Bulk Accept Carrier Dimensions and Weights

Bulk Accept Carrier Dimensions and Weights


When a carrier invoices you against a different cube or weight than the one on the consignment, the discrepancy has to be resolved before the consignment can reconcile. Accept Carrier Dimensions and Weights does that in bulk: select the consignments you are happy to concede, and MachShip rewrites their items to the invoiced figures and reprices them in the background. Here is what it changes, the rules MachShip enforces, and how to run it.

Info
To access this feature, you need the reconcile create/delete permission
The menu item is gated on Broker → Carrier Invoices Reconcile → Create/Delete.

What the action does

For each consignment you select, MachShip reads the pending carrier invoice entry matched to it, takes the invoiced weight, volume and quantity from that entry, and rebuilds the consignment's items around those figures. The consignment is then queued for a reprice against the corrected measurements. If the new price lands within the reconciliation tolerance of the invoice, the consignment reconciles itself.

You are conceding the carrier's measurements, not their price. The price is always recalculated from your own rates using the accepted dimensions — a carrier that invoices the right cube at the wrong rate will still show a discrepancy afterwards.

The action lives behind the Actions cog, next to the search, on two grids:
  1. Reconciliation → View Reconcile Consignments. This is the usual place to work, because it carries the Vol / Inv. Vol and Weight / Inv. Weight columns side by side, so you can see the gap before you concede it.
  2. Reconciliation → View Carrier Invoices → open an invoice — the consignment list for a single invoice.


What changes on the consignment, and what does not

What is Changed

Each item's weight and volume per unit, and its length, width and height — replaced by an equivalent cube derived from the accepted volume. On a consignment with a single item line, the item's quantity is also replaced by the invoice entry's quantity, because with one line the invoice is the authority on how many units moved. Note, be aware that this will cube the item out so some surcharges relating to over lengths may be removed as the item is cubed.

What is Untouched

Item types, the number of item lines, and dangerous goods declarations. Lines are never merged and types are never rewritten — carrier and account restrictions key off item types, and DG paperwork multiplies declared weights by line quantity, so either change would corrupt the result.

What are the rules relating to Accept Carrier Dimensions and Weights?

You need the reconcile create/delete permission
The menu item is gated on Broker → Carrier Invoices Reconcile → Create/Delete.
  1. You can accept up to 500 consignments at once.
  2. The work happens in the background.
  3. Nothing is repriced while you wait. MachShip validates your selection, queues the accepted consignments, and tells you how many went through — the reprices then run behind the scenes and the grid updates as they complete. Refresh the grid after a minute or two rather than expecting the rows to change immediately.

Consignments that cannot be accepted are skipped, not failed.

A selection is never all-or-nothing. Anything MachShip cannot safely accept is left exactly as it was and counted as skipped, and the rest still go through. You will see a message along the lines of "26 consignment(s) queued for reprice, 2 skipped, 0 unavailable".

Unavailable means an id in your selection resolved to neither outcome — most often because the consignment sits outside the companies you have access to, or is a receiver-pays consignment.

Every consignment gets a note explaining what happened.

Accepted consignments get a note recording the invoiced weight, volume and quantity that were applied, and — on multi-line consignments — the per-unit weight, volume and quantity given to each line. Skipped consignments get a note naming the reason. Both are internal notes, not visible to customer users, so a row that stays stubbornly in the pending grid can always be explained from the consignment itself.

Multi-line consignments have their invoiced totals distributed.

Carriers invoice a consignment as one aggregated charge line, so a consignment with several item lines has one set of totals to spread across them. MachShip distributes proportionally: each line takes the same share of the invoiced weight and volume that it held of the declared weight and volume, and each line's dimensions are rebuilt from its own share. Every line keeps its own identity, its own quantity and its own type.

How to run it

  1. Open the grid. Go to Reconciliation → View Reconcile Consignments, or open a carrier invoice and use its consignment list. Filter down to the discrepancies you are working through.
  2. Compare before you concede. On the Reconcile Consignments grid, put the Vol and Inv. Vol columns against Weight and Inv. Weight. Only accept where you are satisfied the carrier's measurement is the right one — this action assumes the carrier is correct.
  3. Tick the consignments. Use the row checkboxes. You must select at least one, and no more than 500.
  4. Open the Actions cog next to the search and choose Accept Carrier Dimensions and Weights.
  5. Confirm. MachShip tells you how many consignments the change will be applied to. Choose Confirm to proceed.
Come back to the grid shortly after. The reprices run in the background. Consignments that now match the invoice drop out of the pending list on their own; anything that still shows a discrepancy has a genuine pricing difference left to resolve.

When not to use it

Use the per-consignment Update Items flow on the balance page instead when you need to change something this action deliberately will not touch — item types, the number of lines, how quantities are split, or the contents of an item. Accept Carrier Dimensions and Weights is for the common case: the carrier measured the freight differently, you accept their figures, and the consignment reprices.