Connect waiting-time justification to the charge that the carrier billed.
Dispatcher/Ops creates detention records for the shipment and the relevant stop when available. Arrival time, departure time and detention location identify where and when the wait occurred. Check that the recorded times describe the same movement and facility.
Dispatcher/Ops compares the actual interval with free-time allowance and retains justified hours. Logistics Manager handles an unresolved operational disagreement. Record Justified or Disputed after checking the facility times and supporting evidence. Agree escalation responsibilities before go-live.
An authorized invoice-entry account records the detention charge in freight invoice lines. Freight Audit Clerk reads billed amount and the linked shipment and freight invoice. Route any charge-entry correction to the authorized invoice-entry account before continuing the review.
Accessorial Charge Validation compares the billed detention with operational justification and contracted accessorial rate records. Unsupported charges become Overcharge with reason code unjustified accessorial on freight audit results. Freight Audit Clerk checks the result and the evidence used.
Freight Audit Clerk creates dispute records linked to the invoice line and carrier, retaining reason, claimed amount and carrier response. Use awaiting carrier or awaiting internal for the actual outstanding response. Record recovered amount and resolution date when evidence supports the outcome; an open claim is not a recovery.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.