Purolator is a courier company located in Canada that has been actively providing services for the last 60+ years. They deliver millions of orders on a daily basis and provide cross-border logistics services between the US to Canada.
Tracking millions of deliveries and charges manually can be time-consuming and complex, but it’s essential to maintain the accuracy of the fee charged by Purolator and avoid potential financial losses. To ensure the precision of your Purolator fee verification process, trust in Cointab.
Cointab streamlines the entire reconciliation process increasing efficiency for your finance team. Our software is customized to your unique requirements and automates all the data entries. With full automation, we cross-reference your ERP reports, SKU reports, Rate card and Pincode master with Purolator’s invoices to identify any overcharges or undercharges.
Required Reports for Purolator 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 product has its own SKU number that denotes the weight and dimensions of the product.
Rate card
For each invoice, a particular amount is given according to the weight and zone of the product which is present in the rate card.
Purolator Invoice
Billing zone, weight, SKU Product type, Billing pincode, order ID, RTO, applied weight slab and the amount charged is given in the Purolator invoice that helps us in further processes.
Invoice verification
In the following reports we get to see the detailed calculations of the SKU report, Pincode master, rate card and charges verification that gives us the expected weight, dimension, zone and fee charged in all products.
The software reconciles all these reports and checks if the company has overcharged us on the basis of these reports.
SKU Report
- Since the weight and dimensions of the product is denoted by the SKU number, the SKU report is taken into account.
- If the weight is not present in the ERP report, the weight given below the weight column in the invoice 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 centimetres. 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 calculated values are sent to the ERP reports and Purolator invoice
- The final weight is then 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 order is delivered zone-wise i.e., regionally, locally etc. and these zones are given an individual indicator like a,b,c etc.
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 Purolator invoice to verify if the right items are put in the invoice.
- It is essential for the delivery dates to fall under certain dates as the rates present in the invoice are applicable only for a period of 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 calculation of the forward charge, RTO charge and the tax % gives us the final amount.
RESULT
How our 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 is shown in the following reports.
The expected fee charged is then reconciled by our software with the invoice provided by Purolator.
ERP
Found in ERP
This report denotes that these order entries are present in the ERP reports as well as the Purolator invoice. It is essential for these records to match in order to proceed further and get verified.
Not found in ERP
These reports can not be verified since the order entries are present only in the Purolator invoice and not in the ERP reports.
Pincode Master
Found in Pincode master
This denotes that the order entries present in the Purolator invoice are also present in the Pincode master. It is essential for the order entries to be present in both these records in order to be matched.
Not found in Pincode master
In this case, the order entries are present only in the Purolator invoice and not found in the ERP reports and hence it cannot be verified.
Rate Card
Found in Rate card
The order entries present in the Purolator invoice are also found in the rate card and hence it can be verified.
Not found in Rate card
In this case, the order entries are present only in the Purolator invoice and not in the Rate card and hence it cannot be verified.
Fee verification using ERP- Purolator
Correctly Charged
With the help of the rate card, the fee has been charged correctly. The zone of the delivery and the weight of the product also match the ERP report as well as the invoice provided by Purolator.
Zone Match, Weight Match – Overcharged
This shows that the zone of the delivery and weight of the product both match in the ERP reports and Purolator invoice yet the fee charged is more than the expected amount, hence in this case the fee is overcharged.
Zone Match, Weight Match – Undercharged.
In this case, the zone and the weight match but the fee charged is still less compared to the invoice and ERP report, due to the fee not matching, the amount is undercharged here.
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 Purolator invoice, hence in this case the fee is overcharged.
Zone Mismatch, Weight Match – Undercharged.
The software compares the ERP report and the Purolator report and shows that the zone of the product and fee charged does not match the report whereas the weight matches and hence the amount is undercharged in this case compared to the calculated amount.
Zone Match, Weight Mismatch – Overcharged
This denotes that after comparing the ERP report and the Purolator 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 overcharged in this case.
Zone Match, Weight Mismatch – Undercharged.
In this column, the software compares the ERP report and the Purolator 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 Purolator report and shows that the zone, fee and 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 Purolator 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.
Cointab Reconciliation simplifies and streamlines the reconciliation process by efficiently comparing reports, reducing manual efforts, and ensuring error-free results through automation. Its seamless data loading and processing provides a clear view of all the transactional activities. Embrace Cointab Reconciliation to optimize your workflow, enhance precision and streamline charge verification. Start your journey towards financial efficiency with Cointab Reconciliation today!
