Entering Loss and Damage Claims

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The information you enter for a claim is used when you generate the claim form and follow-up letters.

1. Click the Claims group button. The Show Outstanding Claims page opens.

2. Click the New Claim button. The Create a New Claim dialog box opens.

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3. Select the Loss and Damage option.

4. If this is a POD claim (Proof of Delivery), select the check box for This is a POD Claim.

5. Accept the System Generated claim number or

select User Assigned and enter your claim number.

6. Click the Apply button. The claim window opens.

NOTE: The Claim Number is not assigned until the claim is saved.

7. Click the Company button. The Find Company dialog box opens.

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8. If the Region is incorrect, select a different region from the list. By default, the region you are working in is in the Find Region box.

9. Select the company responsible for filing the claim from the list and click the Apply button to return to the claim form.This information is required to save a claim.

If the company does not exist, you can create a new company record by clicking the Add button.The New Company dialog box opens, allowing you to enter a new Company. Enter the new information and click Save to return to the claim form.

10. The Claim Rep's name is automatically populated based on your login. The Claim Rep is the person responsible for following up with the carrier. Enter it as you want it printed on the claim form. If you are modifying a claim or entering new data, enter your name in the Claim Rep box. This information is required to save a claim.

11. The Status box displays the default of OUTSTANDING. This should not be changed until the claim is closed.

NOTE: If you selected This is a POD Claim when you created the claim, the Status box will have a default status of Proof of Delivery.

12. Click the Claimant button. The Find Claimant dialog box opens.

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13. If the Region is incorrect, select a different region from the list. By default, the region you are working in is in the Find Region box.

14. Select the appropriate business from the Claimant list and click the Apply button to return to the claim form. This information is required to save a claim.

If the Claimant is not in the list, click the Add button. The New Claimant dialog box opens, allowing you to enter a new Claimant. Enter the new information and click Save to return to the claim form.

15. Click the Reason button. The Find Reason Code dialog box opens.

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16. Find the reason that best describes why the claim is being filed from the list and click the Apply button. This information is required to save a claim.

17. Click the Carrier button. The Find Carrier dialog box opens.

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18. If the Region is incorrect, select a different region from the list. By default, the region you are working in is in the Find Region box.

NOTE: If you would like to see all carriers, not just the carriers in your list, click to remove the check mark in the Use My Carriers box.

19. Select the carrier who was responsible for this shipment from the Carrier list and click the Apply button to return to the claim form. This information is required to save a claim.

If the Carrier is not in the list, click the Add button. The New Carrier dialog box opens, allowing you to enter a new Carrier. Enter the new information and click Save to return to the claim form.

20. Enter the name of the 3rd party delivery carrier, if applicable, in the Delivery Carrier box.

21. The Carrier Claim # is assigned by the carrier and provided when they acknowledge the claim. (See "Updating Claims" for more information.

22. Enter the carrier's bill-of-lading number in the BOL Carrier box. If another claim exists with the same BOL number, you will receive a message indicating that the BOL already exists. You have the option to save the claim with a duplicate BOL number, or return to the claim and modify the number.

23. Enter the date of the bill-of-lading in the BOL Date box or click the Calendar button and select the date from the calendar.

24. Enter the date on which the delivery was made in the Delivery Date box or click the Calendar button and select the date from the calendar.

25. Click the Customer button. The Find Customer dialog box opens.

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26. If the Region is incorrect, select a different region from the list. By default, the region you are working in is in the Find Region box.

27. Select the customer from the list and click the Apply button to return to the claim form. This information is required to save a claim.

If the Customer is not in the list, click the Add button. The New Customer dialog box opens, allowing you to enter a new Customer. Enter the new information and click Save to return to the claim form.

28. Click the Shipper button. The Find Shipper dialog box opens.

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29. If the Region is incorrect, select a different region from the list. By default, the region you are working in is in the Find Region box.

30. Select the shipper from the Shipper list and click the Apply button to return to the claim form. This information is required to save a claim.

If the Shipper is not in the list, click the Add button. The New Shipper dialog box opens, allowing you to enter a new Shipper. Enter the new information and click Save to return to the claim form.

31. Move to the In/Out box and select Inbound, Outbound, or Transfer to indicate whether the claim is for an inbound shipment, an outbound shipment, or a transfer between facilities.

32. Move to the Trans Mode box and select the method of transportation.

33. Move to the Vehicle # box and enter the number.The vehicle number can be the container or trailer box number.

34. The Updated box contains the date the claim was last modified. The date is system generated and cannot be modified. There is no date until the claim is saved.

35. Move to the Acct. Rec # box and add the A/R ledger number assigned to the claim by accounting for the carrier receivable.

36. Move to the Domestic/International box and select the type of shipment.This information is required to save a claim.

37. Move to the Document Origin box and enter the origin of the claim documentation.

38. Move to the Requester Name box and enter the name of the person or organization requesting the claim.

39. Move to the Recovery Amt box and enter the anticipated claim recovery.

40. Move to the Cost Center box and enter the cost center responsible for the claim.

41. Move to the Date Requested box and click the calender button and select the date. This information is required to save a claim.

42. Move to the Date Filed box and click the calender button and select the date filed. This information is required to save a claim.

43. The Cycle Time box contains the number of days from the date requested to the date filed. The number of days is system generated and cannot be modified. There is no date until the claim is saved.

44. Move to the Shipped From box. If the shipment was made from a location other than that shown for the Shipper, enter the address from which the shipment was actually made.

NOTE: Save the claim by clicking the Save button. You will not be able to add the Shipping Products, Credit/Debit, Documents, Activities, Diary, or Payments until the claim is saved.

Continue with the following steps to enter any required information in the Shipping Products, Credit/Debit, Documents, Activities and Diary tabs.

Shipping Products Tab

The Shipping Products tab contains all of the product information related to this claim.There are three different ways to add product information to the claim. You can use the Add Products button, Paste Products button, or the Multiple Products button.

Using the Add Products Button

1. From the Claim Properties page, select the Shipping Products tab.

2. Click the Add Product button to add a new product to the claim. The New Product dialog box opens.

3. Click the Product button. The Find Product dialog box opens.

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4. From the Product Code list, double-click the product for which the claim is being issued. The product's price and weight are copied into the Price and Weight boxes, respectively. This information is required to save a claim.

If the Product is not in the list, click the Add button. The New Product dialog box opens, allowing you to enter a new product. Enter the new information and click Save to return to the claim.

(See "Adding a Product to the Product List" for more information.)

5. In the Quantity box enter the quantity of the product involved in the claim.

6. If the unit price is different from that shown in the Price box, enter the correct price.

7. If the weight is different from that shown in the Weight box, enter the correct weight for a single unit/case of the selected product. If you are using the Release Value method for the line item calculation you must enter a weight.

8. Select a reason code from the Reason Code list.

9. Move to the Serial Number box and enter the serial number

10. Move to the Invoice Number and type in the invoice number.

11. Move to the Sales Order Number box and type in the sales order number.

12. Select the Business Group from the list.

13. Select the Product Line from the list.

NOTE: You can calculate the line item total using either the Product Disposition method or the Release Value method.

• Product Disposition Method

a) Select the Disposition option. The Disposition list is enabled.

b) Select the appropriate product disposition and discount from the Disposition list.

If you need a disposition that is not in the list, you need to close the New Product dialog box - you must enter a quantity if you want the product information to be saved with the claim.

c) If the disposition discount needs to be modified, move to the Percent box and enter a new percent discount. A line-item total is displayed in the Line Total box. This is the product of the Quantity and the Price, less the discount (either from the Disposition or the Percentage box).

• Release Value Method

a) Select the Release option. The Release list is enabled.

b) Select the appropriate release value and rate from the Release list.

If you need a release value that is not in the list, you need to close the New Product dialog box - you must enter a quantity if you want the product information to be saved with the claim.

c) If the release value rate needs to be modified, move to the Release Value box and enter a new release value. A new Line Total is calculated. This is the product of the Quantity and Weight and Release Value.

14. Click the Save button to return to the Claim Properties window.

15. If there are any applicable reimbursements, enter the value in the Reimbursement Amt box.

16. If there are any applicable discounts, enter the value in the Discount Amt box.

17. Enter any applicable freight charges in the Freight Amt box.

18. If there are any other applicable charges to include on the claim form, enter the value in the Other Amt box. Click the Apply button.

19. The Total Amt is calculated based on the products listed, minus any values listed in the Reimbursement Amt, Write-Off Amt, and Discount Amt boxes. The Total Amt also adds any charges added in the Freight Amt and Other Amt boxes. The Total Amt box is for display only, you cannot manually modify this value.

20. The Outstanding Amt is calculated by the Total Amt minus any payments made. The Outstanding Amt is for display only, you cannot manually modify this value.

21. The currency is shown in USD. To change the currency, click the Globe icon and select a different currency.

NOTE: Any additions or changes to the Shipping Products information are NOT cancelled by clicking the Cancel button in the Claim Properties window (this does not include the Reimbursement Amt, Write-Off Amt, Discount Amt, Freight Amt, and Other Amt). You must manually undo any modifications you've made in this section.

Using the Paste Products Button

The Paste Products button is available to allow SAP users to copy product information from your SAP screen and paste the part number and Quantity to the products screen. From the Claim Properties page, click the Paste Products button. The Copy & Paste Products dialog box opens. You can copy the products from the SAP screen (only the part number and quantity) and paste to the screen. Edit the screen for the correct part number and quantity.

Using the Multiple Products Button

The Multiple Products button is available to allow you to add multiple products all at once. You can copy and paste the information from another screen or just type in the information. From the Claim Properties page, click the Multiple Products button. The New Product dialog box opens. Enter the information and then Save to return to claim.

Credit/Debit Tab

The credit/debit tab contains information regarding documentation associated with the claim. This internal document can be printed for submission to any department, such as accounting, transportation, etc. and contains a hierachy of approval authority levels for sign-off. Information placed on these documents will not appear on the claim form.

1. From the Claim Properties window, select the Credit/Debit tab.

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2. Go to the Memo Type box and select either Credit or Debit.

3. Move to the Memo Number box and enter the memo number.

4. Go to the Memo Date and use the calender button to select the date.

5. Go to the Memo Bill-To/Ship-To box and enter the relevant information.

6. Click the Print button at the button. The Credit or Debit memo form will appear in a PDF file for printing. Save or print the form. Close the screen to return to the Claim Properties window.

Documents Tab

The Documents tab contains information regarding the documentation associated with the claim.

1. From the Claim Properties window, select the Documents tab.

2. Click the Add button. The New Document dialog box opens.

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3. Select the Document Type from the list.

4. Move to the Document ID box and enter the document ID.

5. Move to the Date Of box. If the date is not correct, you can enter a new date.
OR click the Calendar button to select the date from the calendar.

6. Click the Save button when you are done. If you are not going to attach a document, click the Close button to return to the claim.

7. Click the Attach button to attach the document to the claim if applicable. The File Attachment dialog box opens.

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8. Click the Browse button. The Choose File dialog box opens.

9. Locate and select the document you want to attach to the claim.

10. Click the Open button to return to the File Attachment dialog box.

11. Click the Save button to return to the New Document Dialog box.

NOTE: Any comments entered in the Comments box will be printed on the claim form.

Activities Tab

The Activities tab contains information that helps you track the status of the claim.

If you have contacted the carrier to inform them of your intent to file a claim, you should add the Notice of Intent.

1. Click the Add Activity button. The New Activity dialog box opens.

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2. From the Activity Type list, select Notice of Intent Filed.

3. Move to the Date Of box. If the date is not correct, you can enter a new date.
OR click the Calendar button next to select the date from the calendar.

The Created By box shows the person who last created or modified the activity. It is for display only, you cannot manually modify it.

The Date Created box shows the date of when the activity was created or last modified. It is for display only, you cannot manually modify it.

4. Click the Save button

Generally, you won't enter any other information in the Activities tab when first entering a claim. This information is entered when updating a claim. Some of the boxes in this tab are automatically updated. When the claim is created, the Created Date is filled with the current date. When you update a claim, the Last Update box is filled with the current date.

NOTE: Any changes made in Shipping Products, Credit/Debit, Documents, Activities, Diary, or Payments are NOT cancelled by clicking the Cancel button. You must manually undo any changes you've made in these sections.

Diary Tab

The Diary tab is used to add diary notes that help you keep track of the events associated with the claim.

1. Select the Diary tab.

2. Click the Add Diary button to add a new diary note. The New Diary Entry dialog box opens.

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3. If you want to change the date, enter a new date in the Date Of box.
OR click the Calendar button and select the date from the calendar.

4. Enter the comments you want to be saved with this claim.

5. Click the Save button to return to the claim form. OR, click the Close button to not save the comments.

You can delete a diary note by selecting the note and clicking the Delete button.

You can print the Claims with Diary report from the Reports section.

Payments Tab

The Payments tab is used to keep track of payments received against the claim.

Generally, you won't enter any other information in the Payments tab when first entering a claim. This information is entered when updating a claim.