Checking freight charge over variances amount

Toll Ipec

·         Open invoice in Pinnacle – F5

     ·         Type the Invoice number – click Search

·         If  freight has no charge

·         Check if the freight route detail is changed (in order history)

- If the invoice is RECEIVER PAYS – freight is ok

- If it is SENDERS PAYS – we need to charge freight

- Email salesperson the details so he can invoice customer the freight charge

·         Open Toll Ipec  Online

https://online.toll.com.au/trackandtrace/

         ·         Enter Con Note number ( con note number from the invoice)

·         Enter Con note the click Track

·         Con note Details will appear

Take a look at the size & weight of the part

-          Cubic Meters

-          Declared Weight

We can base on the weight & size of the parts delivered we can see reason why the freight charge is over the variance amount

Ex: Con note 1463040002522

Engine – part delivered

0.41 m – size

150.0kg – weight

This con note seems okay we also base from size & weight so for engine size 0.41m and weight 150.00kg – freight charge is okay

-          Go to another Con Note and check

 Axiom/Metrostate/TNT and other small freights

-          Checking axiom/metrostate invoice refer to Scanned Con notes copy 

-          Also in checking  axiom/metrostate invoice also refer or base on the part delivered

For example: 

Small parts like HEADLIGHTS – charge is about 20.00

Larger parts like BONNETS – charge is about 40.00

ENGINES and GEARBOXES are between 60 to 80

If the supplier is SMASH REPAIRS, EBAY or BODY REPAIRS suppliers they don’t need to pay for the freight

Suppliers :

GEMINI ‘S  - SMASH REPAIRS – no need to pay for freight

EDWARD SPRAY NORTH / CENTRE – SMASH REPAIRS – no need to pay for freight

-          Example of where a supplier send good direct to our customer..

-          I logged into xero and entered the number supplier on the con note 23841.

-          Using the scan number recorded I opened the supplier invoice

-          On the invoice was the following information

-          Central coast 4 x 4 – part sent direct to Bretts Automotive

-          There was no freight charge on the invoice

-          Therefore I need to pay freight direct to freight company

-          Sometime our supplier charge us freight – they use their  own freight company

-          As long as we don’t pay supplier for  freight and also freight company – we are ok

FAQ 

1.What if there are duplicate invoice/con notes in TOLL IPEC Invoice  

answer:    

- we need to send email to TOLL advising that there are invoice or con notes that are     duplicated and both charged and we need to deduct amount from invoice when we enter invoice to XERO

2.What If salesperson does not provide JJ AutoParts number?

answer:

step 1:

 - email salesperson requesting for JJ number

ex: Letter

 Hi (salesperson)

JJ Invoice 494041 Allan Camby charge $30.00 for freight as invoice advise SENDER PAYS freight –Customer needs to be invoiced freight?

Please advise JJAutoparts invoice number and customer contact you have discussed and come to agreement with please

Thanks 

Best Regards,

Accounts Team

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- salesperson will response advising the JJ number 

step 2:

 - email the Invoice given by salesperson to the receiver of freight to confirm that the freight charge is incorrectly charged and add the salesperson who authorised the charge to the email.

- attach the copy of invoice to the email

ex: Letter

Hi (name of Person)

Find attached invoice for freight charges incorrectly charged to JJAutoparts.  Andrew has authorized this charge.   

thanks

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- if we receive email confirming charge is okay

- task complete freight charge okay to pay

3. What if the freight is charge to JJ instead of Receiver?

answers:

1. send email to the salesperson of the invoice confirm if its correct that receiver should pay charge and not JJ, if salesperson confirm that we should not pay the charge and its should be charged to receiver 

2. send email to the freight company advising freight charge should not be charged to JJ and reverse freight and recharge it to the receiver 

3. when email from Freight company received that they will reverse the charge deduct the amount of the charge to the invoice when entering invoice in Xero