Record shipment costs and weights

I have the weekly shipment file ready; send the freight and weight log to Priya in procurement and to Omar in finance for reconciliation and e-signature by Monday; sign it yourself first after confirming every line has carrier name, weight in kilograms, and the matched invoice number.

Before I send the shipping ledger to procurement, make it easy to audit: surface total freight cost and total weight per vendor at the top, make rows where invoice and tracking numbers don't match obvious, flag shipments over 500 kilograms or that exceed expected cost per kilogram, and call out any missing customs documentation so procurement can approve quickly.

I just posted a carrier invoice that’s 18 percent higher than our agreed rate for a 1,200 kg pallet; Priya in procurement insists the contract rate was used, but Omar in finance is pushing for a formal dispute. I don’t know whether this is a billing error, a fuel surcharge, or a different service level billed. What data should I pull immediately from the spreadsheet and carrier records, and what is the correct next step to stop more overcharges while keeping the shipment release on time?

We spend hours every week reconciling freight because origin teams enter weights or rates incorrectly, then procurement and finance chase corrections. That wastes time and delays payments. Where do we most often fail — data capture at origin, unclear rate sheets, or lack of verification — and what single change to the logging habit, one template tweak, and one quick validation rule in the spreadsheet would cut reconciliation time in half?