Freight charges and review

Finance Reviewer examines charges against the load they belong to. Each charge has a type, amount and currency, with a status showing its commercial progress. A detention charge needs the reviewed trailer visit and its closure evidence. A service fee or other accessorial needs an explanation the reviewer can trace to the agreed work.

Review decisions identify the charge by its source record and table. Record the reviewed amount and currency in the rationale, identifying the supporting load revision when relevant. Operation receipts record operational outcomes with their source reference and organization. Together with the load and its attachments, these records give the team a way to investigate a disputed charge without treating every operational completion as a financial approval.

• Prepare the charge. Keep the load reference, charge type and currency explicit. Review the amount against the agreement and supporting work before requesting approval. Use the same load identity when gathering the visit or delivery evidence.
• Record the decision. Finance Reviewer approves a supported charge or records the reason for further investigation. Record the charge number, reviewed amount and currency with the reason, plus the supporting load revision when relevant.
• Follow commercial progress. Maintain Approved, Invoiced, Paid or Void status from the relevant business evidence. Invoice and payment information comes from the finance process; an operational receipt describes the transport outcome it records.

Agree who may approve a charge and which supporting documents the reviewer needs. Decide how a completed trailer visit is matched to a detention line on the same load, particularly when a load has visits at different yards. Review amounts by currency so reports do not combine incompatible values into an unexplained total.

If the business uses an accounting platform for invoices and payment, configure that connection with an agreed source reference and reconciliation owner. Define when Finance Reviewer updates the local charge status and how a correction is explained. Keep the original decision context available while resolving a dispute with the transport partner. Agree how a changed amount returns to review before another finance handoff.

Load L-410 has a completed trailer visit with 75 minutes of detention. Finance Reviewer receives a draft detention charge in USD. They inspect the visit’s arrival and departure evidence, grace period and close note, then compare the proposed amount with the commercial agreement. The recorded duration explains the stay; the agreement explains the amount.

During rehearsal, add another charge in a different currency and a voided line. Ask the reviewer to read the report without mixing the currencies or counting the voided line as payable work. Then change the amount on a disputed charge and compare it with the amount recorded in the earlier decision. Finance Reviewer must assess the changed charge before relying on that decision. Keep the explanation available for the next reconciliation.

• Freight charges awaiting approval — Draft charge lines requiring a commercial decision.
• Recorded operation receipts — Operational results to compare with the work supporting a charge.

Use charges and exception review. Return to trailer arrival to closure when the duration behind a detention charge needs investigation.