OnTrac is an E-commerce logistics company that contracts regional shipping services in the United States. It helps retailers and shippers to build a competitive advantage through faster deliveries, lower costs and time performance.
Managing millions of deliveries in a day can be challenging when it comes to tracking and verifying fees accurately. To prevent potential mishaps and miscalculations, consider utilizing Cointab’s software.
Cointab’s software streamlines the entire reconciliation process by comparing the ERP reports, shipping invoice, Pincode masters, SKU reports and the Rate Card. It confidently verifies OnTrac charges, ensuring there are no discrepancies and confirming the accuracy of your charges. Furthermore, it seamlessly integrates with your existing data, enabling you to reconcile all the mentioned reports with ease, efficiency and precision. Choose Cointab for hassle-free fee verification in your high-volume delivery operations.
Required Reports for OnTrac Invoice Verification Process
Pincode zone Report
The pincode zone report consists of the origin pincode, origin-destination and pincode zone according to the combination.
SKU report
Each order is assigned its own SKU number that helps in denoting the weight and dimension of each product.
Rate card
For each invoice, a particular amount is given on the basis of weight and zone which is given in the rate card.
OnTrac invoice
Order ID, Billing zone, SKU, Product type, weight, RTO, Billing pincode, applied weight slab and the amount charged is given in the OnTrac invoice that helps us in proceeding further.
Invoice verification
In the following reports you will see the detailed calculations of the SKU reports, Pincode master, Rate card and the charges applied. With the help of these reports, our software reconciles all these values in order to get accurate data about the weight, dimensions, zone and the verification of all charges which will detect any cases of overcharging. .
Let’s look into these aspects a little more-
SKU report
- The SKU number present in the ERP reports gives us the weight and dimensions of the product and hence it is taken into consideration.
- If the weight is not given in the ERP report then the weight given under the weight column is taken into consideration.
- If the dimensions of the product are given then the volumetric weight is calculated with the help of this formula “Length x Width x Height”. In order to make the calculations work, the dimensions of the volumetric weight has to be in centimeters. The calculated value will be divided by the divisor given in the divisor card and if the divisor is not present in the card then it is to be divided by 5000.
- The values are moved to the OnTrac invoice and the ERP reports after the entire calculation.
- At the end, the final weight is rounded off to get the final slab.
Pincode Master
- A zone is assigned to the combination of origin location and delivery location. The origin and delivery location is linked to the invoice to get the desired zone for each invoice.
- Every location is divided zone-wise like regionally, locally etc. and these zones are further given an individual indicator i.e. a,b,c.
Rate Card
- The rates are given in the rate card on the basis of the weight of the product and the zone of the product. The charges might differ if the weight of the products increases, the rates given above are given according to an acceptable limit. The columns “courier”, “zone”, “fwd_wt_fixed” (the additional weight on which the fixed rate increases), and the “divisor” are checked with respective columns present in the OnTrac invoice to verify if the right items are put in the invoice.
- It is essential for the delivery dates to fall under a certain date as the amount present in the invoice is applicable only for a particular time.
Charges
Expected forward charge
If the final slab calculated is lower or equal to the weight limit (“fwd_wt_fixed”) given in the rate card, that means that it is equal to the “fwd_wt_fixed” then the fees charged on it is “fwd_fixed” according to the zone. If it is not equal to the “fwd_wt_fixed” column then it means that the product has more weight. The fee charged for the extra weight is “fwd_add” according to the zone. So the formula for the expected charge is:
Expected_fwd_chg = fwd_fixed + (extra_weight) x fwd_add
Expected RTO charged
If the final slab calculated is 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” according to the zone. The formula for the expected charge is given as:
Expected_rto_chg = rto_fixed + (extra_weight) x rto_add
Expected final amount
The addition of Forward charges, RTO charges and tax percentage gives us the final amount.
RESULT
The following reports denote how the software reconciles ERP reports, Pincode master and the Rate card in order to get the expected value which further gives us the expected fee charged.
These records are further compared with the invoice provided by OnTrac to verify if the expected values match the values provided in the invoice.
ERP
Found in ERP
It is essential for the order entries to be present in the ERP reports as well as the OnTrac invoice in order to proceed and in this case, both these records match.
Not found in ERP
In this case, the order entries are present only in the OnTrac invoice and not in the ERP report and hence it can not be verified.
Pincode Master
Found in Pincode master
Every delivery is made zone-wise and the accurate zone is present in the Pincode master, in order for the reports to be verified the order entries need to be present in the OnTrac invoice as well as the Pincode master and in this case it matches.
Not found in Pincode master
In this case, the order entries are present only in the OnTrac invoice and not found in the Pincode master and hence it can not be verified.
Rate Card
Found in Rate card
The order entries are found in the Rate card as well as in the OnTrac invoice and hence it can be verified.
Not found in Rate card
In this case, the order entries are present only in the OnTrac invoice and not found in the Rate card.
Fee verification using ERP- OnTrac
Correctly Charged
With the help of the rate card the calculated amount matches with the fee in the invoice correctly. The zone of the delivery and the weight of the product also match the ERP report as well as the invoice provided by OnTrac
Zone Match, Weight Match – Overcharged
This denotes that the zone of the delivery and weight of the product both match the OnTrac invoice as well as the ERP reports but still the fee is
overcharged here.
Zone Match, Weight Match – Undercharged.
In this case, the zone of the delivery and weight of the product both match the OnTrac invoice as well as the ERP report but the fee charged here is less.
Zone Mismatch, Weight Match – Overcharged
This shows that the zone of the delivery and the fee do not match whereas the weight of the product matches in the ERP reports and OnTrac invoice, hence in this case the fee is overcharged.
Zone Mismatch, Weight Match – Undercharged.
The software compares the ERP report and the OnTrac report and shows that the zone of the product and fee charged do not match the report whereas the weight matches and hence the amount is under charged in this case compared to the calculated amount.
Zone Match, Weight Mismatch – Overcharged
This denotes that after comparing the ERP report and the OnTrac invoice report the weight of the product and fee do not match in both the reports, whereas the zone matches. Since the weight of the product and rate do not match, the amount is over charged in this case.
Zone Match, Weight Mismatch – Undercharged.
In this column, the software compares the ERP report and the Ontrac report and shows that the weight of the product and fee do not match whereas the zone matches and hence the amount is undercharged in this case compared to the expected amount.
Zone Mismatch, Weight Mismatch – Overcharged
The software here compares the ERP report and the OnTrac report and shows that the zone, fee and the weight of the product do not match. Hence the amount charged is higher than the calculated amount in this case and so it is overcharged.
Zone Mismatch, Weight Mismatch – Undercharged
In this case, the software compares the ERP report and the OnTrac invoice report and shows that the zone, fee and the weight of the product do not match. Hence the amount charged is lesser than the calculated amount in this case and so it is undercharged.
By implementing Cointab’s automated software, your company can effortlessly streamline data management and automate the reconciliation processes, including the fee verification process. Our software ensures a quicker and error-free experience without manual intervention. With our software in action, data loading and processing becomes seamless, providing you with a clear overview of all transaction activities. In case of any errors or discrepancies, our software highlights them in red, making it easy to spot issues. If the errors originate from OnTrac’s side, you can promptly raise a dispute with OnTrac and recover the amount provided by Cointab.
