How do I reconcile a docket to an invoice?
The client report and its associated drill down reports are available in the Poster View of E*Pro. This provides a statement of the original docket declaration and any changes made either by the customer (via an Exceptions upload) or by Royal Mail, which results in billing adjustments on the invoice. The original docket volumes are identified by a Z prefixed docket number and the adjustments are identified by a J docket number linked to a Z docket. Adjustments can be matched to individual bag level entries on the drill down reports within E*Pro.
Can I get help to reconcile my invoices?
There are reports in E*Pro, available in exportable versions, that will help with invoice reconciliation.
The key ones are:
- Invoice View drill down in Client View
- Invoice Report allows you to see an electronic version of your invoice and to drill down to the daily docket information
- Docket View Report (Portrait) in Client View. This is a summary of the daily posting docket by service and weight after any adjustments have been made, which will correspond with the individual lines on your invoice
- Client Report in Poster View. This shows the original declared docket information and tracks the changes Royal Mail have made to that docket via a series of drill down reports.
- Mis-sorts report in Poster View. This report is available for a single date or a date range and shows the number of Mis-sorted items found at each Mail Centre and a total charge for those items.
Please contact your Access Account Manager to discuss further if necessary.
What other key reports are available and what do they provide?
- Adjustment Status Report (drill down from Client Report). This shows the exceptions you have declared at bag level and any changes that Royal Mail Revenue Protection has made to your docket as a result of checking the actual contents of the mailing.
- Review Compliances - non-compliance report (drill down from Client Report). This shows the details of any non-compliance found in your daily mailing and summarises the number of items that have been affected by actions taken as a result of that non-compliance.
- Under volume bags reports (drill down from Client Report). This shows bag level detail of under volume bags that have been surcharged at the appropriate rates
- Docket Breakdown report in Poster View. This is an enhancement to the Docket View Report and shows the daily final docket volumes and values after adjustment by UCID.
How do I reconcile to an originating poster?
The docket upload specification allows the use of an originating customer ID (UCID). Your Access Account Manager will provide you with details of how this field can be used. The Docket Breakdown Report will allow you to view your daily final docket volumes and values by UCID if this field is populated in the original docket upload. All subsequent changes will be summarised by the UCID on this report.
Why can't I have my invoices split by purchase order number, campaign number or cost centre reference?
Royal Mail Access systems do not currently support the use of purchase orders, campaign numbers or cost centre codes. Customers can use the UCID field to record internal cost centre references on their docket upload files. The Docket View (Portrait) Report provides a drill down to each UCID element of the daily docket and the Docket Breakdown Report provides a single view of the daily docket by UCID. Both of these reports are available in the Poster View of E*Pro. Please talk to your Access Account Manager to discuss the use of UCIDs.
Why are the invoices so long?
Invoices contain details of all items billed, separately identifying the original docket amount and any subsequent adjustments to those items, by service and weight.
Can I receive my invoice electronically?
Yes, you can now receive electronic invoices from our secure online portal.
The portal enables you to search for invoices using a number of criteria, and to save, download or print them as PDF or CSV files.
To find out more about the portal or to register visit our eInvoicing
How are mis-sorts charged and invoiced?
Mis-sorts (items handed over to Royal Mail at the incorrect mail centre, or items with incorrect delivery details) are collated daily and billed weekly. Mis-sorts collated on any given date may not necessarily relate to the mailing for that date. Customers have two options on how they wish Royal Mail to deal with their mis-sorted items - mis-sorts can be redirected to the correct delivery point, or customers who don't want their mis-sorts redirected can collect them from Royal Mail. There is a separate charge per item for mis-sorts handled in this way, as well as a postage or collection fee. It will appear on the invoice as 'Missorts Processed' or 'Missorts Returned'.
In both instances your account will be credited with the national average Access rate (appropriate to the format) for each item. Mis-sorts are identified as separate lines on the invoice and a report showing the location where the mis-sorts were found is available in the Poster View of E*Pro.
What is Royal Mail Wholesale's credit policy, and where can I find it?
Our credit policy is the same as the Royal Mail Group credit policy, and is available on our Group website by following this link
Who do I contact if I have a query about an invoice?
If you are an Access contract holder, please contact the Finance Service Centre on 0845 600 3996
. If you are an agency customer, please contact your agent.