Managing millions of Purolator deliveries can lead to complex invoice verification. Manual verification is slow and prone to errors, potentially costing your Canadian business money through overcharges. Cointab’s automated invoice verification software tackles this challenge head-on, streamlining the process for your finance team.
Cointab automates data entry, cross-referencing your ERP, SKU reports, rate cards, and Purolator invoices to identify discrepancies and ensure you’re only paying the correct fees.
Free up your finance team’s valuable time with automated invoice verification. Cointab streamlines the entire process, allowing them to focus on higher-level tasks.
Cointab’s software helps you recover potential financial losses due to billing errors.
Required Reports:
Identify origin and destination postal codes with corresponding zones for accurate pricing.
Each product’s SKU reflects weight and dimensions, crucial for proper fee calculation.
This document outlines the specific fees associated with weight and zone combinations.
The invoice details billing zone, weight, product type, order ID, and applied charges.
Our software analyzes SKU data, pincode zones, rate cards, and invoice details to ensure weight, dimensions, zone, and fees align. This comprehensive verification process flags any discrepancies and potential overcharges
Product weight and dimensions are crucial for accurate Purolator fee verification. Cointab seamlessly integrates with your ERP system, extracting essential information from SKU numbers.
If a product’s weight is missing in the ERP report, Cointab utilizes the weight provided on the Purolator invoice.
For products with specified dimensions, Cointab calculates the volumetric weight using the formula: Length x Width x Height (in centimeters).
To determine the billable weight, Cointab applies the divisor specified in the rate card (typically 5,000 if not provided).
The calculated volumetric weight is then integrated into both the ERP reports and the Purolator invoice for comprehensive verification.
Cointab employs a rounding function to establish the final weight tier for accurate fee assessment.
Cointab’s automated approach ensures all weight discrepancies are identified, preventing potential overcharges from Purolator.
Utilizing both actual and volumetric weight calculations guarantees accurate invoice verification for all product types.
Purolator leverages a zonal pricing system to determine shipping costs. This system assigns specific zones (identified by letters like a, b, c) based on the origin (departure) and destination (delivery) locations for each shipment reflected on your invoice.
By understanding the zonal system during invoice verification, you can:
Ensure the zone applied on your Purolator invoice aligns with the actual origin and destination points.
Gain insights into potential shipping costs for future deliveries based on zones.
Inconsistencies between the invoice zone and the actual origin-destination combination might indicate billing errors.
Rate cards play a crucial role in verifying Purolator invoices. These documents outline shipping fees based on two key factors:
Higher weight typically incurs greater shipping costs. Rate cards specify pricing tiers based on weight ranges.
Purolator utilizes a zonal pricing system. The rate card assigns specific rates based on the origin (departure) and destination (delivery) zones for each shipment (explained previously).
During invoice verification, Cointab (or your chosen method) can compare the following details between the rate card and your Purolator invoice:
Ensures the correct courier service is applied (e.g., standard, express).
Confirms the zone assigned on the invoice matches the actual origin and destination locations.
Verifies the weight tier used for calculating charges falls within the acceptable limits outlined in the rate card (refer to “fwd_wt_fixed” for additional weight considerations).
Checks if the divisor used for potential volumetric weight calculations aligns with the rate card specifications (typically 5,000 if not provided).
It’s important to note that the rates listed on your Purolator invoice might have a validity period. Ensure your delivery dates fall within the timeframe for which the listed rates are applicable.
By carefully verifying rate card details against your invoices, you can:
Identify potential overcharges due to weight tier or zone miscalculations.
Gain a clearer understanding of future shipping costs based on weight and zone considerations.
Ensure you’re paying the correct fees for your Purolator deliveries.
Forward charges are the primary shipping fees associated with Purolator deliveries. Here’s how Cointab (or your chosen method) calculates the expected forward charge during invoice verification:
The final weight tier (slab) determined for your shipment is compared to the “fwd_wt_fixed” weight limit specified in the Purolator rate card.
If the final weight falls within or below the “fwd_wt_fixed” limit, the “fwd_fixed” charge applies according to the corresponding zone on the invoice.
If the final weight exceeds the “fwd_wt_fixed” limit, an “extra weight” fee is calculated using the “fwd_add” rate per zone, based on the weight exceeding the limit.
Expected Forward Charge Formula:
Expected_fwd_chg = fwd_fixed + (extra_weight) x fwd_add
RTO (Return To Origin) charges apply when a shipment cannot be delivered and is returned to the sender. Cointab (or your chosen method) verifies RTO charges during invoice verification using a similar approach:
The final weight tier for the returned shipment is compared to the “rto_wt_fixed” weight limit from the rate card.
Fixed vs. Additional Weight Charges:
If the final weight falls within or below the “rto_wt_fixed” limit, the “rto_fixed” charge applies according to the zone on the invoice.
If the final weight exceeds the “rto_wt_fixed” limit, an “extra weight” fee is calculated using the “rto_add” rate per zone, based on the weight exceeding the limit.
Expected RTO Charge Formula:
Expected_rto_chg = rto_fixed + (extra_weight) x rto_add
By verifying these calculations against your Purolator invoices, you can:
Ensure you’re not being overcharged for forward or RTO fees due to weight miscalculations.
Gain a clearer understanding of potential RTO costs associated with future deliveries.
Cointab simplifies Purolator invoice verification by automatically reconciling essential data:
Cointab extracts shipment details like weight, dimensions, and origin/destination information from your Enterprise
This data source provides postal codes and their corresponding zones, crucial for determining zone-based shipping fees.
Cointab references your Purolator rate card to identify the appropriate fees based on weight and zone combinations.
Through this comprehensive reconciliation process, Cointab calculates the expected fees for your Purolator shipments.
Cointab then compares these expected fees with the charges listed on your actual Purolator invoice. This final step identifies any discrepancies and potential overcharges, ensuring you pay only the correct amount.
Cointab automates data gathering and calculations, eliminating manual errors and ensuring accurate fee verification.
Identify and prevent potential overcharges on your Purolator invoices.
Free up your finance team’s time with automated invoice verification.
Ensuring Data Integrity for Accurate Verification
This rewrite uses keywords like “data integrity” and “accurate verification” relevant to invoice verification processes.
These entries represent orders successfully identified in both your Enterprise Resource Planning (ERP) system and your Purolator invoice. Matching order entries across these data sources are crucial for smooth verification.
Orders listed solely on your Purolator invoice, but missing from your ERP reports, require further investigation. Cointab (or your chosen method) can flag these discrepancies for your review. Potential reasons for these mismatches might include:
Missing entries in the ERP system.
Data entry errors in either the ERP or invoice.
These order entries have successfully matched corresponding postal codes within your Pincode master database. Accurate postal codes are essential for determining zone-based shipping costs in Purolator’s pricing structure.
Orders missing from the Pincode master, despite being present on the Purolator invoice, require further attention. Cointab (or your chosen method) flags these discrepancies for review. Potential reasons might include:
Incorrect or missing postal codes on the invoice.
Outdated Pincode master data.
These order entries correspond to services offered within your Purolator rate card. The rate card outlines shipping fees based on weight, zone, and service type (e.g., standard, express). Matching entries with the rate card ensures the chosen service aligns with the available options and pricing.
Orders missing from the rate card, while present on the Purolator invoice, require further investigation. Cointab (or your chosen method) flags these discrepancies for your review. Potential explanations include:
Custom service options negotiated outside the standard rate card.
Errors in the invoice referencing non-existent services.
Matching entries with the rate card guarantees the chosen service is a valid option offered by Purolator.
Identifying services not listed on the rate card helps prevent potential overcharges.
During Purolator invoice verification, Cointab (or your chosen method) analyzes various data points to identify potential discrepancies. Here’s a breakdown of common scenarios:
The weight, zone, and applied fee on the invoice align perfectly with the corresponding details in your ERP report and Purolator’s rate card.
This indicates a discrepancy where the weight and zone match between your ERP report and the invoice, but the charged fee exceeds the expected amount based on the rate card. Cointab flags this for further investigation.
The zone on the invoice doesn’t match the zone in your ERP report, and the charged fee is higher than expected. This could be due to a zoning error or a custom service not reflected in the standard rate card.
The zone aligns, but the weight on the invoice differs from your ERP records, and the applied fee is higher than anticipated. This might be a data entry error or a weight discrepancy.
All three data points (zone, weight, fee) on the invoice deviate from your ERP report and the rate card, resulting in a potential overcharge.
The zone and weight are consistent, but the charged fee is lower than expected based on the rate card and ERP data. This could be a billing error by Purolator.
The zone mismatch occurs, but the charged fee is lower than anticipated. This might be due to a Purolator billing error or a promotional rate not reflected in the standard rate card.
The zones align, but the weight on the invoice differs from your ERP records, and the applied fee is lower than expected. This could be a data entry error or a weight discrepancy in Purolator’s favor.
A discrepancy exists in all three data points (zone, weight, fee) compared to your ERP report and the rate card, potentially resulting in an undercharge by Purolator.
By identifying these potential discrepancies, Cointab (or your chosen method) helps you:
Recover potential financial losses due to billing errors.
Pay only the correct amount for your Purolator deliveries.
Automate verification and flag exceptions for faster invoice processing.
Streamline your Purolator invoice verification process with Cointab’s automated solution. Our software eliminates manual data entry and error-prone calculations, ensuring efficient reconciliation.
Cointab automates report comparison, reducing processing time and manual effort.
Eliminate errors with automated calculations and discrepancy flagging.
Gain a comprehensive view of all your Purolator transactions for insightful decision-making.
Improved Efficiency: Optimize your workflow and free up your finance team for higher-level tasks.
Take control of your Purolator billing with Cointab’s verification solution. (Optional: Include a call to action with a link to your website).
Effortless Reconciliation: Simplify complex financial processes with our automated solution, saving your team valuable time.
Accuracy: Ensure precise reconciliation, rid of human errors and discrepancies to maintain the integrity of your financial data.
Build Custom Workflows: Build unique reconciliation workflows and custom rules that adapt to your business requirements seamlessly.
Dashboard Insights: Access comprehensive dashboard insights for a clear overview of your reconciled and unreconciled transactions with ease.