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In the left navigation, select Parcel > Invoice Search.
(See also Parcel Invoice Search.)
In Search Criteria, Select a Client, and then the Carrier (for example, UPS) whose invoices you want to find, and optionally select the Account.
If you are looking for a specific invoice number, tracking number, or control number, you can specify these in the Invoice Numbers, Tracking Number(s), and Control Number fields.
In Additional Criteria, you can select a Delivery Status and specify Date Criteria such as the bill date (click the pencil icon 📝 to edit the date criteria).
Now, click Search.
The results are listed under Search ResultsResult.
The columns include Invoice Number, Account Number, Invoice Amount, Control Number, and Bill Date. Each invoice is listed so that you can view and download them. Note that the column headings include filter options so you can further refine your search, and then clear the filters (click Clear Filter(s)).When you click on a particular invoice number, a pop-up displays the details, including Tracking Number, Reference Number 1, Reference Number 2, Scheduled Data, Delivery Date, Delivery Status (such as on time, return to sender, various exceptions, and so on), Service, Charges, Actions, and Messages.
Note that each column has a text field and filter option, so that you can filter on specific areas of interest. For example, in the Service column, you can enter the term “Ground” and filter for services that provide ground delivery (have “Ground” in their name).
From the filter icon
, you can specify whether the term should be an exact match, or should just be contained in the service name, and so on.
Depending on your configuration settings, you will receive a email notifying you when a report is ready, with a spreadsheet of the report attached:
Exploring Parcel Recon
With Parcel Recon, you can compare what your freight quote (manifest) was side-by-side with your actual bill from the carrier so that you reconcile them. You can compare your invoice data with what you expected you were going to be paying for shipping
In the left navigation, select Recon > Dashboards.
The dashboards display, which include Ship Date Effect, Reconciliation, and Match With Delta Reconciliation.
Click on Reconciliation.
In the Sum of Total Cost Manifest row, you can see the costs over time (e.g., per month) of all the shipments that ShipHawk booked on your behalf. And in the next row, Sum of Total Carrier Cost, you can see the actual shipping costs (from the carrier invoices) over that same time (e.g., per month) for those shipments. At a glance, you can directly compare the expected manifest cost with the invoiced carrier cost for a given time period.
In Sum of Total Carrier Cost, for a column where the carrier cost is unexpectedly higher compared to the cell above it in the Sum of Total Cost Manifestrow, click on the number in the cell. A pop-up window opens, providing a Reconciliation report for the time period, showing the cost of each shipment, listing the Carrier ID, Order ID, and more.
Note that while there are many columns initially, in a header row cell, you can add or remove the displayed columns from a dropdown listing each column with a checkbox. Close the pop-up window.
In the Sum of Total Cost Manifest row, click on the number in the cell of interest.
In the Ship Date Effect pop-up window, scroll over to the Delta column. From the column header’s filter icon
, select the drop-down, and choose Greater than. You want the system to show you all the shipments you’ve made where the actual charge from the carrier is 20 dollars more than what you expected from the manifest, so in the field under Greater than, enter 20.Now the window updates so you can review all the shipments where the variance is greater than 20 dollars.
Note that along the bottom, you can change the Page Size, so you can see more rows at a time. By increasing the page size to a larger number such as 100, you can more easily review the data all in one place.
As you review, you can see which carriers seem to stand out as costing more than expected, and by row, which specific shipments cost more than expected.
Click on a row you want to investigate further--one where the carrier cost is unexpectedly higher. A pop-up window displays for the given Tracking Number. This pop-up window displays all kinds of details about the shipment, comparing the carrier data with the manifest data. It shows the information from the invoice, including base rate, what accessorials were added, what your surcharges were, and so on. With this information you can identify possible reasons for the cost variance.
As a ShipHawk-connected merchant, you can have the option to have ShipHawk submit on your behalf reconciliation requests to carriers.
For example, if the carrier charged you a residential accessorial charge but the delivery address was a commercial address, you can have the reconciliation request submitted.
The most common delta (variance) for parcel delivery typically involves guaranteed service recovery. For example, you booked 2 day delivery but it actually arrived in 3 days, so you should get a refund for that.
Another delta of interest could pertain to dimensions and weight. In the Reconciliation dashboard, note the checkbox options for Cubic Value Match and Weight Match.
Not surprisingly, most carriers don’t let you know about their failing to meet a guaranteed service--as a merchant, you have identify it and “call them on it.” And many only give you a limited time, such as two weeks, to identify the problem and request a refund. With ShipHawk Audit, you have the ability to find variances and submit the cost recovery request in a timely manner. You can submit the cost recovery request manually (per your business processes, such as having your accounting team call the carrier) or you can have ShipHawk do it for you.When you receive the reconciliation (recovery costs) from the carrier for a given tracking number (shipment), ShipHawk Audit recognizes this accordingly. You will see a credit on the invoice associated with the given tracking number. Typically, this enters the system in the subsequent month timeframe (depending on the carrier).
Freight
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Freight offers similar functionality to Parcel, with Reports, Dashboards, Invoice Search, and Recon. The way that it looks is slightly different compared to Parcel, but the interaction patterns is very similar to Parcel.
Freight includes Dashboards Freight, Freight Maps/Locations, and Ocean. Note that the data display initially is based on the default time range, so for a given panel, you will want to adjust the time range depending on what you want to review.
Advanced Analytics
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Advanced Analytics provides tools for doing further detailed analysis beyond reconciliation, including:
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