Frequently Asked Questions about Auditing FedEx® Bills
It’s important to note Audit Associates frequently asked questions. Here, you’ll find details of Audit Associates how it works, reports, costs, results.
- What is the flow of the audit process?
- The Audit Associates process begins with a direct download of our clients’ FedEx® billing data through FedEx’s® Electronic Data Interchange (EDI) program. Thereafter our audit is performed and reports are compiled based upon a mutually agreed format that is transmitted to our client’s appointed personnel member(s) via compressed e-mail files. All credits will have been approved by FedEx® prior to creation of the detail and Remittance reports for the week.
- The Audit Associates process begins with a direct download of our clients’ FedEx® billing data through FedEx’s® Electronic Data Interchange (EDI) program. Thereafter our audit is performed and reports are compiled based upon a mutually agreed format that is transmitted to our client’s appointed personnel member(s) via compressed e-mail files. All credits will have been approved by FedEx® prior to creation of the detail and Remittance reports for the week.
- What items are audited by the service?
- We audit for FedEx® service failures. Credits due to service failures constitute the bulk of credits generated. We also audit for duplicate tracking numbers, duplicate charges, no proof of delivery or impossible proof of delivery and other improper charges such as questionable charge based on weight and inappropriate dangerous goods charges.
- We audit for FedEx® service failures. Credits due to service failures constitute the bulk of credits generated. We also audit for duplicate tracking numbers, duplicate charges, no proof of delivery or impossible proof of delivery and other improper charges such as questionable charge based on weight and inappropriate dangerous goods charges.
- What services are audited for domestic shipments?
- We audit all domestic FedEx® services included in FedEx® Express and FedEx® Ground services.
- What services are audited for international shipments?
- We audit all FedEx® International express and international ground services via the EDI system provided they are paid in U.S. dollars.
- We audit all FedEx® International express and international ground services via the EDI system provided they are paid in U.S. dollars.
- What happens when an error is found during the bill audit?
- When we find an error, we transmit a credit request for the erroneous charge directly to FedEx® electronically. FedEx® sends the credit approvals and denials back to us electronically. We dispute and are often able to reverse denials that we don’t agree with. The disputing of denials is done either by telephone contact or e-mails to FedEx® Customer Service. We also have a designated EDI analyst who works with us both on set-up of new clients and any problems that arise with a customer’s billing.
- When we find an error, we transmit a credit request for the erroneous charge directly to FedEx® electronically. FedEx® sends the credit approvals and denials back to us electronically. We dispute and are often able to reverse denials that we don’t agree with. The disputing of denials is done either by telephone contact or e-mails to FedEx® Customer Service. We also have a designated EDI analyst who works with us both on set-up of new clients and any problems that arise with a customer’s billing.
How long does it take to complete the audit process?
- The time frame from when we receive the data to when we transmit the invoices to you is two to three days. We receive client data once a week on Monday. By Wednesday or Thursday we receive credit approvals from FedEx® and create the billing files which are e-mailed to you that day.
- The time frame from when we receive the data to when we transmit the invoices to you is two to three days. We receive client data once a week on Monday. By Wednesday or Thursday we receive credit approvals from FedEx® and create the billing files which are e-mailed to you that day.
- Can Audit Associates provide reports based on a designated accounting calendar for processing cut-off and reporting?
- If the cut off date for the calendar is organized by invoice date we can adhere to a designated accounting calendar for processing cut-off and reporting.
- If the cut off date for the calendar is organized by invoice date we can adhere to a designated accounting calendar for processing cut-off and reporting.
- Does the service provide the latest technology in order to give us complete and accurate audit within the fastest time possible?
- Utilizing FedEx’s® secure Electronic Data Interchange system (EDI) allows the fastest possible transmission and receipt of information . The lag time between credit request and approval receipt is dependent upon FedEx’s® processing time which with a few exceptions has been two to three days. Our reports have proven to be accurate and the billing amounts can be verified by a phone call to FedEx® customer service at any time. We have been successfully satisfying our customers since starting operations in 1986.
- Utilizing FedEx’s® secure Electronic Data Interchange system (EDI) allows the fastest possible transmission and receipt of information . The lag time between credit request and approval receipt is dependent upon FedEx’s® processing time which with a few exceptions has been two to three days. Our reports have proven to be accurate and the billing amounts can be verified by a phone call to FedEx® customer service at any time. We have been successfully satisfying our customers since starting operations in 1986.
- What does the account setup and maintenance involve?
- FedEx requires two documents, signed by you, us and them: 1) The Authorization and Acknowledgement which allows FedEx® to release your billing data to us and 2) The Mutual Non-Disclosure agreement assuring mutual confidentiality between all parties. The third document, signed by you and us is a simple agreement describing our billing structure and our services to you. Beyond the documentation, we need your FedEx® account numbers and the e-mail addresses of your designated recipients of the billing files. In addition we will have a discussion with you to determine your special needs and the reports that you wish to receive. When all the documents are in place at FedEx®, we will begin receiving your data within about 10 days. At that point you will receive your billing directly from us. You may still view your bills online but you will not be able to pay them online. We are very accessible by phone or e-mail to meet your billing needs and make changes to the reports that assist you in accounts payable department.
- FedEx requires two documents, signed by you, us and them: 1) The Authorization and Acknowledgement which allows FedEx® to release your billing data to us and 2) The Mutual Non-Disclosure agreement assuring mutual confidentiality between all parties. The third document, signed by you and us is a simple agreement describing our billing structure and our services to you. Beyond the documentation, we need your FedEx® account numbers and the e-mail addresses of your designated recipients of the billing files. In addition we will have a discussion with you to determine your special needs and the reports that you wish to receive. When all the documents are in place at FedEx®, we will begin receiving your data within about 10 days. At that point you will receive your billing directly from us. You may still view your bills online but you will not be able to pay them online. We are very accessible by phone or e-mail to meet your billing needs and make changes to the reports that assist you in accounts payable department.
- What types of statements, reports, and data are provided by the service to clients?
- Our standard package includes a set of PDF files, each of which can be customized to your specifications. These include, a remittance advice detailing the original amounts due on each invoice, the savings generated for each, the final amount you should pay for each and the total to pay FedEx® for the week. You will also receive a report detailing each shipment (shipper, recipient, a breakdown of the charges, etc.) In addition, we offer summary reports of the week’s shipping. We have a catalogue of summaries written according to the specifications of our current clients. If we don’t have a suitable summary for your needs we will write one for you. We also offer a spreadsheet which can be in DBF or CS V format to open in your excel program. To save time with your data entry functions we can send you a file that will automatically enter the FedEx® billing data into your system. Our programmers will work with your IT department to set this up.
- Our standard package includes a set of PDF files, each of which can be customized to your specifications. These include, a remittance advice detailing the original amounts due on each invoice, the savings generated for each, the final amount you should pay for each and the total to pay FedEx® for the week. You will also receive a report detailing each shipment (shipper, recipient, a breakdown of the charges, etc.) In addition, we offer summary reports of the week’s shipping. We have a catalogue of summaries written according to the specifications of our current clients. If we don’t have a suitable summary for your needs we will write one for you. We also offer a spreadsheet which can be in DBF or CS V format to open in your excel program. To save time with your data entry functions we can send you a file that will automatically enter the FedEx® billing data into your system. Our programmers will work with your IT department to set this up.
- Can you provide a report to track monthly/yearly savings?
- We offer a comprehensive shipping analysis tracking all services and summarizing the costs, shipment numbers and savings achieved for each. We offer this for any date range you choose.
- We offer a comprehensive shipping analysis tracking all services and summarizing the costs, shipment numbers and savings achieved for each. We offer this for any date range you choose.
- Are custom reports available?
- Custom reports are available upon request. Items not routinely transmitted to us by FedEx® can be accessed provided they have been entered in the reference fields. FedEx® provides three reference fields in which to note items such as cost centers, department codes etc. Reports can then be written by us sorted on any field you choose.
- Custom reports are available upon request. Items not routinely transmitted to us by FedEx® can be accessed provided they have been entered in the reference fields. FedEx® provides three reference fields in which to note items such as cost centers, department codes etc. Reports can then be written by us sorted on any field you choose.
- How may the client contact Audit Associates with FedEx® issues?
- You may contact us either by phone or e-mail as you prefer for support. Each of our clients is assigned to an individual account representative for processing of their billing. If you call our office, customer service will be provided for you by someone else should that person not be here or not available at that moment. To insure that your e-mail requests are processed as timely as possible, they should be sent to support@auditassociates.com. Our customer support hours are 9:00 AM – 4:00 PM Monday through Friday, Pacific Standard time. The time required to resolve a request will vary according to the complexity of the request. We will, however attempt to resolve any issues at the time of contact. Should additional or complicated research be required, we will give you a time frame in which to expect resolution. We will make every effort to provide you with the shortest resolution time possible.
- You may contact us either by phone or e-mail as you prefer for support. Each of our clients is assigned to an individual account representative for processing of their billing. If you call our office, customer service will be provided for you by someone else should that person not be here or not available at that moment. To insure that your e-mail requests are processed as timely as possible, they should be sent to support@auditassociates.com. Our customer support hours are 9:00 AM – 4:00 PM Monday through Friday, Pacific Standard time. The time required to resolve a request will vary according to the complexity of the request. We will, however attempt to resolve any issues at the time of contact. Should additional or complicated research be required, we will give you a time frame in which to expect resolution. We will make every effort to provide you with the shortest resolution time possible.
- How long after signing up does the bill auditing begin?
- It takes about 2 weeks to get all the contracts in place and data delivery to us to begin.
- It takes about 2 weeks to get all the contracts in place and data delivery to us to begin.
- How does Audit Associates protect the client’s shipping data?
- We have regularly updated virus protection software. We have a secured room within our locked offices containing our server and other vital computer equipment and we maintain a backup procedure protecting client data in case of computer failure. We shred all documents with any information about out clients in-house prior to disposal. Our privacy policy is covered by the mutual non-disclosure agreement issued by the FedEx® legal department and signed by the three parties, you, us and FedEx®.
- We have regularly updated virus protection software. We have a secured room within our locked offices containing our server and other vital computer equipment and we maintain a backup procedure protecting client data in case of computer failure. We shred all documents with any information about out clients in-house prior to disposal. Our privacy policy is covered by the mutual non-disclosure agreement issued by the FedEx® legal department and signed by the three parties, you, us and FedEx®.
- Is Audit Associates in a position to support growth through excess capacity?
- Many of our clients have taken on new divisions and increased number of accounts. We have never had a problem with the growth of our clients. We also have excess computer capacity and on-call contract employees available to us should we need them.
- Many of our clients have taken on new divisions and increased number of accounts. We have never had a problem with the growth of our clients. We also have excess computer capacity and on-call contract employees available to us should we need them.
- What is the fee structure for bill auditing services?
- We work on contingency and our charges are 50% of the credits we generate for our client, provided they do not sign a contract with FedEx® which includes a money back guarantee waiver. The waiver prevents us from generating credits due to FedEx® service failures, however, your FedEx® Representative can remove the waiver upon your request.
- We work on contingency and our charges are 50% of the credits we generate for our client, provided they do not sign a contract with FedEx® which includes a money back guarantee waiver. The waiver prevents us from generating credits due to FedEx® service failures, however, your FedEx® Representative can remove the waiver upon your request.
- Are there any other potential charges?
- We generally bill no charges beyond the 50% of credits obtained. We do not impose any of the fees described. Should you require something that falls far outside of our stated services we are willing to accommodate the request if we can with the exception that, should it involve excessive expense on our part we cannot rule out having to negotiate an add-on charge to perform the service.
- We generally bill no charges beyond the 50% of credits obtained. We do not impose any of the fees described. Should you require something that falls far outside of our stated services we are willing to accommodate the request if we can with the exception that, should it involve excessive expense on our part we cannot rule out having to negotiate an add-on charge to perform the service.
- What savings can be expected from the auditing service?
- We can save you between 3-7% depending on how much ground service is used and with higher rates of return on International billings. The percentage of credits varies in proportion to the type of FedEx® service used by you. Generally, the longer the commitment time for package delivery, the more likely FedEx® is to deliver it on time.
- We can save you between 3-7% depending on how much ground service is used and with higher rates of return on International billings. The percentage of credits varies in proportion to the type of FedEx® service used by you. Generally, the longer the commitment time for package delivery, the more likely FedEx® is to deliver it on time.
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