FREIGHT BILLING GUIDE FOR THE ACCOUNT OF 3M COMPANY. Updated: 6/15/18

Transcription

1 FREIGHT BILLING GUIDE FOR THE ACCOUNT OF 3M COMPANY Updated: 6/15/18

2 3M SHIPMENTS This document addresses how to submit 3M freight invoices for payment based on the shipment type being handled for 3M: outbound-prepaid, inbound-collect/third party, or return goods. Outbound-Prepaid shipments: pick up at a designated 3M location and has a 3M Standard BOL or VICS BOL number. Inbound-Collect/Third Party shipments: delivers to a designated 3M location or non-3m location, references a 3M PO (ERP or Legacy) number and states to bill to Data 2 Logistics account 3MCP01. Return Goods Shipments: designated return by 3M Transportation and has a 3M return BOL number. NOTE: IF YOU, THE CARRIER, ARE USING INTERNAL BILL TO ACCOUNTS FOR INVOICING, YOU WILL NEED TO CREATE A SEPARATE BILL TO ACCOUNT FOR EACH TYPE OF SHIPMENT BEING HANDLED FOR 3M. 3M CONTACTS: 3M ERP Accounts Payable: 3mapgscus@mmm.com 3M Legacy Accounts Payable: jthelen@mmm.com 3M BOL Desk: 3mboldesk@mmm.com 3M Ecommerce (EDI): STPeCommerceAmericas@mmm.com (3M EDI mapping can be found on the 3M website: TABLE OF CONTENTS: Outbound-Prepaid Shipments (pages 2-3) EDI Rejection Reason Codes (pages 4-5) Carrier Portal Invoicing (page 5) Remittance Communications (page 5) Inbound-Collect/Third Party Shipments (pages 6-7) Accessorial Policy (page 8) Returns Goods Shipments (pages 9-10) Page 1 of 10

3 EDI INVOICING TO ERP 3M BILLING INSTRUCTIONS (Effective 8/2/18) OUTBOUND-PREPAID SHIPMENTS 1. Invoices must be transmitted with a complete and accurate 3M Standard BOL or VICS BOL number. -Standard BOL numbers are 8-10 digits long and will be in the following format: 2-4 digit alpha-numeric prefix followed by 6 trailing numbers. (see page 2 example) Example: Standard BOL # examples: 3V123456, 9CD123456, DKCD123456, etc. -VICS BOL numbers are 17 numeric digits long and always start with the numbers (see page 2 example) Example VICS BOL # example: Page 2 of 10

4 2. EDI Transmission options: 1. Original Invoice B308 EDI field left blank 2. Corrected Invoice BE code used in B308 EDI field a. Only to be used after an invoice has previously been rejected, and no payment has been made. 3. Balance Due AR code used in B308 EDI field a. only to be used after a payment has been made b. send only the remaining amount due c. need to supply a reason in the L5 or K1 EDI segment validating the remaining amount due i. For rate disputes, list the tariff rate and date used supporting the balance due ii. For reweighs, include the following information in the K1 segment 1. Date of the reweigh 2. State, city and terminal where shipment was reweighed 3. Original weight 4. Corrected weight 5. Statement certifying the pallet weight is not included in the corrected weight 6. Website address where weight/inspection report can be viewed NOTE: All corrected invoice and balance due transmissions must use the same invoice number as the original invoice sent or paid. NOTE: All outbound-prepaid 3M BOLS (Standard or VICS) will show the below bill to address for submitting invoices via mail, or can be ed to 3MinvoicesUS@mmm.com with an approved exception: 3M Company PO Box St. Paul, MN Accessorial Invoices see page 8 4. Past Due Invoices 1. Please verify with your EDI Department the invoice was sent, and successfully received by 3M via a 997 confirmation. 2. Review any rejection remittances for data errors that may have been present in your most recent EDI invoice submission. 3. Review the recent EDI data sent to find your error(s) and make any necessary data corrections prior to resubmitting your EDI invoice. 4. Questions can be directed to 3mapgscus@mmm.com Page 3 of 10

5 EDI REJECTION REASON CODES BOL4 BOL number is not the correct number of characters. Check the bill of lading number that was transmitted in segment B303. Confirm the correct BOL number, resubmit the invoice using the appropriate invoice indicator code in the B308 segment, and check supporting information in the L5 segment. Please refer to 3M Billing Guide for more information on BOLs. BOL3 BOL2 BOL1 BOL number is not valid. Check the bill of lading number that was transmitted in segment B303. If it is a VICS BOL, please use VICS BOL number. Confirm the correct BOL number, resubmit using appropriate invoice indicator code in the B308 segment, and check supporting information in the L5 segment. Please refer to 3M Billing Guide for more information on BOLs. BOL prefix is not valid. Check the bill of lading number that was transmitted in segment B303. Confirm the correct BOL prefix, resubmit using appropriate invoice indicator code in the B308 segment, and check supporting information in the L5 segment. Please refer to 3M Billing Guide for more information on BOLs. BOL field cannot be blank. Check segment B303. Confirm the correct BOL number, resubmit using appropriate invoice indicator code in the B308 segment, and check supporting information in the L5 segment. TRM3 TRM2 Do not invoice 3M for collect shipments. If BOL shows prepaid terms, please contact 3M Transportation Bill of Lading Desk at 3mboldesk@mmm.com. Do not invoice 3M for collect shipments. Check the EDI payment indicator code in the B304 element and refer to 3M Billing Guide for additional billing instructions. If BOL shows conflicting terms, please contact 3M Transportation Bill of Lading Desk at 3mboldesk@mmm.com. TRM1 OGNF DUP DPOG CIP Freight term on the invoice is blank. Please input terms into the B304 segment and resend with invoices with appropriate invoice indicator code in B308 segment. Original invoice not found. Please resend B308 element as blank. Duplicate invoice. Please check and re-send correct invoice. Duplicate original invoice. Please check and re-send with appropriate invoice indicator code in the B308 segment. Carrier Invoice Already Posted. Page 4 of 10

6 CHG2 CAR1 AMT Mandatory charges are missing. Please resend EDI with appropriate invoice indicator in the B308 segment. Carrier ID cannot be blank. Please send Vendor ID in the segment N1_04 where N1_01 = "CA". The sum of the invoice lines does not equal the total. Review and resubmit invoice with appropriate invoice indicator code in B308 segment. CARRIER PORTAL INVOICES (excluding inbound-collect/third party shipments) 3M provides an online carrier portal invoice tool for freight vendors not currently set up on EDI. Invoice submission needs to be manually entered and is the responsibility of the carrier. Please reference the carrier portal information guide for instructions on proper invoice submission. REMITTANCE COMMUNICATIONS (need to contact 3mapgscus@mmm.com for any changes/updates, excluding the EDI 820 Web Portal option) Invoice Status 1. Validation Failed Reference information was invalid and could not match the shipment to an existing freight order in 3M s TM system. 2. Dispute 3M rejects the invoice or short-pays the carrier (3M s rate does not match the proposed payment). Payments (1 of 3 provided based on vendor set up) EDI 820 -Integrated EDI with VAN Provider -Web Portals-maintained by Ariba/Corcentric 3. CTX (sent to vendor s bank with payment) Page 5 of 10

7 INBOUND-COLLECT/THIRD PARTY SHIPMENTS Invoices must be sent via EDI, or mail to account 3MCP01 at Data 2 Logistics. Invoices must include all complete and accurate 3M PO numbers (ERP or Legacy) listed on the shipper s BOL. If the shipper s BOL does not list a 3M PO number you must reach out to the shipper directly to attain the 3M PO number(s). 3M ERP PO numbers Specific 3M Locations: Roanoke, TX Forest City, IA Dekalb, IL (only the 1650 Macom Drive address) are always 10 numeric digits long and will start with one of the 2-digit number sequences below: 35, 40, 44, 45, 46, 48, 55, 56, 60, 61, 70, 71, 72, 73, 74 Examples: , , M Legacy PO numbers (all other locations) are always 10 digits long with format: preceding USMMM followed by 5 alpha-numeric digits Examples: USMMM7J56X, USMMMZ65CD, USMMM123FH NOTE: A 3M PO number is required for all invoices processed at Data 2 Logistics. NOTE: 3M US uses account 3MCP01 at Data 2 Logistics and 3M Purification uses account 3MCP02. Please refer to the shipper s BOL to verify which account to send to, and indicate it correctly when submitting invoices to Data 2 Logistics for processing. EDI Invoicing Contact Jennifer Prendergast (jennifer.prendergast@data2logistics.com) at Data 2 Logistics for the EDI specifications and instructions. Invoicing ing invoices to the address below is acceptable as long as the following guidelines are followed: Address: ftm-invoicescan@data2logistics.com. In order to process correctly, the ftm-invoice scan address needs to be the only To address (others can be in the CC address bar). Please enter 3M in the subject line of your . The file should contain the invoice as the first page and all backup should follow within the same document. Multiple attachments may be in the same , however, each invoice with backup should be in its own separate document and have its own unique name. The file name cannot contain any special characters. Letters, numbers and spaces only. ZIP ed files cannot be accepted. Page 6 of 10

8 The document naming convention should be: CarrierID_ClientID_Bill Number_Bill Amt Electronic documents must be standard 8.5 x 11 inch dimensions The maximum and document size is 5 MB Acceptable document formats are: PDF and TIFF Invoicing via Mail Mail invoices and the shipper s BOL to the address below: 3M Company (3MCP01) C/O Data2Logistics PO Box Fort Myers, FL Data 2 Logistics Contact Information Website: Payment Inquiries: or ftm.pir@data2logistics.com Escalation Issues: Jennifer.Prendergast@data2logistics.com Page 7 of 10

9 ACCESSORIAL CHARGES Carriers submitting invoices via EDI should include accessorial charges. Here are some examples: Detention (See additional instruction) Discount Lumper Charge Lift gate Storage Tax Detention/Demurrage Charges: Outbound-Prepaid 3M shipments need to be submitted via EDI with regular shipment charges if occurred at 3M shipping location or 3M destination. Inbound-Collect/Third Party shipments need to be submitted to Data 2 Logistics with regular shipment charges. Supporting documentation confirming 3M is responsible to pay may be requested. Charges incurred at a 3M facility for a non-3m shipment need to be billed to the specific 3M location involved. Tanker Carriers: demurrage/detention and wash out charges should be included with regular freight costs regardless of where the specified charges occurred. Detention at a customer location: include charges with 3M regular shipment charges. TONU/Cancelled Shipment Charges: need to be submitted to the 3M shipping location. Special Service Charges-Site Specific (shuttling, repositioning, etc.): need to be submitted to the 3M Location where charges occurred. Additional Notes: 3M will only pay pre-approved deadhead charges. This must be approved at time of shipment tendering. Out of route charges should be included with the regular freight charges. Supporting documentation may be requested at any time. Page 8 of 10

10 Example: RETURN GOODS SHIPMENTS 3M has two types of return goods shipments which should be submitted via EDI with the 3M return BOL number. If you are not set up with 3M EDI, mail your invoice and shipper s BOL to 3M Company, PO Box St. Paul, MN Returned goods shipments delivering to 3M locations (mostly Dekalb, IL). BOL bill to shows 3M Company, P.O. Box in St. Paul, MN in lower left corner BOL number will be a 10 digit number starting with a 6 (ex ) Page 9 of 10

11 2. Returned goods shipments from 3M DeKalb, IL delivering to other 3M Locations. BOL bill to shows 3M Company, P.O. Box in St. Paul, MN in lower left corner BOL number will be a 10 digit number starting with a 1 (ex ) Example: Page 10 of 10