Vamaship is a courier delivery company that provides logistical solutions to companies. It offers its shipment delivery services at a cheaper rate, which is excellent for a growing e-commerce company. It offers all sorts of delivery services, from surface to air. Vamaship is also available domestically and for international deliveries too. Its 24*7 dedicated customer service team has also been able to keep customers happy. Vamaship also makes available a couple of extra facilities like tracking, documentation, and analytics. Due to all these facilities, many growing e-commerce companies are opting for Vamaship.
Now, to have Vamaship as a courier partner for your company comes at a price. Vamaship charges a minimal fee on every order delivered depending on the location, weight of the product and the rate on the type of order. If the fee charged is more than the required amount then the company ends up paying the extra which piles up and leads to losses.
Cointab’s automated reconciliation software can solve the invoice verification problem for you. The software can verify the fee charged by reconciling the SKU report, the Pincode report, and the rate card and make the necessary calculations and then compare it with the Vamaship Invoice. After which the software displays the on which orders the correct amount is charged or if the amount is undercharged or overcharged is also displayed.
Required Reports for Vamaship Fee Verification Process
Pin Zone Report
It serves as a record of each order delivery’s Pincode for orders placed on the company site.
SKU Report
It serves as a record of the dimensions and weight of each delivery.
Rate Card
Here the charges and their applicable dates are recorded.
Vamaship Invoice
It is a record of the weight, zone and rate applied for billing and the final amounts charged.
Invoice Reconciliation
The software initially checks the rate, zone, and weight entered by Vamaship for invoicing. Our software determines the predicted rate, zone, weight, and charges to do it. The software measures up the invoice amount to the expected values after they have been calculated. The overcharged, undercharged, or appropriately charged amount is then displayed. Let’s examine the predicted amount calculation first.
Weight
- If dimensions are not provided, the gross weight is assumed to be the estimated weight.
- When dimensions are provided, the volumetric weight is calculated using the “Length x Width x Height” formula.
- The volumetric weight is then divided by a divisor to obtain the final weight
- To get the expected weight we compare the volumetric weight with the gross weight and then consider the one which is higher
- Which is then rounded up to provide the final slab.
Rate Card
- The charges applicable on respective orders and the rates from different delivery partners are present here.
- Plus, the period of time till which the charges are applicable is determined by the software by looking at the start and end date.
Charges
Expected Forward Charge
When the final slab weighs less than or equal to the weight restriction “fwd_wt_fixed,” the rate designated as “fwd_fixed” is applied. If the weight is more than the value specified, the rate will be calculated using the “fwd” column. Finally, the formula used to calculate the expected forward charge is as given below.
Expected_fwd_chg = fwd_fixed + (extra_weight) x fwd
Expected RTO charges
When the final slab weighs less than or equal to the weight restriction “rto_wt_fixed,” the rate designated as “rto_fixed” is applied. If the weight is more than the value specified, the rate will be calculated using the “rto” column. Finally, the formula used to calculate the expected RTO charge is given below.
Expected COD charges
The “cod fixed” and “cod rate” % on the item price, values are compared, and the higher amount is utilised as the expected COD fee.
Expected GST
Once the expected forward charge, expected RTO fee and expected COD charge has been added, the GST is applied to the total.
Expected Final Amount
The expected final amount is calculated by adding the forward charge, expected RTO fee, expected COD charges, and expected GST.
RESULT
The software does the necessary calculations for each order after calculating the expected zone, rate, weight, and expected charges. Which shows if the expected zone, rate, and weight are used for billing and whether the fee invoiced is more or lesser. The necessary information is displayed in the below result tables produced by Cointab.
Order Management System, Rate Card – Vamaship Invoice
Order Management System
Found in Unicommerce
The OMS report is utilised for verification since it tracks the number of delivered products, making the right information also available. This makes it easier to compare the product’s weight to the weight that Ecom Express uses for invoicing. The orders appearing in both the OMS report and the Ecom Express report are displayed in this row.
Not Found in Unicommerce
This row displays the orders that are present in the Blue Dart report but not in the OMS report. This means that information on the weight of orders is not available. Hence, the weight of these orders cannot be checked.
Rate Card
Found in Rate Card
Here, the orders present on the rate card are displayed. This aids in verifying the rates that will be applied to order delivery.
Not Found in Rate Card
In this instance, the orders are not found on the rate card. Therefore, it is impossible to confirm the pricing on these orders.
Invoice Verification using OMS – Vamaship
Weight Slab Match – Correctly Charged
These are the orders for which the weight and rate match in the Invoice and the OMS report. This means that the fee charged along weight and rate on these orders are correct.
Correctly Charged
For these orders, the rate matches the Invoice and the OMS report. But the weight does not match. This means that the fee charged along the rate on these orders is correct.
Weight Slab Match –Overcharged
On these orders, the weight matches in both the reports but the rate do not match. This causes the amount charged to be more than the actual amount.
Weight Slab Mismatch –Overcharged
Here on these orders, the rate matches in the OMS and the Invoice but the weight does not match. This leads to more than the required amount being charged.
Weight Slab Match – Undercharged
In both reports for these orders, the weight matches, but the rate does not. Due to this, the charged amount is lower than the calculated amount.
Weight Slab Match – Undercharged
Upon these orders, the weight does not match. However, the rate is the same in both the OMS and the invoice. As a result, charges are higher than necessary.
Invoice Verification using values given by Vamaship
Correctly charged
Here the weight and rate applied by Vamaship in their invoice are used for calculations. After verification is seen that the fee amount charged is correct.
Overcharged
The weight and rate applied by Vamaship in their invoice is used by the software here. Due to which it is seen that the amount charged is more than the calculated amount.
Undercharged
The weight and rate applied by Vamaship in their invoice is used by the software here. After which it is seen that the amount charged is lesser than the calculated amount.
Finance teams may analyse the report and maintain track of the fees charged by each courier partner using the software’s output, which is seen above. It streamlines the work of the finance department by automating the invoice verification process. Additionally, businesses can be guaranteed that the invoice will be verified without any additional work on their part.
So, if you want to automate and make your invoice verification
