Disputing Audits

Advantus occasionally receives audits from audit companies such as Apex Analytix. These audits are for various reasons. The audits are received by compliance@advantus.com. The audits will occasionally go to others in the company and be forwarded to Compliance. We generally given 20 days to respond to their message. ***They are flexible with dispute dates and will often accept disputes even long after their deadline has passed.

The most common reason we receive these audits is the audit company claiming is failure to combine BOLs on to a single master BOL. We have a process in place that does this and these audits should be disputed.

Disputing Failure to Combine BOLs to a MBOL

*Verify the correct email address to send disputes to. The email address to send a dispute to may be different than the address the audit was received from. The correct address to send disputes to may be included in the auditor’s original email or within the documents they attach. Disputes with the main audit company are sent to freightRC@apexanalytix.com

1. The audit company provides an Excel spreadsheet that lists BOLs under groups. They generally request sending the MBOL and all of its underlying BOLs for five separate groups on this spreadsheet. Pull these documents from DexDox in NetSuite, or ask directship@advantus.com for these documents if the shipments were from a 3PL.

2. Respond to the auditor’s request within their timeline stating you wish to dispute. They have a small maximum file size they can receive via email. Advantus can send larger files they can receive; they will not receive emails with large attachments and you will not receive any sort of message that the email was declined by their server. You will need to send five separate emails to them that contain the MBOL and its BOLs for a group. Send an additional email with no files and ask the auditor to confirm all files were received.

3. The auditors will respond, typically within a few days, stating the audit is canceled.

Disputing Failure to Cancel Routing on Canceled POs (Partially Canceled PO)

1. Compliance will receive an audit stating we failed to cancel routing for POs they canceled. This is typically an error on their side and the POs in question were likely not canceled.
2. Forward all the BOLs for the shipments in question and state the POs were not canceled.
3. The auditors will respond, typically within a few days, stating the audit is canceled.

Disputing Failure to Cancel Routed Lines for Canceled Lines

1. This is a new audit type. The only audit Advantus has received for this reason is still in progress as of 7/5/2024. Claim 123018417
2. The auditor states this occurred because we routed a PO twice. We only route POs once. The auditor stated this shipment was routed by AutoReady Routing and then again by us manually. We only have one Walmart/Sam’s account, to our knowledge, that is enrolled in AutoReady routing, and it is not the account this shipment was on. There is currently an email out to Walmart’s logistics team to figure out which of our accounts are enrolled in AutoReady routing.
3. ??? If Walmart says this account was not AutoReady Routing enrolled at the time of the violation, dispute using Walmart’s correspondence. If this account was enrolled in AutoReady Routing at the time, figure out when it became enrolled and if we were notified of the account being enrolled. If we were not notified, this is not our fault. If this account IS enrolled in AutoReady, forward Walmart’s response to Amanda to be reviewed to see if we need to change our routing process. If Walmart says we were notified of the enrollment, this is likely a valid audit.