PACK & SEND stands as Australia’s foremost and widely acknowledged parcel courier and freight delivery reseller. They offer customers access to a diverse range of freight, courier, shipping, and postal services and place no restrictions on the dimensions, worth, or weight of the items they handle, granting their customers ultimate choice and flexibility.
As a courier partner pack & send charges certain fees in order to use their service. The courier partner performs various tasks as delivering the orders from the origin to the destination. Keeping track of the orders and the fees that are being charged can be challenging when it comes to a large volume of orders. It can result in a tedious job if carried out manually. For this problem, Cointab Reconciliation software is the answer.
Cointab reconciliation software can verify various reports like ERP reports, SKU reports, Rate cards and Pincode master with Pack & Send invoices, without any manual intervention. Cointab Reconciliation software has made reconciliation easy by providing top-notch verification with minimal effort.
Reports Required for Pack and Send Invoice Verification:
Pincode Zone Report:
Pincode zone reports consist of the zone according to the source location and destination location.
SKU Report:
This report consists of a unique number assigned to each product which helps in determining the weight and dimensions of the order.
Rate Card:
The rate card includes different shipping charges, that are charged based on the weight and zone of the order.
Pack and Send Delivery Invoice:
Important columns like order ID, billing zone, product type, weight, RTO, billing pincode, applied weight slab and the amount charges are present in the Pack and Send delivery invoice, in order to make further calculations.
Invoice Verification:
Cointab reconciliation software calculates expected weight, expected zone and expected rate using SKU report, Pincode master and rate card.
SKU Report:
- Cointab Reconciliation software refers to the SKU code present in the ERP report, in order to get the weight and dimension of the product.
- The value present in the weight column of the invoice is taken into consideration, in case the weight is not present in the ERP report.
- If the dimension of the product is given, then the volumetric weight can be calculated using the formula i.e. “Length x Width x Height”. The dimensions of the volumetric weight have to be present in centimetres, in order to make the calculation work. The calculated value is later divided by the divisor provided in the divisor card and if the value is not present in the divisor card then it’s by default divided by 5000.
- Later the values are moved to the Pack and Send Courier invoice and ERP report after the calculation is made.
- At last, the final weight is rounded off in order to get the final slab.
Pincode Master:
- The report encompasses the origin and delivery location, which are assigned a specific zone according to the combination.
- These locations are compared with the invoices to determine the appropriate zone for each invoice.
- Furthermore, every location is categorized into regional, international, and global. Then it is further divided into specific indicators such as a, b, c, and so forth.
Rate Card:
- The rates in the rate card are assigned according to the weight and zone of the product. Where the rate varies according to the increase in weight. The rates are valid for a specific period of time.
- Columns like “courier”, “zone”, “fwd_wt_fixed” and the divisor are checked with the respective columns present in the Pack and Send Courier charges invoice, to verify if the right items are put in the invoice.
- The delivery dates are stipulated within specific rates. Since these rates are valid for a specific timeframe.
Charges:
Expected Forward Charge:
After the final slab is calculated if it is seen to be lower or equal to the weight limit (“fwd_wt_fixed”) given in the rate card, that means it is equal to “fwd_wt_fixed”. Then the fees charged on it are “fwd_fixed” according to the zone. If the product is not equal to “fwd_wt_fixed” then it means that the product has more weight. The fee charged for extra weight is “fwd_add” according to the zone.
The formula for the expected rate is:
Expected_fwd_chg = fwd_fixed + (extra_weight) x fwd_add
Expected RTO Charge:
After the final slab is calculated if it is seen to be lesser or equal to the weight limit (rto_wt_fixed”) given in the rate card, that means that it is equal to the “rto_fixed” and the fee charged on it is “rto_fixed” according to the zone. If it is not equal to the “rto_wt_fixed” column then that means that the product has extra weight. The fee charged for the excess weight is “rto_add” as per the zone.
The formula for the expected charge is as seen below:
Expected_rto_chg = rto_fixed + (extra_weight) x rto_add
Expected Final Amount:
The expected final amount is calculated using Forward charge, RTO charge and Tax%.
Result:
After we get the expected amount based on the weight and zone of the product. Cointab Reconciliation software compares the ERP report, Pincode report, and the Rate card with the invoice provided by Pack & Send.
ERP:
Found in ERP:
Products delivered for a particular order are present in the ERP report as well as in the Pack & Send Courier Invoice.
Not Found in ERP:
In this case, the orders are not present in the ERP reports but are present in the Pack & Send courier invoice.
Pincode Master:
Found in Pincode Master:
The data entries are present in the Pincode master as well as in the Pack & Send Invoice report. Which can be verified further.
Not Found in Pincode Master:
The data entries are present in the Pincode master but are not present in the Pack & Send Invoice report
Rate card:
Found in Rate Card:
The rates are present in the Pack & Send courier invoice as well as in the Rate card.
Not Found in Rate Card:
The rates are present in the Rate Card but are not present in the Pack & Send Courier invoice.
Fee Verification using ERP- Pack & Send delivery.
Correctly Charged:
The fee calculated using the rate card matches the fee present in the Pack & Send Courier invoice. The software compares the ERP report and the Pack & Send invoice report and shows the order deliveries where the zone and the product weight are correct.
Zone Match, Weight Match- Overcharged
Here, the software compares the ERP report and Pack & Send report, which shows that the zone and weight of the product match but the fee charged is wrong. In this situation, the invoice charges are seen to be more compared to the calculated amount, hence it is seen to be overcharged.
Zone Match, Weight Match- Undercharged
The software compares the ERP report and Pack & Send report, which shows that the zone and weight of the product match but the fee charged is wrong. In comparison to the calculated amount the invoice charges are seen to be less, hence it is said to be undercharged.
Zone Mismatch, Weight Match- Overercharged
When the software compares the ERP report and Pack & Send report it’s seen that the zone of the product and fees are mismatched except for the weight. Since the zone of the product does not match, the amount is seen to be overcharged compared to the calculated amount.
Zone Mismatch, Weight Match- Undercharged
The software compares the ERP report and the Pack & Send report and it’s seen that the zone and fees of the product do not match, but the weight matches. Since the fees and zone does not match it is seen to be undercharged compared to the calculated amount.
Zone Match, Weight Mismatch- Overcharged
Here, the software compares the ERP report and the Pack & Send report and it is observed that the weight and the fees of the product do not match in both reports, only the zone matches. Hence the amount is overcharged in this case.
Zone Match, Weight Mismatch- Undercharged
The software compares the ERP report and the Pack & Send report and it’s seen that the zone and fees of the product match, but the weight of the product does not match. Since the weight is seen to be mismatched it is seen to be undercharged compared to the calculated amount.
Zone Mismatch, Weight Mismatch- Overcharged
The software compares the ERP report and the Pack & Send report showing that the zone, fee and weight do not match. The amount is seen to be more than the calculated amount.
Zone Mismatch, Weight Mismatch- Undercharged
The software compares the ERP report and the Pack & Send report it shows that the zone, fee and weight of the product do not match. Hence the amount is seen to be less than the calculated amount.
Begin using Cointab Reconciliation software today and experience its remarkable simplicity in invoice verification. By uploading your preferred data and creating a custom workflow, you’ll swiftly obtain results. Identifying miscalculations becomes effortless as discrepancies are vividly highlighted in red. Give your finance department a rest by introducing Cointab Reconciliation software, enabling your team to focus on strategic decisions while leaving data reconciliation to the software
