The FreightDATA Claims Management module is an integrated
part of the FreightDATA transportation system. Claims Management allows you to
manage and control your claims, OS&D, and on-hand freight problems. You can
check the status of a claim, any OS&D or other exceptions to any freight
movement in the system. A claims register can be printed by claim number, status
(pending, denied, approved for payment, paid or transmitted), or alphabetically
information about a claim is entered and stored on the disk for further review
or update as additional information becomes available. An acknowledgment letter
is automatically printed for immediate confirmation of receipt of the claim. The
pertinent claim information is posted to the original freight bill history
record thereby allowing all users of the system to be immediately aware of the
All information about
a freight bill which has a claim made against it is accessible with a single
keystroke, either on the screen or a printed hard copy.
When an exception is
noted against a shipment, e.g.: an overage, shortage, damage or any specific
problem noted by the driver, it is entered via the proof of delivery
confirmation (refer to the Freight Billing section). The exception is
automatically logged in the OS&D exception file.
As further events
affecting the freight bill arise, they may be entered directly to this file.
E.g.: If a carton is left on the dock when the truck is loaded, the driver will
note a shortage of a case when it is delivered. The next day the case is found
and a Fill Bill is produced by the system. When the fill bill is printed, an
additional line is added to the OS&D file documenting the fact that the
carton was found and delivered.
If, at any time in
the future, a claim is submitted for the shortage, the claim system first looks
in the OS&D file, finds a shortage of one carton, a fill bill with one
carton delivered, and logs this information on the claims screen. The claims
operator can then immediately send a letter disallowing the claim without
further research. Up to twelve different claims disposition letters are
generated automatically by the system, including claims acknowledgment, various
letters to disallow the claim by cause, e.g.: clear D/R, claim not made in due
time, etc., as well as an internal letter to accounts payable requesting payment
of the claim. Each letter requested becomes a part of the permanent claim
record. You may modify these letters at any time to suit your company's needs.
As events occur
impacting a claim (such as, but not limited to, a fill bill completing the
shipment, location of a clear delivery receipt, telephone conversations with the
claimant, etc.), they may be automatically or manually logged into the claim
record file. All of this information is available on the screen so that anyone
with access to the claims system can be immediately informed of the present
status as well as all events impacting the claim. Each event is date and time
stamped as well as identified as to who made the entry.
A report listing all
claims in the system sorted alphabetically by claimant, by claim number, or
status of the claim can be generated.
To avoid future
claims, it is sometimes necessary to prompt customers about freight that was not
delivered, for whatever reason, and is still in your possession. You may request
an On Hand notice at any time, composed to suit your mode of business.
Whenever an On-Hand
notice is printed, a record is entered into the freight bill history file as a
permanent record of your attempt to resolve the problem.
A complete hard copy
of all OS&D activity in the system may be requested as needed for any time