HOW FREIGHT CLAIMS WORKS
The Freight Claims module uses file information from the following systems:
Freight Billing, Accounts Receivable, Accounts Payable, Payroll and General Ledger.
Setting up Freight Claims requires you to define codes for Claim Types, Notices, Status
and Decline/Amend information. A control file is used to set up default status codes for
New Claims, Salvaged Claims, Paid Claims, Interline Reimbursement and Insurance
Reimbursement. This identifies what will print on the notices sent to the claimant.
Updating claim status provides analysis reports by Customer, Driver, Interline,
Commodity, Terminal and Traffic Lane. Also automatically updated is a Claim Status History
Report. You have control of how much information is kept on file, because there is a
separate purge routine by date range.
FREIGHT CLAIMS FEATURES
CLAIM ENTRY: This feature allows you to identify the pertinent data to
begin Freight Claim processing.
CLAIM LISTS: You may print Pending or Resolved Claims defining Date Range
and Status Code Range.
CLAIMS INQUIRY: Gives you up to date information regarding reimbursement
amounts and dates along with claim disposition notice dates.
UPDATE CLAIM STATUS: With these programs you may change the status of a
claim, decline or amend a claim, enter payment information or print a claim status history
report.
PRINT CLAIM NOTICES: Claim Notices are automatically updated as claim
information changes. What prints depends upon codes you have set up and assigned to the
individual claims. The name and title printed on the letters that are generated comes from
the Freight Bill Control file.
SALVAGE/REIMBURSEMENT PROCESSING: These programs are designed for you to
enter salvage information, interline reimbursement data or insurance reimbursement
information. There is an edit list and report that will identify the data entered.
CLAIMS TYPE MAINTENANCE: Type codes set up in this file categorize the
claims entered as L for Loss/Damage/Delay or O for Overcharge. An additional description
area is included. General Ledger Expense Account Number is, also, entered in this file.
CLAIMS NOTICE MAINTENANCE: This is the area where you identify the
different types of notices you wish to send. Each code may have different remarks which is
actually the body of the letter being sent. Once the Notice Codes have been set up, you
may link them to Claim Status Codes.
CLAIMS STATUS MAINTENANCE: Status Codes that you create have a description
area and an option to link to a Claims Notice Code if desired. Whether to print notices
and whether the Status Code means the claim is resolved are yes or no entries. Appropriate
codes should be entered that may be used as default codes for new claims, salvaged claims,
paid claims, interline reimbursement and insurance reimbursement in the Freight Claims
Control file.
DECLINE/AMEND MAINTENANCE: Codes created here should reflect actions
required to decline or amend a code. There is a two line description area. You may link
individual codes to separate default notice codes. Also, you have an option to
automatically change the status of the claim when using a particular Decline/Amend Code.
CONTROL FILE MAINTENANCE: This option allows you to specify the default
status code to be used for new claims, salvaged claims, paid claims, interline
reimbursement and insurance reimbursement. The name of the person and their title which
will print on the notice letters is also entered in this file.
CLAIMS ANALYSIS REPORTS: The information on these reports is continuously
being updated as claims are being processed. You may print analysis reports by customer,
driver, interline, commodity, terminal or traffic lane. It is suggested that these reports
be printed before purging a report period.
FREIGHT CLAIMS STARTING PROCEDURES
The startup process consists of:
Setting up files outside the Freight Claims module. If you have other modules,
these files may already have the information required available.
- General Ledger Account Numbers
- Freight Billing Type Codes
- Freight Billing Terminal Codes
- Accounts Receivable Customer Codes
- Accounts Payable Vendor Codes
- Interline Payable Vendor Codes
- Payroll Employee Codes
- Dispatch Driver Codes
Setting up files within the Freight Claims module.
- Claims Type File
- Claims Notice File
- Claims Status File
- Claims Decline/Amend Code File
- Claims Control File
