Reconciling Guidelines

Reconciling Guidelines for a national pallet controller

Reconciling Guidelines for a national pallet controller

If you are a national pallet controller then the following steps may help you.
  1. Reconcile CHEP imports daily.
  2. Go to Data\Invoices and click on the first blue Reconcile button that displays.  It will show you how many dockets there are to reconcile.
  3. Reconcile Mismatch dockets first.
  4. Missing dockets, i.e. dockets not entered, may not be reconciled on the day the import comes in if the docket dates are recent as they may be awaiting keying.  If the dates are not current then you could action them as described below.

Mismatch Dockets

  1. Enter Mismatch in the "Filter Dockets".  These are dockets which have been entered but there is a difference between the entered docket and the invoiced docket.
  2. The differences will display in red.
  3. Click on the red text that you agree with.
  4. If you click on the red text in the Docket column then it will automatically raise a correction.
  5. If you click on the red text in the Invoice column then it will overwrite the docket entry.
  6. If the docket is a transfer on then the later date is to your advantage.
  7. If the docket is a transfer off then the later date is to your disadvantage,  In the case of CHEP EDO accounts you can correct the movement date but not the effective date.
  8. If the other party has corrected the docket then you cannot correct it again.  You will need to email them to resolve their correction.

Missing Dockets

  1. Enter Missing in the "Filter Dockets" field.  A missing docket is an invoiced or imported docket one which PalletWatch has been unable to match with an entered docket.
There are a number of options to deal with Missing dockets, some of these are:
  1. Click the Request Info button and send an email to the trading partner asking for a copy.  To do this you will need their email address.  PalletWatch will display the email address if it is in the system.
  2. If there are a lot of missing dockets then it indicates that your docket management is not functioning as it should and remedial action to address this should be taken.
  3. Some options to deal with large quantities of missing dockets are detailed below.

Large numbers of missing dockets

Instead of using the Find Match button you could do one or more of the following:
  1. Run an unreconciled report and run an uninvoiced report and check if any of the unreconciled dockets appear in the uninvoiced report.  This could be due to a data entry error where the docket number is not an exact match.
  2. Run the unreconciled report and email it to your site pallet controllers and ask them to let you know if the dockets are OK to accept.

Rejections and Corrections

There are time limits applied by CHEP and Loscam so you should not delay in raising rejections or corrections.  These time limits are: 
CHEP
60 days from the invoice date on which the transfer was invoiced.
Loscam
Time limit is based on the Effective Date.  It is the current month plus the two prior months.  There is an exception to this where you only have one month if the transfer occurred on your most recent invoice.

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