Weight Discrepancy Update – Client Portal (Shipfast)

WEIGHT DISCREPANCY UPDATE – CLIENT PORTAL (SHIPFAST)

Article Type

Process / Sop

Applicable To

Operations Team
Customer Support Team
 Billing & Reconciliation Team

? Objective

To Define The Standard Process For Reviewing And Updating Weight Discrepancies Raised By Clients In The Shipfast Client Portal, Ensuring Accuracy In Billing And Preventing Courier Or Audit Disputes.

? Prerequisites

Before Proceeding, Ensure:

• Valid Access To The Shipfast Client Portal
• Availability Of Weight Verification Documents, Such As:
  • Sku Master Weight Details
  • Packaging Weight Details
  • Courier Weight Freeze / Audit Information
  • Physical Weight Images Or Slips (If Available)

⚠️ Important:
Do Not Update Discrepancies Without Verification. Incorrect Updates Lead To Billing Errors And Escalations.

? Navigation Path

Login → Shipping → Discrepancies → Weight Discrepancies

 Step-By-Step Process

Step 1: Login To Shipfast Portal

1. Open The Shipfast Client Portal.
2. Login Using:
   1. Username & Password Or
   2. Otp-Based Login.
3. Verify That You Are Logged Into The Correct Client Account.

Step 2: Access Weight Discrepancies

1. Click On Shipping From The Main Menu.
2. Select Discrepancies.
3. Open Weight Discrepancies.

You Will See Discrepancy Details Such As:

• Order Id
• Sku
• Quantity
• Client-Declared Weight
• System / Courier Weight

Step 3: Verify Weight Accuracy

For Each Discrepancy:

• Compare Client-Declared Weight With:
  • Sku Master Data
  • Packaging Weight
  • Courier Slab Rules
• Identify Whether The Discrepancy Is Valid Or Invalid.

? Decision Rule:

• If Client-Declared Weight Is Correct → Update And Approve With Proof.
• If Client-Declared Weight Is Incorrect → Correct Or Reject With Explanation.

Never Assume. Always Validate.

? Discrepancy Update Methods

Option 1: Single Discrepancy Update

Use This Method When:

• Quantity = 1, Or
• Multiple Units Have Different Weights

Steps:

1. Select The Individual Order/Sku.
2. Click Raise / Update Discrepancy.
3. Enter The Correct Weight.
4. Attach Supporting Documents.
5. Submit The Update.

Option 2: Bulk Discrepancy Update (By Sku)

Use This Method Only If All Conditions Below Are Met:

• Same Sku
• Same Weight
• Same Packaging
• Same Issue Type

Steps:

1. Select Multiple Orders Under The Same Sku.
2. Choose Bulk Discrepancy Update.
3. Enter The Correct Weight.
4. Attach Common Supporting Documents.
5. Submit.

⚠️ Do Not Use Bulk Update If Weights Or Packaging Differ.

                                                                    Quantity Handling Rules (Mandatory)

Ignoring This Rule Results In Courier Billing Mismatches.

? Mandatory Attachments

Every Discrepancy Update Must Include:

• Product/Sku Weight Reference
• Packaging Or Actual Weight Proof
• Courier Weight Freeze Or Audit Evidence (If Applicable)

Updates Without Attachments May Be Rejected.

✅ Final Checklist Before Submission

Confirm The Following:

• Correct Client Account
• Correct Sku And Quantity
• Correct Weight Entered
• Supporting Documents Attached
• Clear Remarks Added

If Any Item Is Missing, Do Not Submit.

❌ Common Errors To Avoid

• Using Bulk Update For Mixed-Weight Orders
• Updating Discrepancies Without Proof
• Incorrect Quantity Handling
• Selecting The Wrong Client Account

These Errors Cause Billing Reversals And Client Escalations.

? Ownership & Escalation

• Primary Review: Operations / Customer Support
• Final Accountability: Billing & Accounting Team

If Verification Is Unclear, Escalate Before Updating.

? Turnaround Time (Tat)

• Review & Validation: As Per Internal Sla
• Escalation (If Required): Immediate
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