Charges and reconciliation

A completed journey leaves several facts to reconcile. Evidence Coordinator compares the loading decision, delivery proof, charge records and operation receipts with the same load. Transport Supervisor reviews unresolved differences. The team needs to explain both what happened physically and which evidence supports that account.

Operation receipts retain the action, expected revision and operation key alongside their outcome. A receipt marked Recorded may still describe a pending result or one needing review. Keep the receipt review state and the operational result visible together when deciding the next action.

Freight charges identify linehaul, fuel surcharge, accessorial, detention and other recorded charge types. Amount and currency stay with each charge. Supporting documents retain the load reference and the appropriate Internal or Shared visibility.

• Compare the action. Match the receipt with the intended load and revision. Inspect the effect references and failure reason when the recorded result differs from the expected outcome.
• Review the charges. Check the charge type, amount and currency against the agreed journey evidence. Keep Draft, Approved, Invoiced, Paid and Void states distinct.
• Retain the explanation. Link the decision rationale and supporting documents to the load. Mark a corrected outcome clearly so the next reviewer can follow the change.

Agree who records charges and who can approve them under your local policy. Decide which external finance record establishes invoice or payment confirmation and set up the required connection. A local charge review should use the relevant source evidence before changing its status.

Define how receipt keys and external references are assigned for connected operations. Decide how the team investigates a missing response before repeating an action. Establish evidence visibility rules with Admin, especially when photos, signatures or documents will be shared with a transport partner.

A partner reports that the load was delivered, but the operation receipt shows a result needing review because the acknowledgement is incomplete. Evidence Coordinator inspects the delivery proof and external reference before requesting another action. Transport Supervisor reviews the unresolved result and records the decision that explains the next step.

The carrier also submits a detention charge. Compare the stop’s arrival and departure times with the charge evidence. Keep the currency on the charge and retain the supporting document. If the amount changes, preserve a clear explanation instead of allowing the corrected figure to appear unrelated to the reviewed journey.

During rehearsal, give a different reviewer the load number and ask them to trace the delivery proof, charge position and receipt outcome. They should identify the remaining uncertainty and its owner without treating a Delivered load as evidence that every charge has been paid.

• Receipt reconciliation queue — Recorded, failed and corrected receipts with their result and failure context.
• Freight charge review — Draft, approved and invoiced charges grouped around the load.
• My evidence receipts — Receipts assigned to the current staff member for follow-up.

Use correction and reconciliation for unresolved results. Review the connection plan and the data model before mapping external references.