Entering Overcharge Claims

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When you enter claims you can automatically generate claim forms and follow-up letters. The information you enter for the claim is used when you generate the claim form and follow-up letters.

1. Click the Claims group button. The Outstanding Claims page opens.You can sort the claims by selecting Claim Number, Carriers, Delivery Date, Reason, Customer, BOL Date, Shipper, or Last Update from the drop-down list and then clicking the Apply button.

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

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3. Select the Overcharge option.

4. Accept the System Generated claim number or, select User Assigned and enter your claim number.

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

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

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

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7. Select the company responsible for filing the claim from the list and click the Apply button. If the company does not exist, you can create a new company record by clicking the Add button. This information is required to save a claim.

8. Enter the Claim Rep's name in the Claim Rep box. The Claim Rep is the person responsible for following up with the carrier. Enter it as you want it printed on the claim form. This information is required to save a claim.

9. 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.

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

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11. Select the appropriate business from the Claimant list and click the Apply button. 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.

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

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13. Double-click the reason that best describes why the claim is being filed from the list. This information is required to save a claim.

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

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15. Select the carrier who was responsible for this shipment from the Carrier list and click the Apply button. 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.

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.

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

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

18. 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.

19. Enter the date of the bill-of-lading in the BOL Date box.

20. Enter the date on which the delivery was made, in the Delivery Date box.

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

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22. Select the customer from the Customer list and click the Apply button. 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.

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

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24. Select the shipper from the Shipper list and click the Apply button. 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.

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

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

27. Move to the Vehicle # box and enter the number.

28. 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.

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

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

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

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

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

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

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

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

37. 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.

38. 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.

39. In the Origin box, enter the place where the shipment originated.

40. In the Destination box, enter the shipment's ultimate destination.

41. In the Tariff Authority box enter any tariffs that were agreed to by the carrier and the shipper.

42. Click the Save button. You must click Save before you can enter any information in the Overcharge Items, Documents, Activities, Diary, or Payments.

Continue with the following steps to enter any required information in the Overcharge Items, Documents, Activities, Diary, or Payments tabs.

Overcharge Items Tab

The Overcharge Items tab is used to track freight bills related to the claim being entered.

1. Select the Overcharge Items tab.

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

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3. In the Freight Bill box, enter the freight bill number for which there was an overcharge. This information is required.

4. In the Date Of box, enter the date of the freight bill or click on the calendar button and select the date. This information is required.

5. In the Paid Amount box, enter the amount paid against the freight bill.

6. In the Check Number box, enter the number of the check.

7. In the Check Date box, enter the date of the check.

NOTE: If the Overcharge was based on mileage or the weight of the shipment, use the Overcharge Calculation area to calculate the actual Freight Amount. Otherwise, enter the actual freight cost in the Freight Amount box.

8. Move to the Line Calculation Method area. If this overcharge was based on mileage, enter the mileage in the Mileage box. Or, if this overcharge was based on weight, enter the weight in the Weight box.

9. Move to the Rate box and enter the appropriate rate (whether for Mileage or Weight). If the overcharge was based on weight, the 100 Weight calculation method is used. The Rate is divided by the product of the Weight and 100.

10. The actual Freight Amount is calculated based on the information entered in the Overcharge Calculation area. If the Freight Amount is not correct, correct the amount shown. The Freight Amount is then subtracted from the Paid Amount and the resulting figure is placed in the Overcharge box. The Overcharge value cannot be manually modified. This is the value that is used for the Overcharge Claim Form, in addition to any other Overcharge items on the claim.

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

12. The Last Update box shows the date of when the overcharge was created or last modified. It is for display only, you cannot manually modify it.

13. Click the Save button to return to the Overcharge Items tab.

14. When you update a claim, the Last Update box is filled with the current date. You cannot edit this date.

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

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

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

18. 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 in the Freight Amt and Other Amt boxes. The Total Amt box is for display only, you cannot manually modify this value.

19. 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.

NOTE: Any additions or changes to the Overcharge Items 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.

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.