roadtransports claim process Content 1 Claim definition p

road-transports claim process

Content 1. Claim definition p. 3 2. Invoicing and claim process p. 4 3. Expectations from carrier 4. Control towers responsibility p. 5 p. 7 5. Inbound invoicing p. 8 6. How to add a claim on Load level p. 9 7. Claiming T 1 costs p. 12 2019 -03 -13 Info class internal OIB/ Jonna Bertilsson / Claim process 2

Claim definition • The request made by a carrier to receive payment for additional costs that has occurred on a finalised transport due to unexpected situations, e. g. : − Waiting hours − Change of route − Weather − etc. • For transports from a country outside the EU to a country within the EU, the carrier may also claim the cost of administrating T 1 (if this has been agreed with Scania), see p. 12 for further information. 2019 -03 -13 Info class internal OIB/ Jonna Bertilsson / Claim process 3

Invoicing and claim process Final billing run • • Time Supplier • • • M T W. 1 Creates credit note every Friday evening. It includes finalized transports from the week before. A transport is finalized when goods reached end-destination: For inbound (parts): Goods arrived at Scania. Including pre-collection leg For outbound (packaging): Goods arrived at supplier/packaging pool. Carrier sent delivered status W Claim period T • • • Transport F Terminals cross-docks Claiming period M T W. 2 Example W Carrier A transports goods to Scania managed x-dock. Goods are delivered on Friday w 0. Carrier B transports the goods from x-dock to Scania site. Goods are delivered on Monday w 1. Carrier B wants to add claim for waiting hours. This needs to be done before Thursday w 2. Both transports are included on the billing runs on Friday week 2. Hence Carrier A will be invoiced only after goods has reached final destination. T Transport F Invoice Billing run 1 Transports finished w. 1 Quantity deviation and wasted journey • • Quantity (kg/LM/cbm) deviations: carrier claims the additional cost Wasted journey: Scania will manually release the load for billing and set the cost according to agreement. Carrier verifies cost before next billing run. Scania production 2019 -03 -13 Claims are added by the carrier in i. TMS web-portal after transport has been finalized. Claiming shall be done latest Thursday week after transport finalization and Scania will aim to handle the claim so cost can be included on original billing run. Approved claims will be released for payment in the next following billing run. After the claim period, additional costs will not be accepted in the web-portal. If the carrier wants raise a claim, they need to address Scania Purchase. Info class internal OIB/ Jonna Bertilsson / Claim process 4

Expectations from carrier • Claims are added by the carrier in the i. TMS web-portal after the transport has been finalised. See page 8 -10 for further instructions on how this is done. • Each claim needs to have a confirmation from the Scania Control Tower uploaded to it (always an email and if possible a CMR). If this is missing, the claims will be rejected. • Claiming shall be done latest Thursday the week after transport finalization (=status clearable). Approved claims will be released for payment in the next billing run. • After the claim period, additional costs will not be accepted in the web-portal. The claims will be rejected by the Control Towers. 2019 -03 -13 Info class internal OIB/ Jonna Bertilsson / Claim process 5

Expectations from carriers, continued • For any questions related to claims, please contact the responsible Scania Control Tower. All claim handling is done by them. Pick-up country Transport type Contact email SE, NO, DK, FI, PL, EE, LV, LT Inbound inbound. transport-nordic@scania. com Packaging packaging. transports-nordic@scania. com NL, BE, DE, GB, IE, Inbound FR, ES, PT, LU, IT, Packaging AT, CH, CZ, HU, RO, SK inbound. transport-europe@scania. com - component. planning@scania. com 2019 -03 -13 Components (all flows between Scania Production Units) Info class internal OIB/ Jonna Bertilsson / Claim process packaging. transports-europe@scania. com 6

Control towers responsibility • Approve or reject claims for transport deviations. For the normal claim process this will be done within a week from the claiming date. • Scania will aim to handle the claim so the cost can be included on original billing run. • In case of a rejected claim a transport planner describes the reason why. This comment will also be included in the automatic email that is sent to the carrier when the claim has been handled. • If the claim is rejected because it was created outside the claim period, this will be stated in the comment. 2019 -03 -13 Info class internal OIB/ Jonna Bertilsson / Claim process 7

Inbound invoicing • Inbound invoicing are not involved in the handling and settling of claims and will therefore not be able to answer questions related to the status of claims. • When questions regarding claims are sent to inbound invoicing they will be forwarded to the responsible Scania Control Tower with the carrier in cc (see details on page 5). 2019 -03 -13 Info class internal OIB/ Jonna Bertilsson / Claim process 8

How to add a claim on Load level (1/3) A cost claim has to be added on rating unit, i. e. load level if it affects the whole rating unit/load (a whole truck). Go to the Freightcosts part of INET and search for your load to do this. 1 1. Click on Freighcosts 2. Search for the concerned load number or transport order number (or other relevant information to see the concerned loads) 3. Click ”execute selection” 3 2 2019 -03 -13 Info class internal OIB/ Jonna Bertilsson / Claim process 9

How to add a claim on Load level (2/3) 4 1 2 3 1. Verify already calculated transport costs. 2. Additional costs have to be entered in this empty input field: − Select the appropriate cost type from the drop-down list box. − Enter the amount of the additional costs/claims. − Enter a qualified explanation / reason for the additional costs. − If another additional cost has to be entered, new lines have to be added 3. Save the entered cost information. Scania will go through all claims weekly, and if a claim is accepted (or rejected) you will get an automatic email about this to your mail-address for your INET-user.

How to add a claim on Load level (3/3) 1. Attach the email where the Control tower has confirmed the additional cost. In addition, you can also attach a CMR or other documents. When Scania have reviewed the claim you will get an e-mail with the result (accepting or rejecting your claim). E-mail is sent to the address of the user who added the claim. 1 2019 -03 -13 Info class internal OIB/ Jonna Bertilsson / Claim process 11

Claiming T 1 costs For each TO, the carrier may claim the cost of opening and closing the T 1 on the pre-collection, plus the opening of the T 1 on the trunkload. The claiming of T 1 costs should always be done on the pre-collection load. Example: TO 1 TO 2 Suppliers Scania unit T 1 1 TO 3 T 1 TO 4 T 1 Load 2 2 Load 3 X-dock Load 4 Load 5 Load 6 5 T 1 6 T 1 7 T 1 8 4 EU border For the above scenario, the claiming should be done like this: • Claim on Load 1: Cost for opening + closing T 11 + T 12, cost for opening T 15 + T 16 • Claim on Load 2: Cost for opening + closing T 13, cost for opening T 17 • Claim on Load 3: Cost for opening + closing T 14, cost for opening T 18 2019 -03 -13 Info class internal OIB/ Jonna Bertilsson / Claim process 12