SOP: Fred Jones – AER & Holman Rebill Process

Scope

This SOP applies to all invoice disputes submitted by Fred Jones Enterprises (FJE) where the shipment should be billed to:

• • • AER
    • Holman

 

Roles & Responsibilities

Client Success Associate (CSA)

Responsible for:

• • • Creating AR tickets to zero disputed invoices
    • Notifying Holman when invoices require rebill processing
    • Notifying the Return Center for AER-related invoices
    • Providing supporting documentation and applicable PRO numbers

Client Relationship Manager (CRM)

Responsible for:

• • • Working directly with the client to identify the root cause of billing issues
    • Establishing corrective actions to prevent recurring billing errors

Managed Transportation Team (MTS) / Return Center

Responsible for:

• • • Coordinating invoice corrections
    • Obtaining required Letters of Authorization (LOA) from carriers
    • Ensuring corrected invoices are submitted for processing in a timely manner

 

Standard Procedure

Step 1: Create AR Ticket

When FJE indicates an invoice is not their responsibility:

• • • Create an AR ticket to zero the invoice(s).
    • Document all affected PRO numbers.
    • Determine whether the invoice should be billed to AER or Holman.

AER Invoice Requirement

When an invoice should be transferred to AER, include the following note in AccuTerm:

"Invoice should be processed under AER."

 

Step 2: Notify Appropriate Party

If Invoice Belongs to AER

Send notification to the Return Center with:

• • • A list of affected PRO numbers
    • Supporting documentation, if available

Email:
returncenter@afs.net

If Invoice Belongs to Holman

Notify Holman so the correction can be submitted to the carrier for rebilling.

Holman Contact:
Carl Thompson
carl.thompson@holman.com

 

Step 3: Managed Transportation Team Review

For invoices assigned to AER:

• • • MTS reviews the disputed shipment.
    • MTS contacts the carrier to obtain:
      • Letter of Authorization (LOA), when required
      • Corrected invoicing documentation
    • MTS ensures the corrected invoice is properly prepared for processing.

 

Step 4: Submit Corrected Invoice

Once supporting documentation has been obtained:

• • • Submit the corrected invoice and supporting documents to:

                           esubmit@afs.net

• • • Monitor processing until the corrected invoice has been successfully submitted under the appropriate account.

 

Decision Guidelines

Use the following rules when determining whether an invoice should be billed to AER or Holman.

Automatically Bill to AER

The following shipments are approved for AER billing:

Chrysler Consignee Shipments

If the consignee is:

• • • Chrysler
    • CDJR
    • Any Chrysler-affiliated dealership

The shipment should be billed to AER.

Even if FJE indicates the shipment belongs to Holman, Chrysler-related shipments are not considered Holman responsibility.

AER Division Codes in the 60s

If documentation reflects an AER division number in the 60-series, the invoice is automatically approved for AER billing.

 

Additional Review Required

Review the following documentation when billing ownership is unclear:

• • • AER Packing Slip
    • Supporting shipment documents provided by FJE
    • Carrier documentation

If documentation supports AER ownership, proceed with the AER rebill process.

 

Escalation Process

If it remains unclear whether an invoice should be billed to AER:

Contact:

Steve Dewar
stevedewar@aermfg.com

for final determination before proceeding.

 

Reference Information

Holman Contacts

Contact	Email
Carl Thompson	carl.thompson@holman.com

AER Contacts

Contact	Email
Return Center	returncenter@afs.net
Steve Dewar	stevedewar@aermfg.com

Invoice Submission

Purpose	Email
Corrected Invoice Processing	esubmit@afs.net

Account Numbers

Carrier	Account Number
R&L Carriers	RMP090
FedEx	728478349

 

Process Summary

FJE Dispute → Create AR Ticket → Determine Billing Party → Notify AER or Holman → MTS Obtains LOA/Corrected Invoice → Submit to esubmit@afs.net → Monitor Processing

Key Reminders

• • • Always zero the disputed invoice through an AR ticket first.
    • Include "Invoice should be processed under AER" in AccuTerm when applicable.
    • Chrysler/CDJR shipments are automatically approved for AER billing.
    • Division numbers in the 60s are automatically approved for AER billing.
    • Escalate unclear ownership questions to Steve Dewar.
    • Ensure corrected invoices are submitted promptly to avoid payment delays.