F.A.C.T.S. Freight Auditing, Inc.

Receiving Freight Bills

F.A.C.T.S. receives freight bills from the carrier in one of three ways. Either the bills are sent directly to F.A.C.T.S. from the carrier (via US Mail or EDI), or the customer receives the bills, then forwards them to F.A.C.T.S. for processing.

For freight bills received directly from the carrier, F.A.C.T.S. codes the appropriate GL account number based on existing customer criteria. For freight bills received by the customer from the carrier, the customer codes the appropriate GL account on each bill. On a weekly basis the customer mails the accumulated bills to F.A.C.T.S.

All freight bills are date stamped when received by F.A.C.T.S.

Bills are audited for rates, charges, classification, weights, discounts, and other information.

Freight bills are entered into a custom designed computer database system which tracks up to 63 fields of information per bill.

To view a diagram of these procedures, click here.

Note you MUST be using Internet Explorer 5.0 or higher to correctly see the diagram.

Entering Freight Bills

This database system is backed up to tape daily.

The invoice or PRO number is keyed into the system twice to ensure the proper invoice number is paid.

Freight bills are entered into the computer in batches. Batching allows us to quickly compare the computer total of unpaid bills against a separate adding machine register tape to ensure the dollars entered into the computer match the totals of the bills for that batch.

Refund or Claim Checks

Refund or claim checks are entered into the system as a credit to the account and department the charges were originally billed against. Copies of the check and supporting documentation are made. One copy is attached to the check register, one copy is sent to the customer with the paid freight bills.

Paying Freight Bills

Our check run process includes matching the bill totals from each carrier against the check register, and the amount paid against the daily batch cumulative total.

During the check run process, we print several reports, including:

Check Register (1 copy)
Billing by Department / Account Detail (2 copies)
Billing by Department (2 copies)
Invoice (2 copies)
Department / Accounts Amount Paid (2 copies)

The above reports are matched with the daily cumulative batch total.

Printed checks are matched with the remittance advice and placed in envelopes, sealed, and stamped.

Fund requirement is faxed to the customer's Accounts Payable department on Wednesday, for funding that Friday.

Paid freight bills are returned in alphabetical order with the following reports:

	Check Register (1 copy)
	Billing by Department / Account Detail (1 copy)
	Billing by Department (1 copy)
	Invoice (1 copy)
	Department / Accounts Amount Paid (1 copy)
	Daily Batch Totals (1 copy)

The fund check is received and deposited.

The carrier payments are mailed.

Same process begins again the next week.

Monthly bank statements are used to balance all accounts.

Cancelled checks are attached to the check remittance report.