|
All mail received at our location is opened, sorted, coded, and
verified for correct billing (i.e. prepaid/ collect/ third party).
Every bill is then Audited to determine if there are any
description, classification, weight, rate, discount, or calculation
errors.
All bills are entered into our system on a weekly basis. At the end
of each week all duplicate entries, or previously paid bills are
rejected from the system and a preliminary Proof of Input Report
is printed. The bills are then matched up to this statement to
check for data entry errors. Any necessary corrections are made
and both the statement and bills are forwarded to each customer.
Each customer must review the Proof of Input Report to once again
verify its accuracy and make any necessary revisions. For example,
a shipment may have been billed prepaid when it should have been
collect and is therfore not our customer's responsibility to pay.
Our customer then would correct or deduct any bills they do not
want to pay (sending us a copy of the changes) and send us one
check or wire transfer for the new total amount of the statement.
When payment is received from our customers we immediately print
and mail out carriers checks and vouchers for those customers only.
A Proof of Payment Report is then submitted with the following
weeks Proof of Input Report. This report is formatted to your
specifications.
We maintain up to 3 years of payment history and year-to-date data
on our computer for reporting purposes. After the data becomes
older than 3 years it is downloaded onto diskette, this information
is held for 5 years.
|
