Rejections

Rejections

Rejections

You can reject a docket from the Reconcile screen under Missing Dockets or you can reject a docket from Dockets which can be found under Data in the main menu.

Filter Rejections

You can filter dockets so that only rejections are displayed by doing the following:
In the Reconcile screen type "Rejection of an off" or "Rejection of an on" in the Filter Dockets field.
In the Dockets screen click the "Show Advanced Filters" button.  Click the "Include Tags" field and select "Has Rejection".

Hire Company Terms for Rejections

You can only reject a docket if it has been exported or imported from the pallet hire company.  This could be either through an invoice or through a daily import file.  If it hasn't been exported or imported then you can just edit the docket.  You can also only reject a docket if you do it within the timeframe of the pallet hire companies.

You should check the Terms and Conditions of the pallet hire companies but as a guide CHEP give you 60 days from the date of the invoice on which the transaction appeared.   CHEP will also not process a rejection or reinstatement older than 400 days.  To overcome this you could change the movement and effective dates.  Another option is to raise a new transfer.

Loscam's terms are reflected in the following table.

To Reject a Docket from the Dockets screen

To reject a docket from the Dockets screen please do the following:
  1. Search for the docket number.
  2. Click on the Edit button against the docket number.
  3. Select "Reject" from the Action field.
  4. A box will display where you need to select a reason from the Rejection Reason field.
  5. You should check the Export Alteration field to ensure that your preferred option is selected.  The options are:
    -  "NO".  The rejection will not be exported.
    - "Hire Company and Trading Partner".
    - "Hire Company only".
  6. You can set to always email the trading partner by going to Account Setup under Data in the main menu and then ticking the "Email Alterations To TP" checkbox.. 


Loscam Rejections

The Loscam import file to PalletWatch does not distinguish between a Rejection or a Reversal.  This presents a problem if there is an effective date correction and the new effective date is in the following month.  The reversal (C1) will appear in Reconcile as an unreconciled docket and will read as a Rejection when it really is a Reversal.  The Correction (C2) will not display if it is invoiced on the next invoice.

Actions you can take are:
  1. Determine if the Trading Terms for that trading partner need to be updated or whether the trading partner needs to be contacted to resolve incorrect delay days.
  2. Ask the trading partner to email you if there are any corrections or rejections to your transfer offs.
  3. Determine if it is a reversal or a rejection by checking Loscam Online or the PDF invoice.
  4. If it is an effective date correction you can click on the Rejection of an off in Reconcile and click the Reconcile button.
  5. In Data\Dockets search for the docket and you should see that the Effective Date displayed in the top row of the docket has the new effective date.
  6. Click on Edit and select Reinstate in the Action field.
  7. Click in the Export Alteration field and select No - this means that the reinstatement will not be emailed to Loscam or the trading partner.
  8. Click on the Reinstate button.

How to manage rejections

There are different ways you can manage your rejections.
  1. You can leave them unreconciled in the Reconcile screen until they are resolved.
    or
  2. Remove them from the Reconcile screen and place them into the Data\Dockets screen.

Leave Rejections in the Reconcile screen

If you leave the rejections in the Reconcile screen then the Reconcile Report will assume that the rejection will not be reinstated.  This could make your reconciliation result display worse than it actually is.

Move Rejections to Dockets screen

If you believe the rejection will be reinstated then you can accept the rejection and create a placeholder for the reinstatement.  A placeholder means that PalletWatch takes account of the reinstatement but notification of the reinstatement is not sent to the Hire Company or the Trading Partner.
The process is as follows:
  1. Copy the original docket number.
  2. Click on Rejection of an off.
  3. Click the Reconcile button.
  4. Go to Data\Dockets.
  5. Paste the docket number in the docket number Search box.
  6. The docket will appear and it will display a red cross showing that the docket has been rejected.
  7. Click on Edit.
  8. Click in the Action box at top left of the screen.
  9. Select Reinstate.
  10. Click in the Export Alteration field and select "No".
  11. Click the Reinstate button.
Doing the above actions will not reinstate the docket.  You need to send proof of delivery to the trading partner and ask them to reinstate the docket.  You should make an entry in Notes to record what action you have taken.  When you run your Reconcile report you will see the Reinstatement dockets showing as uninvoiced.  It is important that you monitor these and follow up where needed.

Rejections for Multi Site Accounts

If your account has multiple sites then it may be that you need the pallet controller for that site to resolve the rejection.  One way to do this is as follows:
  1. In the Reconcile screen click on the "Request Info" button.
  2. Click on the "Request info from Trading Partner " button so that it reads "No".
  3. Click on the "Request info from Site" button so that it reads "Yes".
  4. An email will be sent to your site.  The words in this email can be tailored to your requirements by going to Data\Templates.  Instructions might be to send a POD to the trading partner asking them to reinstate the docket and for the site pallet controller to make a Note against the docket.

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