Freight Rebilling for UPS Shipments

Each week, AP (Nico Conner) will send an email asking a review charges/fees from a UPS invoice(s). Nico will screenshot a list or send a spreadsheet to research.  

OR

There will be two major charges you will research:  

• Packages Delivered but not Previously Billed 

• Address Correction Fees 

PACKAGES DELIVERED BUT NOT PREVIOUSLY BILLED

These are packages that have been delivered at some point in the past but are just now getting billed.  Normally, these should not be billed to us. Research the shipment and find any information regarding whom the shipment(s) belongs to, so a request for rebilling can be completed.   

1. Finding proper billing information:
   • Searching the tracking number(s) or reference numbers in the NetSuite (NS) Global Search.
     • Locate the shipment’s Outbound Shipping record, and move to the next step.
   • When tracking number(s) are not found in NS:
     • Search Tracking number(s) on the UPS website to see if the shipment was part of multiple shipments. If it is, search each tracking number in NS until you find the master tracking number.  
     • Use saved searches in NetSuite that include tracking details.
       • PBG:  Sales Orders Fulfilled, PBG 1-6 Results
       • 12^th Street: Sales Orders Fulfilled, 12th: Results – NetSuite (Advantus Corp.) 

2. Once you locate the Outbound Shipment in NS, gather the following:
   • Ship Customer
     • Customer’s UPS Account Number – Found in Outbound subtab > Freight Fee & Cost OR in the Customer Record subtab > Shipping.  
     • Otherwise, you can message the CS Rep for assistance. 
   • Shipping label
     • Found in Outbound shipment subtab > Files.  
     • Screenshot the shipping label.  
   • Confirm that the shipment should be billed to the Customer or via Third Party Billing under the “Freight Pay Code.” The shipping label will also show this information below the barcode.   

3. Once you have all the information you need, email the following to UPS PREFERRED US preferred.us@ups.com and copy Nichole Guyen, our UPS Senior Account Executive at nicholenguyen@ups.com.   Fill in the blanks with the correct information and add a copy of the shipping label.  

4. Record the rebill request and any resolution or denial on the UPS tab on the Freight billing Tracking Spreadsheet: Freight Billing Tracking.xlsx 

You will receive an email from another account representative on behalf of Nichole stating whether the shipment is rebilled or not and why. Complete any additional research based on their response. If you are unsure, email Will to discuss how to proceed. Update the tracking accordingly 

Note: If there are Packages Delivered but not Previously Billed charges that are for shipments that are significantly old (over 120 days), and UPS says they cannot rebill due to its age, try to dispute.  

ADDRESS CORRECTION FEES

If a shipment has missing address information, we will be charged for UPS to correct the issue, so the shipment gets to its intended destination. This charge is $10.50 per package. ***Address correction fees cannot be rebilled, but you may dispute them if the shipment was delivered to the pre-corrected address by emailing the address above.

1. Record all shipments here:  Address Correction Spreadsheet.xlsx
   • Include the Order #, PO #, Carrier (UPS), Charge, and who was at fault (customer or ADV). 

Reasons why the address needed correction:  

• The address on the PO was bad – the customer’s fault (most common) 
• C/S if we mistyped something  
• Missing Suite Number, wrong zip code, misspelled street address, etc. 

2. Locate the PO on each order record in NetSuite under the Communication subtab > Files or reach out to the CS Rep for assistance to determine who is at fault.  

3. If you are unsure, forward to Will Frandsen or contact the CS Rep for that customer.  

4. Send the spreadsheet to Charlie Frohman at the end of the year.  

Note: For UPS shipments showing we were billed because of some issue with the account used (error on our part), UPS will typically charge an $18 fee to rebill the correct account. This will result in us deciding what makes financial sense depending on the $ amount we are trying to have re-billed.   In these cases, bring the issue up with Will Frandsen, to determine the appropriate way to handle the issue. 

Some reasons include: 

• Bill to account refused charges. 
• Invalid bill to account. 

• Domestic billed to second country/territory. 

5. After charges have been disputed, note that they’ve been disputed on: Freight Invoices Saved Search
   • If you type the invoice number into the filter, it will bring up the invoice in question with the associated charges.  On the right-hand side, update the ‘No’ by clicking on it and then checking the empty box.  The result should then change to yes.  Submit an IT ticket if you are unable to access the search.