At the weekly closing of the financial accounts, the amounts of cash on delivery and service charges are settled. These can be tracked under two different menus in the Webshippy system.
Finance - Subsequent payments
In this menu you can see the amounts of cash on delivery, their status and settlement.
The cash on delivery amounts of the orders affected by cash on delivery can be in one of three states for settlement purposes:
Pending replacements: this section shows the cash on delivery amounts for orders that are in our system, in the status "Completed", "Packed", "Stalled" or "Stopped", but the courier has not yet delivered the order package, it has not yet been paid by the customers. Out of these amounts, the ones that have been paid by the customers will be moved to the status "Collected replacements".
Collected replacements: here you can see the replacement amounts for orders that have been delivered and for which the packages have been paid for by the customers.
The amounts here will be transferred to Webshippy by the courier companies shortly (typically within 1 working day) - at which point the amount will be transferred to the "Forwarded Payments"
Transferable replacement: here you will find the amount of the advances for orders that are already in Webshippy's account and will be settled by Webshippy to the customer at the next settlement (first working day of the week, typically Monday).
There is a link below each status ("Pending replacement list", "Collected replacement list", "Transferable replacement list"), which can be clicked to retrieve an itemized list of orders in that status, including the order number, the tracking number (tracking code of the parcel), the date of the order (when the parcel was delivered by Webshippy to the courier) and the amount of the replacement. By clicking on the "Tools" button, this list can be exported.
On settlement, the "Forwarded C.O.D." section is reset to zero, and the settlement for that week's C.O.D. is moved to the top row of the "Forwarded C.O.D. transaction history" list, where you can click on the "Find out more" button at the end of the row to see a detailed, itemized list of that settlement.
Among other things, the "List of COD packages transferred" contains the ID of each order and the number of the customer invoice issued for the order (if invoicing is done through Webshippy). This list can also be exported in XLSX format, so that the accountant can compare the amount of the transferred COD with the relevant invoices.
Money - Service charges
In this menu you can see all the information about the invoices issued by Webshippy. Detailed and itemised.
In the top part of the menu item's page, you can see the "Unbilled services", in itemized form. This statement shows in real time the services performed and their fees since the last settlement. This statement is updated and expanded each time a charge is recorded in the system for an order. The list includes the name of the service performed and, in brackets, the quantity of the service performed for the number of times the charge was incurred in the period not yet billed.
The names of the numbered items and their meanings can be found on the following page:
Important! Courier company bills are received in aggregate at certain intervals and are therefore billed less frequently and in bulk, so they do not appear on all bills. The regularity with which charges are billed may vary from one courier company to another. For example, GLS invoices are sent twice a month: the delivery charges and additional costs for parcels sent in the first half of the month are invoiced in the third week of the month, and the charges for parcels sent in the second half of the month are invoiced in the first week of the following month - so they are invoiced at the following invoicing.
The "List of billable charges" lists the services that can be billed. The "Fixed today's rates" list below it shows the rates fixed in the system on the day of viewing - these rates will be added to the "Billable rates" list the next day.
But: the service charges recorded in the system will appear in the "Charges recorded today" section on the day of recording - these will be added to the "Billable charges" section the next day. On the day of settlement (first working day of the week), the charges, items, amounts in the "Billable Charges" section will be added to the currently issued invoice - this will empty this "Billable Charges" section.
Completed bills will be moved down to the "Previous bills" list (in chronological order, new ones are always shown at the top), where you can click on the "Find out more" link at the end of the line to view at any time details of the billed rates, quantities, amounts. After clicking on the button, you will not only see the items and amounts, but also details, broken down by order, which item, with what amount, when it was incurred (of course, charges that are not related to a specific order are not visible in this detail).
More useful information on financial accounting can be found on the following page: