StarTrack, a subsidiary of Australia Post is a comprehensive parcel, freight and logistics company. The company specializes in domestic freight service, courier and sensitive shipping, 3PL and supply chain management. Ensuring timely deliveries to their customers, suppliers, and clients is a critical aspect of StarTrack operations.
Choosing a dependable courier service is important in order to make sure there are no mishaps taking place. StarTrack delivers millions of orders to their customers every day, tracking the location of the order and fees being charged needs to be verified, in order to make sure there are no mishaps taking place.
Manually keeping track of all the things is not possible when it comes to large volumes of orders. On the other hand, using automated software will simplify the process of verification, which includes comparing ERP reports, Shipping invoices, Pincode master, SKU reports, and Rate cards with the invoice provided by StarTrack. In order to make sure you are not being overcharged by StarTrack.
Reports Required for StarTrack Invoice Verification:
Pincode Zone Report:
The Pincode Zone report consists of the zone, which is assigned based on the origin and destination of the location.
SKU Report:
In the SKU report, every order is assigned with unique number, which is based on the weight and dimension of the product.
Rate Card:
The Rate card consists of shipping charges, which are calculated according to the weight and zone of the product.
StarTrack Delivery Invoice:
Delivery Invoice includes the important columns that are order ID, billing zone, product type, weight, RTO, billing pincode, applied weight slab and the amount charges, which are used for further calculation.
Invoice Verification:
The values like weight, zone and rates, which are obtained from the SKU report, pincode master and rate card are reconciled with the StarTrack invoice. In order to make sure you are not being overcharged.
SKU Report:
- Cointab Reconciliation software utilizes the SKU code within the ERP report to obtain product weight and dimensions.
- Initially, it refers to the weight column in the invoice, if the ERP report lacks weight information.
- If product dimensions are available, the software calculates volumetric weight using the formula “Length x Width x Height” with dimensions specified in centimetres for accurate computation.
- The resulting value is subsequently divided by the provided divisor from the divisor card. In cases where the divisor is not specified, the default divisor is 5000.
- Finally, the calculated weight is rounded to determine the final weight category.
Pincode Master:
- The report encompasses the origin and delivery location, which are assigned a specific zone according to the pairing.
- 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 Australian Post 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:
Once the expected amount is determined according to the product’s weight and delivery zone. Cointab Reconciliation software compares it with the ERP report, Pincode report, and the Rate card with the invoice provided by StarTrack Courier invoice.
ERP:
Found in ERP:
Products delivered for a particular order are present in the ERP report as well as in the StarTrack Courier Invoice.
Not Found in ERP:
In this case, the orders are not present in the ERP reports but are present in the StarTrack courier invoice.
Pincode Master:
Found in Pincode Master:
The data entries are found in the Pincode master as well as in the StarTrack courier invoice.
Not Found in Pincode Master:
The data entries are present in the Pincode master but are not present in the StarTrack Invoice report.
Rate card:
Found in Rate Card:
The rates are present in the StarTrack courier invoice as well in the Rate card.
Not Found in Rate Card:
The rates are present in the Rate Card but are not present in the StarTrack Courier invoice.
Fee Verification using ERP- StarTrack delivery.
Correctly Charged:
The fee calculated using the rate card matches the fee present in the StarTrack Courier invoice.The software compares the ERP report and the StarTrack invoice report and shows the order deliveries where the zone and the weight of the product are correct.
Zone Match, Weight Match- Overcharged
Here, the software compares the ERP report and StarTrack 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 StarTrack 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 StarTrack 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 StarTrack 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 StarTrack 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 StarTrack 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 StarTrack 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 StarTrack 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.
Cointab Reconciliation software is an easy-to-use software, making the reconciliation process effortless. The process of reconciliation starts by simply uploading the data and building the custom workflow which will cater to your business needs. After the reconciliation process has been completed, the software provides you with detailed results, where the errors are highlighted in red for easy identification. Say goodbye to the days of manual reconciliation – embrace automation with Cointab Reconciliation software today. For more information on how to kickstart your automation journey, please visit our website or reach out to our dedicated sales team. Experience the future of reconciliation with Cointab!
