of unmatched lines.

Filters and buttons

Filter the queue by Carrier, Cause, Status and Age (up to 7 days, 8 to 30 days, 31 to 60 days, over 60 days). Select a row to open the exception.

• Run audit retries lines that have not matched a consignment yet, and audits any line not yet audited. It needs a Master Admin or Editor role.
• Export open claims downloads a CSV of open and disputed exceptions, for the carrier you have filtered on or for all carriers.
• Carrier invoices takes you to the import page.

Your tolerance

Next to the filters you see the tolerance, which starts at $0.00. A line opens an exception when it is overbilled by at least the tolerance; smaller differences are still recorded, just without an exception. Unmatched lines always open an exception. Undercharges never do.

Only a Master Admin can change the tolerance: select Change, enter dollars and cents, and Save. The new tolerance applies from the next audit. Exceptions already in the queue are not reopened or closed by the change.

This tolerance is separate from the Recoveries tolerances, which decide what can go on a claim. See recoveries overview.

Inside an exception

The exception shows expected and billed amounts per component, the evidence (rate card and fuel levy versions, weights), the variances with their causes, and the match. Audit variance causes explains each cause.

If a charge was keyed wrongly, select Correct, enter the right amount and a reason; the line is audited again and the change logged. You can also match the line to another connote under Match.

Statuses and actions

Each exception is Open, Disputed, Recovered, Written off or Resolved. Every action adds a dated note with your name.

• Dispute: record that you have raised it with the carrier, with an optional carrier dispute reference and the amount claimed (the overbilled amount if you leave it blank). The status becomes Disputed.
• Record recovery: enter an amount the carrier credited or refunded. Once recoveries and write-offs cover what was claimed (or overbilled), the status becomes Recovered.
• Write off: give a reason, and an amount or leave it blank for everything outstanding. The status becomes Written off, or Recovered if part was already recovered.
• Resolve: give a reason why no claim is needed. The status becomes Resolved.
• Assignee: choose a team member, or Unassigned.
• Add a note: any time, on any exception.

Recovered, Written off and Resolved are closed: you can still assign and add notes, but not take the other actions. If a later audit finds no difference at or above the tolerance, an open exception is resolved for you; new differences on a resolved one reopen it.

With Recoveries switched on, you will usually decide and claim from the Recoveries page instead.