Streamline your freight claims process with MHC’s Enterprise Content Management (ECM) solution.
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ECM for Freight Claims
Whether you’re a manufacturer, a retailer or another organization that receives frequent freight deliveries, you’ve likely filed a freight claim in your time. The process of preparing, submitting and contesting a request can become time-consuming and resource-draining, depending on your supplier, which is why it’s essential to have tools on your side that make freight claim filing seamless and straightforward.
When You Need to File a Freight Claim
Your latest delivery arrives. Like usual, your receiving department begins unloading it from the truck and follows company procedure for inspecting each container. In the course of their inspection, however, they discover that some of the goods are damaged. Whether they’re in poor, mediocre or good condition, you need to file a freight claim and note the damage — such as water — in your bill of lading if you want to receive compensation from your supplier and replacements for the unusable products.
1. Scan, Photograph and Forward
Everyone in your receiving department should carry eMobile, our mobile workforce management app for iOS and Android devices, on their smartphone or tablet. As a part of its design, eMobile features tools for documenting shipping and receiving activities — including damaged freight. When your team discovers a damaged package, they’ll want to follow the simple process of creating a damaged goods receipt. The steps include to:
- Open eMobile
- Scan the receiving document
- Photograph the damage
eMobile will generate a PDF with the above details, plus two timestamps. The first shares when you discovered the damage and the second denotes your PDF’s delivery to the appropriate party. This feature lets your warehouse team react fast to damaged goods, as well as start the documentation process, which is critical when filing a freight claim with your supplier.
2. Review, Update and Remediate
After your shipping and receiving team forwards the PDF, the party responsible for handling freight claims takes the lead. In this phase, Vanguard Workflow comes into play, providing your designated staff member with complete access to the order’s history. Your employee, for instance, can access accounts payable (AP) data via MHC AP Automation, which offers an easy-to-locate repository that eliminates the time-sink of searching for lost documents. With MHC AP Automation, your team member can bring up the invoice associated with the damaged goods and flag it. If you haven’t yet received an invoice from your vendor, you can still arrange for it to be flagged when it’s scanned or uploaded to the system. By flagging the invoice, you’re ensuring that it does not move forward in receiving approval for payment. It’ll only move forward following the resolution of the freight claim.
3. Return, Refund and Reimburse
For freight claims, you have three remediation options to discuss with your vendor or carrier’s customer support team. Those options include:
- Repayment: The first choice you have is to keep the goods, but still get a full or partial refund. For many companies, this is the first route of remediation, as it restores some of the company’s funds, as well as lets them keep the product, which may be usable.
- Refund: The second option you have is a full refund for your purchase following the return of the products. In some instances, you may have to negotiate with the vendor on who will pay for the return shipping costs. It should, however, be the party liable for the damage.
- Reimbursement: The third choice you have is to receive reimbursement via the freight company. In this scenario, you will submit the full payment for your invoice and the freight company will pay you for the damaged shipment.
The route you decide to go for depends on several factors, such as the extent of the damage, the usability of the goods and the willingness of the vendor or freight company to work with you on building a resolution to the problem. The addition of eMobile and Vanguard Workflow to your company processes can help you reach an agreement that’s advantageous to your business.
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With MHC Automation
With more than 30 years of experience, as well as a distinct mindset for developing solutions for business people, by business people, Vanguard Systems stands apart from many in the industry. Our team is passionate about providing your organization with a solution that simplifies, streamlines and saves time, money and hassle — but without the learning curves that curb adoption rates in other software. Discover how you can remediate your freight claims with ease by contacting us today.
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